Miami_Dade_County_RFI_-_Laundromat_Services.pdf

Miami-Dade County, Florida This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an advertisement.

1. OBJECTIVE

A. Miami-Dade County (County) is issuing this Request for Information (RFI) to assess vendor capability in providing laundromat services for the County’s laundromat facilities, to include furnishing, installation, and maintenance of laundry equipment.

B. To achieve the aforementioned purpose, vendors are required to demonstrate five (5) or more years of experience with installing, operating and maintaining laundromat equipment and machinery for external/governmental facilities.

C. Vendors must submit written proof of experience by providing;

1. Two (2) reference letters on company letterhead from other governmental agencies or inventory of equipment and related supplies, to include specifications and equipment features such as load capacity and minimum pricing for washing/drying machines.

2. BACKGROUND

A. Parks, Recreation, and Open Spaces Department (PROS) and Housing and Community Development Department (HCD) have implemented laundry facilities in the following locations:

1. Marinas

2. Harbors

3. Campgrounds

4. Housing Developments

5. Adult Living Facilities (ALF)

B. Laundromat facilities are equipped with coin-operated washing and drying machines that are available to individual customers.

Customers are charged per load by the length of time recommended by the manufacturer of the equipment for washing machines and per load for the minimum recommended time by the manufacturer.

3. SCOPE OF SERVICES

The Awarded Bidder(s) shall furnish, install, operate, and maintain laundry equipment throughout County facilities. These washers and dryers shall be distributed throughout Miami-Dade County to include marinas, harbors, campgrounds, and the housing developments, including the Adult Living Facilities (ALF) as needed.

A. Equipment Requirements

Laundry Facilities for the Housing and Community Development Department (HCD)

The washers and dryers shall be coin-operated and have the capacity to hold a 14-pound load. The equipment shall be new, “energy star rated” and water efficient.

Laundry Facilities for the Parks, Recreation, and Open Spaces Department (PROS)

The washers and dryers shall have the option of being coin-operated and/or have a card-reader installed for electronic payments and have the capacity to hold a 14-pound load. The equipment shall be new, “energy star rated” and water

B. Installation

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

All sites are equipped with complete connections for the installation of washers and dryers. The Awarded Bidder(s) shall be responsible for the complete installation of all laundry equipment. Installation shall include, setting in place and connecting to existing water, electrical, sewer, and exhaust systems. The Awarded Bidder(s) shall furnish all labor, materials, supplies, and services necessary to connect all laundry equipment to the existing utilities at their own expense.

Installation of the machines shall conform to the South Florida Building Code, and factory-approved installations. The Awarded Bidder(s) must be familiar with all laws, ordinances, rules, and regulations that may in any way affect the work.

The Awarded Bidder(s) shall coordinate the installation of their machines with the current vendor and the County and ensure that the delivery and installation of the required washers and dryers outlined in this solicitation are completed within thirty (30) calendar days of the award of this contract. The Awarded Bidder(s) must check-in upon arrival, and check-out after installation with the site manager. In the event of an emergency work order, the delivery time must be no later than seven (7) calendar days. Site managers may verify that the work has been performed successfully.

The Awarded Bidder(s) shall also be required to provide adequate training to County staff on the appropriate use of equipment, if necessary.

C. Installation, Maintenance, or Repair Work Schedule

No installation, maintenance, or repair work shall be done on Saturdays and Sundays, or on any weekdays between the hours of 5:00 P.M. and 8:00 A.M., unless authorized by the County.

D. Removal and Transition

The Awarded Bidder(s) shall prepare a transition plan for transitioning operations of the County owned laundromats upon expiration date of this contract to prevent a lapse in services. In the final months of the contract, and in the event that a new vendor is awarded for these services, the County will coordinate with the Awarded Bidder(s) to execute a transition schedule in accordance with the Awarded Bidder(s)’ transition plan. This transition schedule shall identify the timeframe for the removal of the Awarded Bidder(s)’ washers and dryers on a phased basis.

E. Maintenance/Repairs and Replacement

The Awarded Bidder(s) shall maintain the washers and dryers in working condition at all times during the contract period.

