Personal_Laundry_2026_RFR~1.pdf

Updated: July 19, 2024

ISSUE DATE: July 18, 2026

Purchasing Department Veterans’ Home in Holyoke (HLY) Address 110 Cherry Street City, State Zip Code Holyoke, MA 01040 Procurement Contact Person Angelo Proietti Telephone Number 413-552-4787 Fax Number N/A E-Mail Address Angelo.Proietti@mass.gov RFR Name/Title PERSONAL LAUNDRY 2026 RFR Number PERSONALLAUNDRY2026RFR COMMBUYS Bid Number BD-27-1053-1053C-CSR-131503

1. Description or Purpose of Procurement:

The Veterans’ Home in Holyoke, a state agency in Massachusetts, is seeking qualified vendors to provide proposals for personal laundry services for veterans residing at the Veterans’ Home in Holyoke. Services will begin October 1, 2026, during a transition from the current 128-bed facility to the new 234-bed facility. The Home anticipates moving current residents to the new building and increasing occupancy there as early as January 2027, with some residents moving sooner. Qualified vendors must be able to provide uninterrupted laundry services during the transition, including service to the current facility, the new facility, or both facilities as directed by the Home.

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801 CMR

21.00 Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52; 801

CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b) Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

3. Acquisition Method:

REQUEST FOR RESPONSE

PERSONAL LAUNDRY 2026

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

Check All Applicable (“X”): Category Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other: [specify, e.g., TELP]

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is 1; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

• The Purchasing Department reserves the right to add or remove additional authorized users during the contract term Limited User Contract – Restricted to Use by Issuing Entity Only.

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Contract Duration Number of Options Number of Years/Months Initial Duration 2 Years (October 1, 2026, through

September 30, 2028) Renewal Options 3 options to renew For 1 year each.

Total Maximum Contract Duration

5 years (through September 30, 2031, if all renewal options are exercised)

7. Anticipated Expenditures, Funding, or Compensation:

PERSONAL LAUNDRY 2026

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

Estimated Value of Procurement: $ TBD

8. Contract Performance and Business Specifications:

Scope of Services:

The Veterans’ Home in Holyoke, a long-term care agency under the Executive Office of Veterans Services, is seeking qualified vendors to submit proposals for personal laundry services for veterans residing at its current 128-bed facility and new 234-bed facility. Services will begin October 1, 2026.

During the initial contract period, the Home anticipates transitioning residents from the current facility to the new building and increasing occupancy in the new facility as early as January 2027, with some residents transitioning sooner. The awarded vendor must be able to support changing pickup and delivery locations, changing resident census, and service at either or both facilities during the transition as directed by the Home.

• The awarded vendor will furnish three cinchable polyester bags measuring approximately 28 inches 40 inches, per veteran, at no extra cost. Each bag will be labeled by Veterans Home staff with permanent

Marker.

• The awarded vendor will provide a written description of its practices that address how personal laundry service is provided, including how laundry is processed, segregated by resident, protected from contamination by dust and dirt during loading and transport, and returned to the correct resident or designated location.

• The awarded vendor will use the fabric manufacturer’s recommended laundry cycles, water temperatures, and chemical detergent products.

• The awarded vendor will follow applicable CDC/CMS recommendations. For laundry processed in hot water, the recommended temperature is 160ºF (71ºC) for 25 minutes. For laundry that is not hot-water compatible, low-temperature washing at 71 to 77ºF (22 to 25ºC) plus chlorine or oxygen-activated bleach can reduce microbial contamination.

• The awarded vendor will collect bagged laundry at designated areas in each of the care centers.

Veterans’ Home in Holyoke staff will bag laundry. The initial anticipated pickup schedule is three times per week (Monday, Wednesday, and Friday) hours and holiday week schedules mutually agreed upon and approved by the Veterans’ Home in Holyoke at time of contract award. Pickup and delivery points may change during the facility transition.

