Resident_Personal_Laundry_and_Facility_Linen_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2024-RFP-084-PR

RESIDENT PERSONAL LAUNDRY AND FACILITY LINEN SERVICES

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: September 24, 2024

DEADLINE FOR QUESTIONS: October 23, 2024

RESPONSE DEADLINE: November 5, 2024, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

County of Dane

REQUEST FOR PROPOSAL

Resident Personal Laundry and Facility Linen Services

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Request For Proposal #2024-RFP-084-PR Title: Resident Personal Laundry and Facility Linen Services

1. Introduction

1.1. Summary

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue a purchase order for the product(s) and/or service(s) stated: Resident personal laundry and facility linen services for the

Badger Prairie Health Care Center according to the specifications set forth within this RFP posting.

The Dane County Purchasing Division is the sole point of contact for questions and issues that may arise during the RFP process.

1.2. Contact Information

Megan Rogan

Purchasing Officer

Email: rogan.megan@countyofdane.com

Phone: (608) 283-1487

Department:

Badger Prairie Health Care Center

1.3. Timeline

Release Project Date September 24, 2024

Question Submission Deadline October 23, 2024, 2:00pm

Question Response Deadline October 28, 2024, 2:00pm

Proposal Submission Deadline November 5, 2024, 2:00pm mailto:rogan.megan@countyofdane.com tel:(608)283-1487

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

A. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

A. Interested vendors are required to register at the County's eProcurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category codes as well as providing the County with up-to-date company contact information.

B. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

A. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane

County eProcurement Portal.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

A. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

B. Questions must be submitted before 2:00 pm on Wednesday, October 23, 2024.

1. Requests submitted after that time frame will not be considered.

C. Proposers are expected to raise any questions, exceptions, or additions they have concerning the solicitation at this point in the process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the proposer should immediately notify the contact person of such error and request modification or clarification to the solicitation document.

D. Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

A. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

B. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

A. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Megan Rogan. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

A. Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the County. The County also retains the right to accept or reject any or all bids.

B. Proposals must be submitted via the County's eProcurement Portal before 2:00 pm on Tuesday, November 5, 2024. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this solicitation.

C. To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

3. Once registered, click on the "draft" button to draft your proposal.

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

7. The file upload status can be seen for each document uploaded.

8. Confirm all files have been uploaded

9. Review your work and click on "submit" proposal

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

A. Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

B. Please message procurementsupport@opengov.com with any questions regarding set up.

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

A. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

B. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

A. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

A. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

A. Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies or services that has an established place of business within the County of

Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

A. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

B. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

A. Dane County Ord. 25.09 (1) is as follows:

1. (28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations

Board (NLRB) or the Wisconsin Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years.

The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

B. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

C. Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

5. COOPERATIVE PURCHASING

A. Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases. A “municipality” is defined as any county, city, village, town, school district, https://www.nlrb.gov/ http://werc.wi.gov/ board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s.

16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (20, Wis.

Stats.

B. In the Vendor Questionnaire section, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

C. Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

A. All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of

Confidential and Proprietary Information” section.

B. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

C. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

D. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect. 134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

E. To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

F. In the event the Designation of Confidentiality of this information is challenged, is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

G. Failure to designate confidential and proprietary information within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of

Confidential and Proprietary Information section of the Vendor Information Attachment.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

A. The proposals will first be reviewed to determine if all applicable requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in the solicitation.

2. PROPOSAL SCORING - applicable to RFPs

A. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

A. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the County on the date scheduled may result in rejection of the vendor’s proposal.

2.5. AWARD

1. RFB AWARD

A. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

B. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

A. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. Alternatively, the highest scoring proposer or proposers may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

B. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

A. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

B. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

A. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

B. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

C. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

A. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See Section 22.0 Insurance Responsibility in the Standard Terms & Conditions.

B. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

C. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

D. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

E. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

A. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

B. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

A. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

A. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

A. On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

o Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

o Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

o Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems); and o Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

A. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

A. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

A. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

B. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

C. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

A. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. The initial term length and renewal terms available are estimates only and are subject to change.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Terms (Calendar Dates)

Term 1: January 1, 2025 - December 31, 2025

Term 2: January 1, 2026 - December 31, 2026

Term 3: January 1, 2027 - December 31, 2027

Term 4: January 1, 2028 - December 31, 2028

Term 5: January 1, 2029 - December 31, 2029

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: https://www.danepurchasing.com/

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Project Overview

Badger Prairie Health Care Center (“BPHCC”) is a 120-bed Skilled Nursing Facility. The majority of the residents have been protectively placed with the facility. Most of the residents have their clothing laundered under a contract arrangement. A few of the independent residents launder their own personal clothing in facility-owned equipment available on the neighborhoods.

The facility employs a full-time laundry worker. He/she is responsible for marking resident clothing with the resident’s name and neighborhood, as well as launders some facility items in-house.

Presently, resident clothing is laundered and returned, sorted, to the facility. The resident clothing is then delivered on carts to the neighborhoods by the contracted Provider. Nursing staff is responsible for distributing the clothing to each resident’s room. Facility linen is currently delivered to the facility in bulk and then delivered, by facility staff, to the neighborhoods.

4.2. Scope of Services

The Resident Laundry Services program includes timely pickup, laundering, delivery, and proper infection control of resident clothing. The Facility Linen Service will include the provision of sufficient quality and quantity of linen inventory, as well as, timely pick-up, laundering, delivery, and proper infection control of facility linen.

The objective of the Resident Laundry and Facility Linen Provider will be to complete resident laundry and facility linen services in an efficient and cost effective manner. The services will be continuously monitored and will be maintained at a level of consistent high quality.

Resident Laundry Services and Facility Linen Services will be completed to ensure resident clothing and facility linens are laundered and returned to the facility in a time frame that allows the residents to maintain a sufficient supply of clean clothes and allows a sufficient quality and quantity of facility linen.

Any work found to be in any way defective or unsatisfactory shall be corrected by the Provider at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the Provider with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

https://www.danepurchasing.com/

4.3. Mandatory Requirements

The below requirements are mandatory. The services listed are standard service requirements which may vary in procedure by vendor. Therefore, these will be considered in the overall evaluation.

Proposals that do not meet any one of these requirements may be disqualified. Proposers will use the

Vendor Questionnaire to confirm that they meet these requirements.

The facility is open to discussion regarding alternative approaches to the laundering of resident clothing and level of facility linen services received.

# MANDATORY REQUIREMENT

1 Initial Set up – New or “A” Stock Linens

Provider shall furnish at the start of the program either all new linens or “A” Stock, which means best quality, not distinguishable from a new garment, typically brand new with little to no visible wear

2 All replacement linens issued during the contract period due to normal wear and tear, damage, loss or new residents shall be furnished from the Provider’s “A” stock. “ and furnished from the same manufacturer as initially selected by the County to ensure linens standards “A” stock.

3 The Provider will furnish laundry bags, bins and carts and hampers of sufficient size and quantity for transporting soiled resident clothing and/or facility linen. The size of the laundry bins, carts and hampers will be agreed to by the facility. The facility is currently using plastic laundry bags. These are purchased at the facility’s expense. The facility may choose to purchase plastic laundry bags from the Provider or elsewhere. The

Provider shall thoroughly sanitize laundry carts after they are emptied of soiled linen, prior to placing clean linen in the laundry carts for return to the facility. The Provider is responsible for safety and maintenance of all equipment used in the facility. Broken or damaged bins, carts or hampers must be repaired or replaced immediately.

4 The Provider shall inspect the linen for stains, tears, defects, or pinholes. Provider is responsible for replacement of worn linen at Provider’s expense.

5 The Provider will provide delivery and distribution service and the pick-up and delivery schedule should meet the needs of the facility. Delivery on Saturday and Sunday may be an option.

The level of service will play a significant role in determination of the pick-up and delivery schedule.

6 Resident clothing and/or facility linen will be processed with a minimum turn around time of 24 hours after pick-up and a maximum turn around time of 48 hours. The maximum consecutive days without pick-up and delivery shall be no longer than two (2) days.

7 If facility staff are involved in the pick-up and distribution, the Provider will need to provide service, Monday through Friday, between 5 a.m. and 7 a.m. Pick-up and delivery on Saturday and Sunday may be an option.

8 If the Provider provides linen carts that are ready to deliver to the clinical households, the pick-up and delivery schedule may be completed on an alternative schedule. Delivery on Saturday and Sunday may be an option.

