Full-Service_Laundry_and_Rental_Program.pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0384

FULL-SERVICE LAUNDRY AND RENTAL PROGRAM

CITY OF PHOENIX

WATER SERVICES

200 W WASHINGTON STREET

PHOENIX, AZ

85003

RELEASE DATE: October 1, 2026

DEADLINE FOR QUESTIONS: October 15, 2026

RESPONSE DEADLINE: October 22, 2026, 2:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0384

Full-Service Laundry and Rental Program

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Request For Proposal - Goods and Services #RFP GGS-26-0384 Title: Full-Service Laundry and Rental Program

1. Introduction

1.1. Contact Information

Phillip Lair

Water Services

Email: phillip.lair@phoenix.gov

Phone: (602) 256-3343

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Phillip Lair) at (602) 256-3343/Voice or 711/TTY, or phillip.lair@phoenix.gov, no later than five (5) business days prior to the meeting.

Solicitation Issue Date: October 1, 2026

Pre-Offer Conference (Non-Mandatory): October 8, 2026, 10:00am

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Written Inquiries Due Date: October 15, 2026, 5:00pm

Offer Due Date: October 22, 2026, 2:00pm https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m85220b4a8007b4306ecb35f308317456 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m85220b4a8007b4306ecb35f308317456 https://cityofphoenix.webex.com/cityofphoenix/j.php?MTID=m85220b4a8007b4306ecb35f308317456 mailto:23436137847@cityofphoenix.webex.com http://173.243.2.68/

2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for full-service laundry and rental program.

The Effective Date of this Agreement will be upon final signature and recording by the City

Clerk’s department.

The Commencement Date of this Agreement will be upon December 1, 2026, which is on or after the ordinance approved start date or the contract term start date that the Phoenix City

Council approves or the Effective Date, whichever is later.

The term of this Agreement will be for 5 years, beginning on the Commencement Date, with no options to extend.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

mailto:procurement-support@opengov.com

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/275360/. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Water Services Department, 200 W. Washington St. 9th floor Phoenix, AZ 85003. It is the

Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

https://procurement.opengov.com/portal/phoenix/projects/275360 https://solicitations.phoenix.gov/

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

Changes to terms and conditions of the Solicitation and resulting Agreement made pursuant to an addendum shall be memorialized in the Solicitation and resulting Agreement document. To that end, a parenthetical will be added to applicable provision(s) referencing the addendum that imposed the change. The language in the final provision will reflect the updated version.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/275360. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/275360 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will https://procurement.opengov.com/portal/phoenix/projects/275360 https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed https://procurement.opengov.com/portal/phoenix/projects/275360 post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

2.14. Pre-Award Qualifications

Offeror must have been in operation a minimum of 5 years years. The Offeror’s normal business activity during the past 5 years years will have been for providing the goods or services in this solicitation. This information must be provided in Vendor Questionnaire section, under Years in

Business and References form of this solicitation.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 10 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.23. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.24. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.25. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.26. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.27. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.28. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.29. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Purpose

Contractor shall provide a full-service laundry and rental program to include inventory, laundering and finishing, pick-up and delivery, on an "as-needed" basis in accordance with the requirements specified herein. The personnel that work at these facilities might come in contact with industrial stains as well as contaminants.

Items that have been biologically contaminated shall be contracted out for laundry cleaning.

Service shall be provided in accordance with all federal, state, county and city laws. Possible contaminants found in water processing are numerous and include, but are not limited to, organic material, pathogens, metals, salt, ammonia, pesticides, polymers, petroleum, and other various chemicals.

Uniforms shall be fully safeguarded possible against loss and/or theft. Items damaged, lost or stolen while in the possession of the Contractor shall be replaced at no cost to the City. The City shall make the final determination as to its usefulness.

3.2. Service Description

The Contractor will provide professional cleaning services for employee uniforms and rental services for all WSD supported locations in an organized and efficient tracking system allowing for end-to-end monitoring of each employee’s uniform through a personalized catalog and receipt process. Contractor to provide pick up and return delivery services to all locations provided.

A few of the objectives include the following:

• Minimize lost, damaged or stained uniforms from submission to return to the employee.

• Provide tracking system for full transparency through the drop off to return of each uniform.

• Provide professional cleaning and repair services with minimal interruption to employees’ work schedule.

• Meet all committed timelines, providing pick up services a minimum of 1-2 times per week, at each location.