The County reserves the right to determine the condition of the equipment. At no time shall any machine be out of service for more than 24 hours after receiving notice of the service required by the County. If a machine is out of service for more than 24 hours, the Awarded Bidder(s) must provide a temporary machine until the existing machine is functional. If the Awarded Bidder(s) fails to provide the service, the County has the right to rent a machine and charge the rental fee to the Awarded Bidder until the machine(s) are functional.

The Awarded Bidder(s) shall also:

• Provide routine maintenance on laundry equipment and connections to utilities.

• Identify laundry equipment by numbers and/or letters to facilitate the reporting of repair service.

• Replace at the County’s request, any washer or dryer that has had three or more malfunctioning calls within a 30-calendar day period. Laundry equipment replaced during the term of the contract shall be new or in like-new condition.

• Keep all work areas in a neat and orderly condition at all times when servicing equipment. Service technicians are responsible for leaving work site in a clean and safe condition. All trash must be removed in a professional and safe manner

F. Charge to Users

The Awarded Bidder(s) shall install the machines and charge the users no more than the amounts listed below, unless approved by the County.

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

1. Washing Machines: One dollar ($1.00) per load for the length of time recommended by the manufacturer of the equipment.

2. Drying Machines: Fifty cents ($.50) per load for a minimum of 45 minutes.

G. Refunds

The Awarded Bidder(s) shall provide reimbursement for malfunctioning equipment. The Awarded Bidder(s) shall implement and maintain a process for making refunds to customers who make a payment to use a machine and due to malfunction.

The manner in which customers can contact the Awarded Bidder(s) to request such refunds shall be posted visibly on each laundry machine and provided to the County upon request.

H. Sales Collection, Sales Reporting, And Late Payments

The Awarded Bidder(s) shall collect all revenues. On the 15th of each month, the Awarded Bidder must remit to the County, or designated parties, a sales report (described below) and payment for the previous month’s commissions. Payment shall be made by a check payable to the County’s department which generates the income. The Awarded Bidder(s) shall submit to the County detailed information of receipts for the preceding month for each service site with payment. In the event the Awarded Bidder fails to make the required payment by the established timeframe, there shall be a late charge of one percent (1%) for each month the Awarded Bidder is delinquent, added to the required payment.

Monthly payments shall be made as follows:

Parks, Recreation, and Open Spaces Department (PROS) Attention: Finance Division 275 NW 2nd Street, 3rd Floor, Miami, FL. 33128

All checks shall be submitted individually by site name and location to the Finance Division. See Section 3.9 for site names and locations.

Housing and Community Development Department (HCD) Attention: Indira Rajkumar-Futch 701 NW 1st Court, 16th Floor, Miami, FL 33136

Sales Report The Awarded Bidder shall keep separate accounts of the gross receipts per machine. This report shall be provided in an Excel spreadsheet, styled in columns each headed with the following information and sorted by location:

1. Name of Facility;

2. Address of Facility;

3. Machine number and location outlined in coded suffixes;

4. Total revenue for the month

The reports should also include removal or replacement of machines in and out of County facilities. The County may also require the Awarded Bidder(s) to provide sales information by grouped locations.

In lieu of submitting an Excel spreadsheet, if available, the Awarded Bidder(s) may provide the County with access to their laundry machine accounting software to view the information required for the Sales Report. The access shall come at no cost to the County and be provided to, at a minimum, one individual from each location listed in this solicitation.

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

I. Equipment Locations

Attachment A lists locations across Miami-Dade County that are eligible for installation by the Awarded Bidder(s). This list is neither exhaustive nor represents a guarantee of laundry machine placement. It shall be at the County’s sole discretion on the locations and number of laundry machines to be installed. The County shall coordinate with the Awarded Bidder(s) to determine the number of laundry machines to be installed upon the commencement of the contract.

