RFP_7074.pdf

RFP 7074

Student Housing Laundry Services

Request for Proposal

Aztec Shops Ltd.

San Diego State University San Diego, CA 92182-1701

Table of Contents

1. General Information

1.1. Introduction

1.2. Contacts/Planet Bids Submissions

1.3. Schedule

1.4. Overview

1.5 Contract Term

1.6 Contract Award

1.7 Protest

2. Statement of Work

2.1. Scope of Services

2.2. Equipment Requirements

2.3. Equipment Installation Timeframe

2.4. Service Requirements

2.5. Competent Proposals

3. Request For Proposal

3.1. RFP Process

3.2. Submission of Proposal

3.3. Contractor Selection

3.4. Scoring

3.5. Additional Information/Questions

3.6. Negotiations and Best and Final Offer

Exhibits

Exhibit A - Locations of Current Laundry Facilities Exhibit B - Bidder Declaration Form Exhibit C - Proposal Certification Form Exhibit D – Aztec Shops General Provisions for Goods and Services

February 27, 2026 RFP 7074 Student Housing Laundry Services

1. General Information

1.1. Introduction

Aztec Shops Ltd. seeks competitive sealed proposals from qualified firms to provide all necessary labor, materials, transportation, and equipment, for furnishing, installing, and maintaining clothes washing and drying machines throughout San Diego State University, San Diego campus housing facilities and San Diego State University, Imperial Valley campus housing facilities, in accordance with the specifications contained in this Request for Proposal (“RFP”).

1.2. Contact/Planet Bids Submissions

Proposers must register with PlanetBids at https://www.planetbids.com/portal/portal.cfm?CompanyID=25796.

Obtaining documents via any other method does NOT make the Contractor a Proposer or Record. Planetbids sends notifications to prospective proposers; however, Aztec Shops recommends that the proposers periodically check the PlanetBids website for modifications to RFP documents. Aztec Shops is not responsible for the prospective proposer’s misunderstanding of the RFP solicitation or a nonresponsive proposal due to failure to check the website for updates or addenda to RFP documents, and/or other information regarding the RFP solicitation. Failure to periodically check this website will be at the proposer’s sole risk. Aztec Shops assumes no responsibility for delay in submission of the proposal through the PlanetBids system. Submittal of responses by mail, personal delivery, courier service, fax or email is not acceptable.

Requests for additional information or clarification must be submitted in writing at the Planetbids website https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. Questions must be received by no later than [March 13, 2026 at 5pm PST. Proposers shall not contact other employees of the University and Aztec Shops, concerning this RFP during the solicitation process. QUESTIONS WILL ONLY BE ACCEPTED VIA PLANETBIDS.

Responses to questions and addendums will be posted online at the PlanetBids website:

https://www.planetbids.com/portal/portal.cfm?CompanyID=25796

The dates up to and including the “Deadline for Submission of Proposals” date may be adjusted upon advance written notice. Dates after the receipt of proposals may be adjusted without written notice. Additional RFP steps may be included at the discretion of Aztec Shops.

PROPOSALS NOT RECEIVED BY THE DATE AND TIME SPECIFIED WILL BE REJECTED.

1.3. Schedule

RFP Issued February 27, 2026

Non-Mandatory Pre-Bid meeting and site visit

March 10, 2026, at 9:00am PST. Meeting to take place at 6001 Lindo Paseo, San Diego, CA 92115 (College Square). Meeting will convene at Office of Housing Administration Conference Room HA 105. Parking may not be provided; all Contractors shall bear their own cost of transportation and parking. Aztec Shops shall not reimburse for any such costs. More information on San Diego State Parking regulations can be found at https://transportation.sdsu.edu/

Questions/Clarifications Deadline

March 13, 2026, at 3pm PST

Proposals Due March 26, 2026, at 3pm PST

LATE PROPOSALS WILL NOT BE ACCEPTED OR CONSIDERED

Notice of Intent to Award TBD https://www.planetbids.com/portal/portal.cfm?CompanyID=25796 https://www.planetbids.com/portal/portal.cfm?CompanyID=25796 https://transportation.sdsu.edu/