9 Linen inventory will be managed by the Provider to provide sufficient deliveries to meet the daily linen requirements. If BPHCC does not have sufficient linen inventory for the daily needs, the Provider will be called for additional linens to be delivered the same day, if necessary.

10 Bidder must designate a contact person to provide on-going communication, and problem solving with BPHCC staff.

11 The contract requires the Provider to develop contract administration procedures to promptly identify and resolve issues that arise during the contract. This will include procedures to replace lost or damaged resident clothing and/or facility linen, or at a minimum, will include a procedure to determine how the facility will be reimbursed following replacement of damaged resident clothing and/or facility linen.

12 The Provider shall provide a management staff person, made known to the County to: routinely review and inspect operations, consult with the County on current and future service programs, and to act with full authority on the provider’s behalf in any and all matters pertaining to the specifications of this contract.

13 If it is determined that Provider staff will have access to the neighborhoods, the Provider will offer Social Security Numbers and other data necessary to process Criminal Reference Checks. Criminal Reference Checks will be processed for all staff assigned to the facility. Provider staff who fail the Criminal Reference Check Procedure will not be allowed into the facility.

14 If it is determined that Provider staff will have access to the neighborhoods, the Provider will obtain and provide the results of TB skin tests for all staff assigned to the facility. This must be completed prior to contract initiation. Provide annual results of TB skin questionnaire. The facility must be notified of any employee with a potential infectious communicable disease.

15 The Provider will meet all Federal and State infection control requirements. (Physical plant layout separating soiled and clean clothing/linen.)

16 The Provider will provide driver/delivery staff immunization status upon request. In the event said staff have not been immunized, and there is a respiratory outbreak within the facility, driver/delivery staff will be required to wear a mask while in the facility.

17 The facility reserves the right to inspect the Provider’s plant and equipment, including laundry carts, bins and hampers, and to inspect the laundry process for cleanliness, sanitation, and infection control compliance.

18 All work listed shall be performed in a thorough and professional manner and in accordance with accepted industry methods and practices. All work shall be in strict compliance with all local and state codes, ordinances, laws, and policies.

19 The provider shall provide an adequate number of competent, properly trained personnel with sufficient supervision to provide the required services at all times. The provider shall provide all personnel with a complete set of specifications and schedules to ensure all required services are completed. Provider shall annually complete approved Resident Rights training for all staff assigned to the facility. Proof of training will be provided to the facility when training is completed.

20 All tools and equipment shall be provided by the provider and shall meet all applicable local, State and Federal Standards.

4.4. Service Requirements

A. All items, details of construction, services or features not specifically mentioned which are regularly furnished in order to provide these items shall be furnished at the bid/proposal price and shall conform in strength, quality and workmanship to that usually provided by the practice.

B. The Provider shall furnish all equipment, utilities, supplies and space herein specified and all management and labor necessary for the efficient, sanitary and ecologically sound operation of the laundry service.

C. The Provider will be required to furnish linens which meet the specifications and inventory requirements described hereinafter at the beginning of the contract and shall adjust the required inventory levels at all times throughout the term of this contract to meet the facility’s needs. In addition, Provider shall supply soiled linen hampers/receptacles as specified by the facility and a supply of linen carts to facilitate soiled linen return. Special additional linens shall be supplied as needed upon request from Badger Prairie Health Care Center. Linen shall be the property of the Provider. BPHCC will compensate the Provider based on the cost to launder the linen.

D. All prices will include the replacement cost of lost linen, worn linen, or damaged linen. There will be no additional cost for extra delivery charges, inventory restock charges, minimum use charges, or adjustments to inventory levels. The cost will be an all-inclusive fee and no additional charges for linen or deliveries will be allowed under this contract.

E. Linens furnished for contract start-up and/or for replacement shall be subject to inspection and approval by Dane County. Upon termination of this contract, the Provider shall retain ownership and control of the linen as provided in this contract.

F. Weekly linen needs reflect total inventory necessary to ensure adequate linen supply. Provider must work cooperatively with facility to ensure adequate linen supplies over weekends and holidays, and factor in processing time and transportation schedules to and from laundry when determining supply. Clean linen is delivered Monday through Friday by facility staff to resident households.