• Laundry will be returned to specific veterans’ (residents’) rooms or other designated care-center locations on the next scheduled pickup/delivery day, unless a different turnaround schedule is agreed to in writing by the Veterans’ Home in Holyoke.

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

• The awarded vendor must have the ability to respond to emergency situations that would necessitate the immediate collection of all veteran laundry bags, with the expectation of a return time of one week or less unless otherwise directed by the Veterans’ Home in Holyoke.

• Responses must include a bidder-generated rate sheet with one flat price per pound. Minimum weight charges cannot be applied to an individual veteran’s orders.

• Additional charges for services, including multiple washes, are not permitted unless agreed upon prior to the service taking place.

• The awarded vendor shall submit a start-up and phase-in schedule to the Director of Environmental Services or designee before the contract start date. The schedule must address service continuity during the transition from the current facility to the new building.

• All bids must include the bidder’s current Standard Operating Procedure (SOP), current Safety Data Sheets (SDS) for laundry chemicals, and a copy of the Infection Control/Prevention Practices Manual followed by the bidder.

Mandatory Responsibilities of the Awarded Vendor:

1. In accordance with Massachusetts requirements, employees of the awarded vendor entering the Home must facilitate and otherwise cooperate with a criminal background (CORI and/or III) check three weeks prior to their arrival. The awarded vendor is responsible for providing employees who comply with 105 CMR 15.00.

2. Vendor employees must also follow current infection prevention policies and protocols, including written policies, posted directives, verbal instructions issued by authorized Home staff, and other infection-prevention protocols in effect during performance. The awarded vendor may be asked in advance to attend virtual or in-person Infection Prevention or other appropriate training meetings as needed.

3. The awarded vendor will replace or compensate the Veterans’ Home in Holyoke and/or individual veterans, as applicable, for lost items or items damaged as a result of the laundry process, including but not limited to items that are melted, stained, or otherwise damaged.

4. The awarded vendor must maintain separation of each veteran’s personal laundry and may not commingle items belonging to different veterans. Clean laundry, soiled laundry, and rewash items must be kept separate at all times. Rewash must be clearly identified, double bagged or otherwise segregated, and kept separate from clean laundry.

5. When items become worn or torn, they must be returned to the Veterans’ Home in Holyoke for review or disposal and must not be disposed of by the awarded vendor without prior written authorization.

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

6. Weight verification and/or a joint count may be required for each receipt and release of laundry. The awarded vendor and the Veterans’ Home in Holyoke will work together to agree on a process to verify that all items sent out are returned.

7. The awarded vendor’s invoiced weights are subject to audit by the Veterans’ Home in Holyoke. The vendor must cooperate with random bag-weight audits, joint weighing, reconciliation of weight discrepancies, and issuance of credits or corrected invoices when discrepancies are identified.

8. The awarded vendor must maintain scales used for contract billing in good working order and must certify that such scales are calibrated at least annually and after repair, relocation, or any event that could affect accuracy. Calibration certification records must be retained by the vendor and provided to the Veterans’ Home in Holyoke upon request.

9. The awarded vendor shall submit weekly invoices on current roster spreadsheet to the Veterans’ Home in Holyoke Business Office no later than five business days after the close of the applicable billing week unless otherwise agreed in writing. Invoices must include service dates, resident name or approved resident identifier, verified weight, rate per pound, extended charge, credits or adjustments, and supporting verification documentation when requested.

10. The awarded vendor shall notify the Veterans’ Home in Holyoke of any delay in pickup, delivery, processing, invoice submission, or emergency service as soon as the delay is known.

11. The awarded vendor is required to have and maintain at its own expense, during the term of the contract, liability coverage with limits no less than $1,000,000 per occurrence and $3,000,000 aggregate.

If coverage is lost or reduced below these limits, the Veterans’ Home in Holyoke must be notified, and the contract may be canceled by the Veterans’ Home in Holyoke.

Fiscal Terms:

All invoices shall be submitted to the Veterans’ Home in Holyoke Business Office (SHH.Business@mass.gov) for processing and payment pursuant to the contract terms and conditions.

