Laundry Program Requirements.docx

EMPOWER the POSSIBLE 1005 State University Drive • Fort Valley, Georgia 31030 • P 478 .825 .6226 • F 478 .825 .1963 • www.fvsu.edu

FORT VALLEY

STATE U N I V E R S I T Y(

Laundry Equipment and Services Program Requirements Introduction:

The Board of Regents of the University System of Georgia By and On Behalf of Fort Valley State University (FVSU) is hereby seeking proposals from qualified suppliers to provide laundry equipment and services as further described in this solicitation for the residential students living in the Fort Valley State University dorms. Laundry facilities are provided in each of the Wildcat Commons dorms and in the Ohio Hall dorm for residential students living on campus, approximately 1600. Laundry services shall include the provision of equipment, technology, maintenance of equipment, and general upkeep of the laundry facilities. Fort Valley State University is soliciting proposals to furnish all labor, equipment, technology, and supervision required to provide laundry services for on-campus residence halls that will provide our on-campus residents with top quality washers and dryers in each dorm’s laundry room. The university is moving from the card-based vending system that charged students to operate the machines to a full-service operation. The intent is for the contract to start 07/01/2026 for one (1) year with four (4) optional one (1) year renewals.

Required Equipment

FVSU requires 38 washers and 38 dryers to be installed as per the table below.

· Washing Machines must be front load, commercial grade, high-efficiency, and Energy Star Rated.

· Dryers must be front load commercial grade, stackable, high-efficiency, Energy Star Rated.

Washing Machine/Dryer Inventory and Location

Fort Valley State University Rights and Laundry Offeror Responsibilities

University Rights A. The University retains the right to specify the equipment type/size for installed equipment.

B. The University retains the right to change building hours of operation as desired to accommodate the programs and requirements of Fort Valley State University (FVSU).

C. The University retains the right to require the removal of any Offeror’s employee from the FVSU account for any reason.

D. FVSU retains authority to approve or disapprove any equipment removal.

Offeror Responsibilities:

A. The Offeror must, at its expense, furnish, install, and maintain (commercial grade High-Efficiency electric, front-load washers, and dryers) automatic laundry equipment in the dorm laundry facilities for use by residential students. Offeror agrees to supply equipment that will accommodate and fit with current electrical, sewage, duct, and plumbing infrastructure in all Dormitory Laundry locations.

B. Current machine quantities listed shall be considered minimum acceptable quantities. Additional equipment may be requested during the term of the agreement and will be agreed upon by the Offeror and University. The University reserves the right to have equipment removed or relocated by the Offeror to accommodate changes in student population or facility use at no cost to the University.

C. Offeror must manage all laundry facilities for each location noted in the chart on the preceding page. Locations are subject to change during the period of this contract as the needs of the University change. Buildings currently not included on this list may require laundry facilities, or existing buildings may be repurposed to have laundry removed. Offeror agrees to support these changes, should they occur.

D. If access cards are assigned to the successful bidder, the Offeror must ensure the responsible use access cards obtained from FVSU and for security of those areas for which and when they are used. The Offeror must send written (email) notification of all assigned employees who require access cards (keys). The Offeror must also notify employees who are no longer working at FVSU so access can be revoked (cards must be turned in to FVSU Housing).

E. The Offeror must agree to bear any, and all losses sustained due to theft of monies and/or damage to its equipment while housed within FVSU facilities.

F. The Offeror must be responsible for any damage done to any part of FVSU property during the period of an agreement, or any extension thereto, resulting from the delivery, installation and/or servicing of equipment and shall repair or cause to be repaired at Offeror’s expense any such damages in a manner satisfactory to FVSU.

G. All instances of damage, theft and/or vandalism must be reported to the Office of Residential Life within two days of the incident.

H. The Offeror must be responsible for posting directions for the operation of all machines in each location. Professional, detailed instructions – to include max load capacity, for use of equipment in a form acceptable to the FVSU, shall be affixed to each machine.

I. Legal title and ownership of all washers, dryers and/or parts furnished by the Offeror must always be vested with them.

J. The Offeror shall meet semi-annually with Residential Life to effect adjustments in equipment, operations, policies, and products and shall always cooperate to maintain maximum efficiency and service to the FVSU community. The Offeror will provide updated information for points of contact and any personnel changes that will impact FVSU.

K. All Offeror vehicles on campus are expected to comply with State and University parking and traffic rules. In general, this means not parking in Fire Lanes, Handicap spaces, student/staff/faculty parking spaces, or on the curb of the streets on campus. The Offeror is encouraged to use loading docks for specific buildings to the greatest extent possible.

L. The Offeror shall pay all applicable taxes allocable to its equipment and other property located in the premises and all sales, use and other taxes imposed upon because of its use of the premises or provision of services described herein, including tax or assessment made in lieu of real property tax(es), if any.

M. All permits, if any, required for the Offeror’s use of the premises shall be acquired by the Offeror, and the Offeror shall pay all resulting royalties and permit fees.

N. The Offeror shall provide maintenance and service equipment, at no cost to the University, within one business day of reported problems to minimize downtime. Interruptions are expected to be corrected or repaired within one business day of notification. By exception only, machines requiring extended repairs or adjustments beyond 24 hours will be reported to Residential Life along with the reasons for the delay and a plan to remedy the issue(s).

O. Service reviews and formal records are to be provided to the Director of Residential Life during the semi-annual meetings.

P. The Offeror shall distinguish employees by using distinctive uniforms that readily identify the Offeror and employee name. Offeror personnel shall wear the uniforms while on campus.

Q. For any individual assigned by the Offeror to service campus facilities, the Offeror must provide a notarized attestation that criminal and driving record background checks (to the extent required by the laws of the State of Georgia for public works contracting) have been performed on all employees that will be working with the University.

R. The Offeror shall provide specification sheets for equipment it intends to furnish. Specification sheets shall include dimensions, utility requirements.

S. Installed equipment must be of energy efficient design, have industry standard safety features, a positive vending sensor, meet ADA compliance, and be UL listed.

T. The Offeror must provide a proposed schedule for cleaning/sanitizing of installed laundry machines and other equipment to be agreed upon by University and Offeror.

U. The Offeror must affirm its acceptance that decals, in a form acceptable to the University, shall be affixed to all equipment providing a unique identification number for equipment, refund, and service complaint information.

V. A request for price increases must be submitted to the Director of Residential Life at least 60 days before the next one-year term for review and consideration. Price changes must be justified and will only be considered for implementation on the anniversary of the contract. Any price request of 10% or more will require approval from the Georgia State Purchasing Department

W. Upon being awarded, the successful Offeror shall work with the Office of Residential Life and the outgoing contractor (if the incumbent is not awarded) to coordinate the installation.

X. The awarded Offeror shall remove and dispose of all shipping packaging. All areas will be cleared of all debris from the installation.

Y. The Offeror shall provide technology that allows residents to check machine availability, time remaining, and alerts them when a cycle is complete. Residents should be able to access from their computer, tablet or smartphone.