1.4. Overview

Aztec Shops Ltd., incorporated in 1932, is a non-profit corporation which provides commercial services to San Diego State University (SDSU). Aztec Shops is an auxiliary organization of SDSU and operates as an autonomous entity even though it is located on the campus of SDSU. Aztec Shops is dedicated to providing quality commercial services in the areas of dining and concession services, bookstore operations, catering, convenience store operations, real estate development, housing, and much more. As a member of the California State University system, Aztec Shops may be required to follow any current and future systemwide policies.

Aztec Shops has a current agreement in place until July 30, 2026.

Work/services are located on Aztec Shops or San Diego State University owned, operated, or leased property and subject to University policies, procedures and requirements. Laundry locations have been very stable over the years, but will change based on Aztec Shops and SDSU needs and changes. Proposers should include as part of their response a detailed plan on how they would handle any such location changes or new locations being requested by Aztec Shops.

Aztec Shops seeks proposals from qualified and competent Contractors to provide laundry machine services for various locations at the SDSU campus including but not limited to Chaputepec, Cuicacalli, Huaxyacac, Maya, Olmeca, Piedra Del Sol, South Campus Plaza - North, South Campus Plaza - South, Sunset Plaza, Tenochca, Texcoco, Toltec, University Towers, Villa Alvarado, Zacatepec, Zapotec, Zura, and SDSU-IV Housing. The regular academic calendar runs approximately from the third week in August through the middle of May. Summer session classes are offered Monday to Friday and run from the end of May through approximately the second week of August. Contractor acknowledges and accepts that this RFP and resulting Agreement is non-exclusive. Other service providers may be present and may service Aztec Shops and SDSU. Contractor may service the buildings and scope outlined herein which may be updated from time to time in the sole discretion of Aztec Shops.

Students, faculty, staff, and visitors use the laundry services at SDSU. Aztec Shops’ primary focus is serving these campus communities. As a potential Contractor, it is important to keep the needs and concerns of students in mind while delivering the requested services. Aztec Shops expects proposers to present a comprehensive program for the management, operation, and servicing of campus laundry facilities. Proposals should include verifiable examples of successful university laundry installations, as well as demonstrated experience with preventative maintenance and ongoing service support on a university campus.. In addition to process, proposals should include a quality assurance program and promotional programs if applicable, all in sufficient detail to allow Aztec Shops to evaluate the intended operation from the standpoint of quality, costs and service.

During the performance of the agreement, the Contractor is committed to providing equal employment opportunity (“EEO”) decisions solely upon an individual's qualifications relating to the requirements of the position for which the individual is being considered, in regards to recruiting, hiring, training, transferring and promoting the best qualified persons for all jobs without regard to ancestry, age, color, disability, genetic information, gender, gender identity, gender expression, hair style or texture associated with race, marital status, medical condition (genetic characteristics (“GINA”), cancer or a record or history of cancer), national origin, race, religion (religious dress/grooming practices), sex (includes pregnancy, childbirth, breastfeeding and/or related medical conditions, reproductive choices), sexual orientation, military or veteran status, victimization of domestic violence (includes sexual assault, and/or stalking),or any other categories protected by law. The Contractor ensures that this applies to all personnel actions such as compensation, benefits, transfers, layoffs, company-sponsored training, promotions, terminations and disciplinary actions.

This Request for Proposals does not commit Aztec Shops to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All proposers shall pay their own costs incurred in preparing for, traveling to and attending the in-person meeting.

Aztec Shops reserves the right to reject any and all RFP submittals, to amend the RFP and the RFP process and to discontinue or re-open the process at any time. Aztec Shops shall not be liable to the Respondent (Contractor) for personal injury or property damage sustained in the performance of these services, however caused.