Payment shall be made in accordance with the Commonwealth’s terms and conditions. In accordance with the Commonwealth’s standard payment policy, absent predetermined guidance such as a prompt pay discount, payment terms are net 45 calendar days from receipt of a valid invoice. Weekly invoices must be submitted no later than five business days after the close of the applicable billing week unless otherwise agreed in writing. The Veterans’ Home in Holyoke may request supporting documentation, withhold payment of disputed amounts, or require correction or credit for disputed, unsupported, late, or inaccurate invoices or weights.

Performance Measures:

Contractor performance will be measured by timely pickup and delivery under the mutually agreed schedule, uninterrupted service during the facility transition, return of laundry by the required turnaround time, ability to respond to emergency collection needs, accurate and auditable weights, PERSONAL LAUNDRY 2026

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503 calibrated scale documentation, accurate and timely weekly per-veteran invoicing, compliance with infection-prevention and safety requirements, proper segregation and return of resident laundry, reimbursement for lost or damaged items, and timely communication of delays or service issues.

9. Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

https://www.commbuys.com/bso/

PERSONAL LAUNDRY 2026

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

10. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

11. Evaluation Criteria

Bidders must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

• Submission of a comprehensive written proposal in response to all aspects and requirements of this

RFR.

• Business References (See Required Forms #15).

• Prior experience providing personal laundry services to a long-term care setting.

• Prompt payment discount (See Required Forms #15).

http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

• Submission of bidder-generated rate sheet at one flat per pound rate (See Required Forms #15).

• Description of the bidder’s weight verification, scale calibration, audit, and reconciliation process.

• Description of the bidder’s process for timely and accurate per-resident invoicing.

• Description of the bidder’s start-up and phase-in plan for service during the transition from the current facility to the new building.

12. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

13. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date July 20,2026 5:00 PM

Deadline for Submission of Questions through COMMBUYS “Bid Q&A”

August 17 ,2026 5:00 PM

Official Answers for Bid Q&A published (Estimated)

August 19,2026 5:00 PM

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

August 24,2026 5:00 PM

Notification of Apparent Successful Bidder(s) (Estimated)

September 7,2026

Estimated Contract Start Date October 1,2026

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

PERSONAL LAUNDRY 2026

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

a. Online Questions (Bid Q&A)

Written Questions must be entered using the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right to not respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network, or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

Questions submitted directly to the purchasing agent will be directed to post their questions to the Commbuys bid package “Q&A Tab”

b. Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

c. Estimated Contract Start Date

This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

14. Required Forms

Responses to this RFR must contain the following documents

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Comprehensive response to all aspects of the RFR with formal bid response cover letter

Electronic Submission

Commonwealth Terms and Conditions For reference

Request for Taxpayer Identification Number & Certification (Massachusetts Substitute W- 9 Form)

Electronic Submission

Standard Contract Form and Instructions For reference

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Electronic Submission

Additional Environmentally Preferable Products/Practices

Electronic Submission

Prompt Payment Discount Form Electronic Submission

Business Reference Form Electronic Submission

Bidder-generated rate sheet at one flat per pound rate

Electronic Submission

Current Standard Operating Procedure (SOP), current Safety Data Sheets (SDS), and Infection Control/Prevention Practices Manual

Electronic Submission

Certificate of Insurance or statement confirming ability to maintain required liability coverage

Electronic Submission

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Business References:

Three business references from health care or long-term care facilities for which the Vendor has provided personal laundry services related to the scope of services in this RFR.

The above attachments are available as part of the Bid record on COMMBUYS

(WWW.COMMBUYS.COM).

http://www.commbuys.com/

RFR # PERSONALLAUNDRY2026RFR / COMMBUYS Bid# BD-27-1053-1053C-CSR-131503

15. RFR Attachments

Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services

Appendix B: Electronic Quote Submission Instructions

HYPERLINK "https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids"https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

17. Acceptable Forms of Signature

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2.

Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3.

Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services