J. Electricity And Pest Control

The County will provide water, electricity, lighting, and air-conditioning services, as applicable, at laundry facilities. The County will not be liable for temporary interruption thereof on account of breakdown, power failure, scheduled outages or like causes, leading to a laundry machine to be non-operational. The County will provide and dispose of containers for trash and recyclable items and shall arrange for pest control services in the laundry area. Additional pest control services occasioned by failure of the Awarded Bidder(s) to maintain machines in a clean and sanitary condition shall be charged to the Awarded Bidder(s).

K. Licenses, Permits, And Fees

The Awarded Bidder(s) shall obtain and pay for all licenses, permits, and fees required for this work and shall comply with all laws, ordinances, regulations, and building code requirements applicable to the work contemplated herein. Damages, penalties, and/or fines imposed on the County or the Awarded Bidder(s) for failure to obtain or pay required licenses, permits, and fees shall be borne by the Awarded Bidder(s).

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

4. RESPONSE

A. The County seeks to identify vendors that meet the said requirements as listed in Section 1.B of this RFI. The County requests vendors to respond to the following:

1) Provide proof of the minimum requirement, as applicable to the services of this RFI.

2) Complete QUESTIONAIRE below.

3) Provide any general comments specific to this RFI that would add value and guidance to the County.

B. Pre-printed marketing material should not be included in vendor’s response. This document requests input and feedback for informational purposes only. The information provided in response will be taken into consideration as the County determines how best to proceed with providing the most cost effective and efficient, as well as the most advantageous solution.

C. This RFI is not solicitation. Depending on the responses received, the County may, among other things, prepare a Request for Proposals (RFP) or may pursue other appropriate procurement mechanisms for a contractual agreement for said and/or related services.

D. No price offers or unsolicited proposals are sought. In addition, the County will not be responsible for any costs incurred by vendors in furnishing any information requested herein, or subsequently.

E. Submission of information is voluntary. Vendors not responding to this inquiry will not be precluded from responding to any future solicitation.

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

Vendors are requested to complete the Questionnaire below. Any field left blank will be assumed to be “N.”

The acceptable responses are as follows:

“Y” – Requirement will be FULLY met.

“N” – Requirement will NOT be FULLY met.

Following are scope requirements prospective vendors may be required to meet should the County choose to proceed with a procurement action.

QUESTIONNAIRE

# Requirements (Yes/No)

1. Will your firm be able to provide laundromat services to County facilities listed in Attachment A?

2. Will your firm be able to provide necessary laundromat equipment and supplies for installation and laundromat services at County facilities?

3. Will your firm be able to satisfy necessary reporting requirements for County laundromat facilities?

4. Will your firm be able to provide necessary installation services at County facilities?

5. Is your firm registered with Miami-Dade County?

6. Has your firm been awarded comparable contracts in the past 5 years and can your firm provide proof of award?

7. Does your firm or subcontractor have an inventory list available of equipment and laundromat machines and supplies?

8. Is the Charge to Users feasible for your firm?

9. Will your firm obtain and pay for all licenses, permits, and fees required for this work?

10. Will your firm comply with all laws, ordinances, regulations, and building code requirements applicable to the work contemplated?

11. Will your firm comply with safety regulations per OSHA 1910.264 for moving parts of laundry equipment?

12. Will your firm follow manufacturer’s maintenance schedules and ensure all safety guards, interlocks, and ventilation are in good working order before service?

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

ATTACHMENT A

Housing and Community Development Department (HCD)

Site No.

Development No.