G. This contract document represents the initially desired service but it is intended that at regular intervals during the duration of the contract, the amount of required service will be examined by the County and the Provider with the objective of providing the best possible service to the

County. It must be agreeable to the County and the Provider, if it is necessary to change the number and/or schedule of delivery and pick-up times per week to meet the needs of this contract.

H. The Provider agrees to pick-up soiled laundry and/or linen, and deliver clean laundry and/or linen at intervals that are sufficient to meet the facility and residents’ needs. Linen inventory must be sufficient to ensure adequate supplies over weekends and holidays. Resident personal laundry must be returned within two (2) business days of pick-up. Facility linen is currently picked-up and delivered 5 days per week.

I. The Pick-up and Delivery Schedule of hours will be approved by the Administrative Services

Supervisor or designee, every six (6) months. This will include approval of days and hours per week. The Provider and the Administrative Services Supervisor will mutually agree upon requests for adjustments to the schedule. Changes to the Primary Schedule will be submitted by the 15th of the month for changes effective the following month

J. Soiled laundry will be bagged and sorted by staff as mutually agreed upon by the Provider and the County. The Provider shall pick up soiled linen carts from the three soiled chute rooms at the end of each corridor link and will provide adequate empty carts in each room for the soiled laundry.

K. The County shall be responsible for marking resident clothing items for proper identification.

L. All items shall be washed, extracted, and tumbled, as required, with only non-allergic soaps, detergents, bleaches or other chemicals used in the cleaning process.

M. Laundering and finishing shall be in accordance with accepted standards in the hospital laundry industry. Upon request of the facility, the Provider shall furnish details of the laundry process including detergents and disinfectants used.

N. The Provider shall adhere to the highest standards of cleanliness and sanitary practices, and will ensure continual sanitation in all functions and matters related to the execution of the terms of this contract.

O. Laundry is to be handled carefully and expeditiously to avoid and remove stain and mildew. All spots and stains shall be removed in the safest manner with the life and usefulness of the fabric unimpaired.

P. All chemicals used shall be harmless to all fibers, if they are all synthetic, synthetic and natural blends, or all natural.

Q. Items failing to meet County washing standards will be returned for rewash at no cost to the

County. The County will label rewash as such.

R. The Provider shall accept full responsibility for any costs associated with damage or loss of laundry items caused by the negligence of the provider or its employees.

S. Clean laundry must be returned sorted and packaged in easily handled bundles and placed in covered carts.

T. All packaging shall be done in such a manner that the item will remain in a finished condition and not become wrinkled and disheveled.

U. All necessary keys and access cards will be furnished to the Provider delivery staff in order to place the clean linen in the basement Clean Linen Room and deliver to the neighborhoods. Provider staff is required not to allow unauthorized personnel into the building.

V. It will be the responsibility of BPHCC staff to bring any problems to the attention of the Provider staff who will then be responsible for development of an appropriate response.

4.5. Linen Specifications and Required Inventory Levels

Below are the Current Linen Specifications and Inventory Levels. Vendor will specify via the Vendor

Questionnaire their proposed item specifications for each item.

# ITEM EST. WEEKLY USE CURRENT ITEM SPEC

1 Patient Gowns 270 55/45 poly cotton twill, 2.6 oz per yard. 72” x 60” overlapping with raglan sleeves, side-tie closure, 47” long, 66” sweep, 4” sleeve inseam

2 Patient Gowns

(bariatric)

120 100% polyester, 48”x107”, 3 tie overlap, size 10XL

3 Patient Gowns

(teen;large)

10 100% woven poly, tie back

4 Wash Clothes 8,450 12” x 12”ring spun all white; 100% cotton.

5 Bath Blankets 30 70” x 90” cut size; unbleached; 82% cotton/18% polyester

6 Bath Towels 2,000 22” x 44” cut size, 85/15 cotton/poly blend. 6.25 lbs. per dozen

7 Hand Towels 35 16” x 27”, 100% ring spun cotton, 3 lbs. per dozen.

8 Thermal Spreads, Bed 150 55/45 cotton/poly blend, snagless; 74” x 100”. 3.5 lbs. Colors: tan, green, blue.

9 Diapers 95 50/50 cotton/poly twill; white with center fluid protector, pin style

10 Bibs 1,300 18” x 42”, white terry with barrier

11 Incontinent Pads 810 34” x 36”, quilted under pad. 80/20 cotton/poly blend. Middle ply of absorbent layer soaker.

12 Pajama Bottoms 5 50/50 poly/cotton blend. 2.6 yd. per oz, fly front. Polyester woven tube drawstring. Evergreen.

13 Pillow Cases 300 55/45 poly/cotton blend. T-180 white, cut size 42” x 36” domestic with black hem, 1” hem at open end.