3.3. Locations

WSD provides uniform services at the following locations, adding or removing locations on an as needed basis:

Facility Name/Location Facility Address Pick-up & Delivery Hours

Deer Valley Water Treatment Plant

– Water Production

3030 West

Dunlap Phoenix, AZ 85016

7:00am - 2:00pm

Union Hills Water Treatment Plant

– Water Production

2001 E. Deer Valley

Rd Phoenix, AZ

85024

7:00am - 2:00pm

Val Vista Water Production –

Water Production

3200 E. McDowell Rd

Mesa, AZ 85213

7:00am - 2:00pm

Remotes Facilities North – Water

Production

22841 N. Cave Creek Rd

Phoenix, AZ 85024

7:00am - 2:00pm

Remotes Facilities South – Water

Production

5204 E. Thomas

Rd Phoenix, AZ

85018

7:00am - 2:00pm

Cave Creek Water Reclamation

Plant (future)

22841 N. Cave Creek Rd. Phoenix, AZ

85024

7:00am - 2:00pm

Environmental Services 23rd Ave –

Environmental Services

2474 S. 22nd Ave, Bldg 31 Phoenix, AZ 85009

7:30 am - 4:00pm

South Yard – Wastewater

Collection

2474 S. 22nd

Ave Phoenix, AZ

85009

6:00am - 2:00 pm

West Yard - Wastewater Collection 4025 W.

Glenrosa Phoenix, AZ 85019

6:00am - 2:00 pm

North Yard - Wastewater Collection 138 E. Union Hills Drive

Phoenix, AZ 85024

6:00am - 2:00 pm

East Yard/Reservoir - Wastewater

Collection & Water Distribution

3015 N. 52nd

St Phoenix, AZ

85018

6:00am - 2:00 pm

Cave Creek Water Service Yard –

Water Distribution

21642 N. 20th

St Phoenix, AZ

85024

6:00am - 2:00 pm

Morten Yard - Water Distribution 7617 N. 21st

Ave Phoenix, AZ

85021

6:00am - 2:00 pm

Corona Yard - Water Distribution 936 E. Broadway Rd

Phoenix, AZ 85040

6:00am - 2:00 pm

Campbell Yard – Water Distribution 4436 N. 35th

Ave Phoenix, AZ

85017

6:00am - 2:00 pm

Lake Pleasant Water Treatment

Plant

37000 N New River Road

Peoria, AZ 85383

7:00am - 2:00pm

91ST Wastewater Treatment Plant 5615 South 91st Ave

Tolleson, AZ 85353

7:00am - 2:00pm

23rd Ave Wastewater Treatment

Plant

2470 S. 22nd Ave, BLDG 40

Phoenix, AZ 85003

7:00am - 2:00pm

24th Street Water Treatment Plant 6202 N 24th ST Phoenix, AZ

85016

7:00am - 2:00pm

Rio Yard – Water Distribution 3045 S. 22nd

Ave Phoenix, AZ

85009

7:00am - 2:00pm

3.4. Contractor General Requirements

The Contractor Shall:

3.4.1 Transition Support:

The Contractor shall develop and implement a detailed transition plan, outlining the steps, resources, communication protocols, and timelines necessary to ensure a seamless and uninterrupted transfer of services from the existing provider.

3.4.2 Industry Standards:

Contractor shall abide by the following:

1. Occupational Safety and Health Administration (OSHA) Rules and Regulations

2. Sanitation: Delivered, finished items shall conform to the industry standards of quality and cleanliness, workmanship practices, finish and appearance. Delivered items shall be free from soil, stains, inks, spots dust, solvent and chemical orders, bacteria, microorganism and pathogens or disease producing organisms.

3. Provide cleaning services to flame resistant uniforms per manufacturer’s recommendations and ASTM F 1449 Standard Guide for Industrial Laundering of

Flame, Thermal and Arc Resistant Clothing (Exhibit 1).

4. All other rules and regulations.

3.4.3 Uniforms

Uniform clothing pieces include but are not limited to: pants, and shirts. Other items to be laundered

1. Regular and FR Jackets:

2. Laboratory Coat

3. Jumpsuit

4. Flame resistant and ARC rated uniforms

5. 40 Calorie Arc Flash Suit

3.4.4 Repair Services

1. The Contractor shall incorporate small mending jobs and button replacements on garments that are laundered. The mending shall include rips and tears up to three

(3") inches in length and all button replacements as required.

2. Flame resistant and ARC rated uniforms shall not be repaired. Those uniforms shall be tagged and City of Phoenix representative alerted. Tagging to include why the item cannot be laundered with specifics on location of the garment where repair is needed.

3. Contractor must:

a. Quote items to the department or facility representative on any repairs, alterations and/or heavily soiled items

b. Provide a written work ticket on all quoted services.

c. Complete services and deliver items by the date identified on the quoted work ticket.

d. Communicate any changes on date of delivery on quoted work tickets. Failure to do so will result in item considered lost by the Contractor.

3.4.5 Damaged Items

3.4.5.1 Rental

a. Items determined to have been damaged while in the City's possession shall be returned immediately with the next delivery and shall be accompanied by a declaration of damage with billable charges shown. Items determined to be damaged as a result of normal wear and tear will not be paid for by the City.