Development Name

Development

Address

No. of Electric Washers

No. of Electric Dryers

No. of Gas

Dryers

Top Load

Front Load Front Load Front

Load

5-027B Gwen Cherry 20 76 NW 77 St., Miami, FL 33136 1 3 4 0

5-031 Newberg 7151 NE Miami Ct., Miami, FL 3316 2 1 3 0

5-051 Lemon City 150 NE 69 St., Miami, FL 33136 5 1 6 0

5-044 Ward Towers 2200 NW 54 St., Miami, FL 33150 7 1 0 8

5-144 Ward Towers – ALF 5301 NW 23 Ave., Miami, FL 33150 6 6 10 0

5-039 Peters Plaza 191 NE 75 St., Miami, FL 33138 2 1 2 0

5-037 Emmer Turnkey 7820 N Miami Ave., Miami, FL 33150 1 1 2 0

5-046 Kline Nunn 8300 N Miami Ave., Miami, FL 33150

1 1 2 0

5-067 Little River Plaza 8255 N Miami Ct., 2 1 2 0 Miami, FL 33150

5-036 Twin Lakes 1205 NW 95 St., Miami, FL 33147 2 1 2 0

5-043 Palm Towers 950 NW 95 St., Miami, FL 33150 2 1 3 0

5-065 Palm Courts 930 NW 95 St., Miami, FL 33150 6 1 0 10

5-088 Palmetto Gardens 16850 NW 55 Ave., Miami, FL 33050 3 1 0 2

5-095A Opa Locka Elderly 2329 NW 136 St., Miami, FL 33054 2 1 2 0

180 5-056 Edison Plaza 200 NW 55 St., Miami, FL 33127 3 1 0 4

190 5-009 Jollivette 2400 NW 63 St., Miami, FL 33147 2 2 0 4

210 5-094 Wynwood Elderly 3000 NW 3 Ave., Miami, FL 33127 0 3 3 0

5-054 Parkside I Apts. 333 NW 4 Ave., Miami, FL 33128 1 1 1 0

5-054 Parkside II Apts. 357 NW 3 St., Miami, FL 33128 2 0 1 0

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

230 5-091 Phyllis Wheatley 1701 NW 2 Ct., Miami, FL 33136 1 1 0 2

231 5-057 Helen Sawyer –

ALF

1150 NW 11 St. Rd., Miami, FL 33136 3 1 4 0

232 5-025 Claude Pepper Tower

750 NW 18 Terr, Miami, FL 33136 4 1 4 0

5-008 Donn Gardens 1861 NW 28 St., Miami, FL 33142 2 2 2 0

5-011 Abe Arronovitz 2701 NW 18 Ave., Miami, FL 33142 1 1 1 0

5-027D Scattered Site # 9 3169 NW 21 Ave., Miami, FL 33142 1 1 2 0

5-27D Scattered Site # 11 1919 NW 29 St., Miami, FL 33142 0 4 3 0

270 5-090 Jose Marti 154 SW 17 Ave., Miami, FL 33135 3 1 2 0

5-100A Little Havana Homes

1255 SW 1 St., Miami, FL 33125 2 1 2 0

5-030 Falk Turnkey 455 SW 16 Ave., Miami, FL 33135 4 1 5 0

280 5-012 Joe Moretti SW 8 Ave. & 6 St., Miami, FL 33130 0 2 1 0

320 5-074A Biscayne Plaza 15201 SW 288 St., Homestead, FL 33033

0 3 3 0

330 5-050 Homestead Gardens

1542 SW 4 St., Miami, FL 33030 7 0 7 0

5-080 Fla. City Elderly 900 NW 6 Ave., Homestead, FL 33030

3 1 3 0

5-083 West Homestead Gardens

SW 4 St. & SW 4 Ct.

Ave., Homestead, FL 33030

0 1 1 0

5-095B East Homestead Gardens

1350 NE 13 St., Homestead, FL 33030

1 1 2 0

340 5-082 Perrine Villas 10000 W Jessamine St., 1 1 3 0

Miami, FL 33157

361 5-079 Goulds Plaza 11455 SW 213 St., Miami, FL 33189 3 1 3 0

This document is a draft Scope of Services for a Request for Information and is subject to change without notice. This is not an

Parks, Recreation and Open Spaces (PROS)

Site Name

Address Top Load Washers

Front Load Washers

Electric Dryers

Front Load

Gas Dryers Front Load

Bill Bird Marina 10800 Collins Ave.

Miami Beach, FL 33167 0 2 2-stacked 0

Crandon Marina 4000 Crandon Blvd.

Key Biscayne, FL 33149

2 0 2-stacked 0

Pelican Harbor 1275 NE 79 St. Causeway Miami, FL 33138 0 2 2 0

Larry and Penny Thompson Park and Campground

12451 SW 184 Street, Miami, FL 33177 12 4 0 16-stacked