14 Fitted Sheet 65 100% polyester knit. 30” x 92” x 15”, 27 oz.

15 Top Sheet (bariatric) 125 Sleep-knit. To fit 54” x 88” bariatric mattress. Solid color different from normal sheet inventory required.

16 Bottom Sheet

(bariatric)

80 Sleep-knit. To fit 54” x 88” bariatric mattress. Solid color different from normal sheet inventory required.

17 Sheets (for low air-loss mattresses)

50 Weaved, knitted, fitted 80” x 54” x 12”, colored hem

18 Napkins 1740 100% spun polyester, lock stitched hem, 20” x 20”; current color is green

19 Draw Sheets 50 54” x 81” 55/45 cotton/poly blend

5. RFP Response Requirements & Evaluation Criteria

1. RFP Response - Proposers shall upload and submit their proposal response document(s) to Section 1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

o If applicable, the Local Vendor Preference section is answered within the Vendor

Questionnaire and doesn't need to be included in the RFP Response document.

• Cover Letter / Cover Page o Provide a Cover Letter or Cover page and at minimum should include:

▪ Contact Person for the RFP process

▪ RFP Title

▪ RFP #

▪ Name of Proposer

• Table of Contents may be included but is not required.

• Graphics may be included but are not required.

2. Cost Proposal Response

• Complete the Pricing Table if there is one located within the RFP Posting.

• If there is no Pricing Table within the RFP Posting:

o Download and complete the Pricing Section document from the Attachment Section of the

RFP Posting.

o Upload the completed Pricing Section document to Section 1 of the Vendor Questionnaire.

3. Document Formatting - The RFP Response and Cost Proposal (if applicable) documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the

RFP# and name of business submitting proposal.

• Example of how to name the files:

o RFP Response Document: "2023-RFP-025 – Vendor Name" o Cost Proposal Document (if no pricing table): "2023-RFP-025 – Vendor Name - Cost

Proposal"

4. Evaluation Criteria - each section includes the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications, Capabilities & Experience

Via your Proposal Response, please provide answers and information to the topics listed within this section.

1. Number of Years

Under Current Business Name

Provide the number of years the firm has been doing business under the present name.

2. Number of Years of

Experience

Provide the number of years of experience the firm has in providing similar services as specified in this solicitation.

3. General

Background

Describe the general background and services provided by the firm.

4. Qualifications

Furnish any other relevant written information which would indicate firm’s capability to perform the services contained in this solicitation, with particular emphasis on infection control protocols.

5. Experience

Describe the previous experience of the firm with similar accounts services as specified in this solicitation. State

Points Based 20 (19% of Total) all locations, and dates of operation;

the types and size of facility.

6. Staff Supervision

Describe the type of supervision that staff receive, including that personnel receive relative to the services required in this solicitation.

7. Training

Describe the type of training program that personnel receive relative to the services required in this solicitation.

8. Delivery & Pickup

Procedure

Describe the routines and steps taken by the delivery person.

9. Tracking Procedure

Describe the flow of each item through the company’s system from pickup to delivery.

10. Normal Wear &

Tear Replacement Policy

Describe the procedures for replacement of items due to normal wear and tear.

11. Response Time &

Procedure to Address Emergency

Needs

Specify response time from notification of an emergency need, including methods of notification of an emergency outside of normal business hours.

12. Communication

Procedures

Describe what responsibilities and authority the delivery person would have to communicate problems, missing items, replacements, etc.

2. Mandatory Requirements

The Mandatory Requirements are listed in

Section 4.3

Via the Vendor Questionnaire, please respond

"Yes" if your company meets, or "No" if your company does not meet each requirement.

Points Based 10 (9.5% of Total)

3. Service Requirements

Via your proposal response, please indicate how your company plans to meet or exceed the service requirements…