Contractor may be compensated for items.

3.4.5.2 City of Phoenix Owned Items

a. Any damage that is not the result of normal wear and tear—and that occurred while the items were in the City’s possession—will be identified by the City before the items are returned to the Contractor whenever possible. This ensures accurate billing to the Customer account and proper payment to the Contractor.

3.4.5.3 Shortages and Overages

a. The department or facility representative will notify the contractor if there are any shortages and/or overages when delivered.

b. If shortage, Contractor shall correct discrepancies within five (5) business days from the delivery date. Should the discrepancy not be corrected within the time specified, the department or facility representative will assume the item(s) has been lost by the Contractor and will reimburse the City at 100% of the item(s) replacement value.

3.4.6 Rental of Dust Mops, Door Mats and Towels

1. Contractor shall provide dust mops, door mats and towels as requested by the division or facilities. The number of rental items may be increased or decreased from time to time. The unit prices shall remain the same as the original price proposal.

Notification will be given to the Contractor when changes are necessary. All merchandise furnished under the rental agreement shall remain the property of the

Contractor.

3.4.7 Pickup and Delivery

1. The specific day of the delivery and pick-up shall be coordinated with the Facility representative.

2. Upon arrival, the Contractor must check in with a City/Facility representative at each building before picking up or dropping off laundry items. This requirement ensures the safety of both the Contractor and City staff in case of a site emergency.

3. The Contractor will maintain an after-hours voice mail system for pickup requests.

4. Scheduled deliveries that fall on a holiday shall be rescheduled as mutually agreed by the department or facility and the Contractor. Failure to deliver on the specified days may constitute grounds for cancellation of the agreement.

5. Contractor shall supply laundry bags for the soiled items. The City will place the soiled items in the Contractor supplied bags to be picked up by the Contractor.

6. The Contractor shall provide a count of items they are picking up and delivering to the Facility representative at the time they check with the Facility representative.

7. Contractor must pick up articles at designated locations on an agreed upon schedule. The Contractor shall provide and maintain a weekly schedule for picking up and drop off of laundry to each location. Each location has at minimum, one pick-up and one drop off each week.

8. Pick-up and delivery of laundered uniforms and rental products shall be scheduled

Monday through Friday, except City holidays, between the hours identified in the

Locations table in Paragraph 3.3.

9. Uniform shall be returned laundered, repaired, on hangers and wrinkle free. Folded uniforms will not be accepted.

3.4.8 Tracking and Identification

The Contractor shall provide a comprehensive electronic tracking system that ensures full visibility and accountability for all uniforms and textile items throughout the service lifecycle. The system shall:

a. Utilize durable electronic labels (barcode or RFID) that support unique item level identification and withstand industrial laundering and FR/ARC garment standards. Labels must not compromise garment integrity or FR/ARC protection per ASTM F1449.

b. Label placement should be consistent to streamline scanning and handling.

c. Track each uniform from pickup through cleaning, repair, and delivery, storing associated dates, actions, and responsible parties.

d. Provide 24/7 access for authorized City personnel to monitor garment status, review audit trails, and generate detailed reports by employee, garment type, location, and service date.

e. Maintain accurate and updated employee and facility identifiers, including timely updates when employees transfer locations.

f. Provide automated notifications for location changes, repair requests, unscannable labels, delayed items, or missing garments.

g. Provide system and/or process for the City to notify Contractor when an employee is changing locations. New location identification to be provided to employee within 3 business days. All information updates to be performed on invoices/receipts by next service date.

h. Provide employee labels/identification that is unique for each individual employee, by location. When the employee no longer requires service, the number will not be reassigned to a new employee.

i. Generate unique tracking numbers for repair requests and maintain status reporting until items are returned.

j. Provide status tracking and automated alerts when:

i. Item is received

ii. Repair is underway

iii. Repair is complete

iv. Item is returned

k. Provide a repair exception report for FR/ARC garments that cannot be serviced, noting required retirement reasons.

l. Maintain historical tracking data for a minimum of three (3) years and provide exportable formats compliant with City requirements.

m. Support quarterly reconciliation audits and meet minimum scan accuracy standards of 98%, with corrective actions required for deficiencies.

n. Assign separate account numbers for each City location – (to be used on all documentation).

3.4.8 Documentation

1. Provide receipt after each pick-up and delivery to include at minimum the following details: Quantity of each type of item picked up and delivered. Receipt to be provided electronically and/or in written paper form. Itemized list to be confirmed by City representative on site and signed by City of Phoenix and Contractor representative.

2. Provide receipt of submission with specific location and building number (if applicable) and include employee account number.

3. Ensure all information updates (e.g., new location identifiers) are reflected on receipts by the next service date.

3.4.9 Equipment Requirements

1. Provide rental lockers and/or rack equipment at all specified sites within one week of contract effective date. Contractor will be responsible for all fees and labor required to set up locker/rack equipment and ensure it is ready for use. Rental Lockers must be within 16 1/2” wide by 77 ½” tall.

2. Provide maintenance and service of all rental lockers and/or rack equipment at all

City locations including but not limited to cleanliness, repairs, proper usage and updates, as required.

3. Provide rental lockers/racks to include the following: 4 lockers or bins for dirty uniforms; 1 locker or bin for pants; 1 locker or bin for tee-shirts; 1 locker or bin for flame resistant and/or ARC rated garments; 1 locker or bin for other uniforms.

4. Provide separate rental lockers/racks for men and for women by location when necessary. Location(s) to be provided at contract kick off meeting.

3.4.10 Reporting

1. Provide monthly reporting to summarize at minimum the following: Quantity of uniforms laundered; Quantity of uniforms repaired; Any uniforms undeliverable, including reason for being undeliverable; Include size and color of uniforms, by location.

3.4.11 Customer Service

1. Provide customer service representative assigned to the City account for contract administration, day-to-day business interactions. Customer service contact methods should at minimum be available via email and phone.

2. Provide support to all City locations; additions or removal of locations may occur during the contract term and are to be incorporated in weekly service. Addition of location(s) are to be incorporated in pick-up and delivery schedule within three business days from notice by City representative.

3.4.12 Contract Administration

1. Provide a warranty of replacement on any uniforms lost or misplaced during

Contractor’s possession. Replacement of uniforms will be at the Contractor’s expense.

2. Provide and participate with City assigned representative (Contract Monitor) monthly performance reviews. Monthly contract performance review to include but not be limited to the following: Review billings and invoices; Review pick-up and delivery schedule—resolve any concerns; Review monthly performance reports by location;

Review undeliverable uniform list; Additional reporting to be added as needed.

4. Offer Evaluation Criteria

In accordance with the Administrative Regulation 3.10, Competitive Sealed Proposal awards shall be made to the responsive and responsible Offeror(s) whose Offer is determined in writing to be the most advantageous to the City based upon the evaluation criteria listed below.

The evaluation factors are listed in the relative order of importance and more details are provided in Scope of Work. The Weight (Points) for each Evaluation Criteria are the maximum points that may be assigned for that Criteria. The following evaluation criteria will be used to evaluate all Offers:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Method of Approach Points Based 380 (44.7% of Total)

2. Capabilities & Capacity Points Based 235 (27.6% of Total)

3. Experience Points Based 130 (15.3% of Total)

4. Cost Points Based 105 (12.4% of Total)

5. Standard Terms and Conditions

5.1. Definition of Key Words Used in the Solicitation

Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements may result in the rejection of Offer as non-responsive.

Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide recommended information, the City may, at its sole option, ask the Offeror to provide the information or evaluate the Offer without the information.

May: Indicates something that is not mandatory but permissible.

For purposes of this solicitation, the following definitions will apply:

“A.R.S.” Arizona Revised Statute

“Buyer” or “Procurement Officer” City of Phoenix staff person responsible for the solicitation.

The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and responsible for monitoring and overseeing the

Contractor's performance under this contract.

"City" The City of Phoenix

"Contractor" The individual, partnership, or corporation who, as a result of the competitive process, is awarded a contract by the City of Phoenix.

"Contract” or “Agreement" The legal agreement executed between the City of Phoenix, AZ and the Contractor.

“Days” Means calendar days unless otherwise specified.

“Chief Procurement Officer” The contracting authority for the City of Phoenix, AZ, authorized to sign contracts and amendments thereto on behalf of the City of Phoenix, AZ.

“Employer” Any individual or type of organization that transacts business in this state, that has a license issued by an agency in this state and employs one or more employees in this state.

Employer includes this state, any political subdivision of this state and self-employed persons. In the case of an independent contractor, employer means the independent contractor and does not mean the person or organization that uses contract labor. (A.R.S. 23-211).

“Offer” Means a response from a Supplier, Contractor, or Service Provider to a solicitation request that, if awarded, binds the Supplier, Contractor, or Service Provider to perform in accordance with the contract. Same as bid, proposal, quotation or tender.

“Offeror” Any Vendor, Seller or Supplier submitting a competitive offer in response to a solicitation from the City. Same as Bidder or Proposer.

“Solicitation” Means an Invitation for Bid (IFB), Request for Proposal (RFP), Request for

Quotations (RFQ), Request for Qualifications (RFQu) and request for sealed Offers, or any other type of formal procurement which the City makes public through advertising, mailings, or some other method of communication. It is the process by which the City seeks information, proposals, Offers, or quotes from suppliers.

“Suppliers” Firms, entities or individuals furnishing goods or services to the City.

“Vendor or Seller” A seller…