1.5. Contract Term

The intended term of the contract is for a period of three (3) years from July 31, 2026, to July 31, 2029, with an additional two (2) 1 -year renewal option, not to exceed five (5) years. Contract terms including continuing renewal and cancellation terms shall be negotiated with the successful Contractor.

1.6. Contract Award

Each Contractor shall submit, as a part of their proposal, complete specifications and detailed descriptions of the services and machines they propose to supply under this contract. Aztec Shops' decision as to the successful Contractor shall be based on the best value to Aztec Shops. Aztec Shops shall consider among other things specifications and qualifications of the Contractor, and the laundry service operations plan or plans most advantageous to Aztec Shops (considering total annual cost, operational methods, management services, demonstrated success on other university campuses and other pertinent information). Other factors that may be applied include, price of the products to the consumers, maintenance and service cycles, staffing and support team details, additional incentives, programs, and consideration offered by the Contractor, as well as the quantity of the proposed machines and products. The final details of the contract with the successful Contractor may be negotiated based on the Contractor’s details of the chosen proposal.

Award shall be recommended to the Contractor whose proposal best meets the needs of Aztec Shops. The successful Contractor will receive written notification from Aztec Shops’ intent to award. Aztec Shops may then enter into a contract with the successful Contractor. In the event Aztec Shops and Contractor to whom an award is made fails or refuses to execute the contract, Aztec Shops may at its sole discretion award the contract to the next highest Contractor or reject all proposals.

1.7. Protest

Proposers filing a protest of the specifications and/or requirements shall submit such protest prior to the scheduled submittal deadline. Proposers filing protest of contract award must do so within five (5) business days after Notice of Intent to Award. The protesting Proposer shall submit a full and complete written statement detailing the facts in support of the protest. Protest must be sent by certified or registered mail, email, facsimile, or delivered in person to the Aztec Shops’ contact shown in section 3.2. A protest decision will be provided and will be in writing and sent by certified or registered mail, email, facsimile or delivered in person to the protesting Proposer. The Protest decision made by the Aztec Shops is final.

However, in no event shall Aztec Shops’ decision to deem a Contractor non-responsive be subject to protest. Aztec Shop’s decision on whether a Proposal is non-responsive is final.

2. Statement of Work

2.1. Scope of Services

The scope of services covered by this solicitation is for laundry services throughout the SDSU San Diego and SDSU Imperial Valley housing facilities. We invite qualified providers of laundry services to submit a proposal to perform the services as described in the specifications below. Through this process Aztec Shops desires to obtain the best value agreement for the organization.

2.2. Equipment Requirements

Minimum Equipment Requirements, include the following:

● Washers: Washers furnished for this contract shall be Speed Queen Quantum or Equivalent front-loading and front control as well as machines that are top loading and top control, stackable and non-stackable; commercial clothes washers with an "at the machine payment system" also known as "direct payment system'' card and app technology at all locations (see Exhibit A for details).

● Dryers: Dryers furnished for this contract shall be Speed Queen Quantum front loading or Equivalent, front control, stackable and non-stackable, commercial clothes dryers with an "at the machine payment system" also known as "direct payment system" card and app technology and have multiple temperature/cycle selections for all types of fabrics and permanent-press clothing to be used in designated laundry locations.

● Two laundry card refill stations at San Diego campus in locations determined by Aztec Shops. One laundry card refill station at Imperial Valley campus in locations determined by Aztec Shops.

● All machines must be equipped with a drain or lint filter and proper venting.

● All dryers must have magnetic catch doors.

● Minimum cycle time on all dryers is to be 45 minutes.

● All installed equipment shall meet all applicable local, state, and federal standards and regulations. All equipment shall be Energy Star-rated, when applicable. All licenses, certificates, taxes or other charges will be the responsibility of the Contractor.

● All electrical equipment furnished shall conform to the provisions of the California Administrative Code, Title 24 State Building Standard, Part 3, Basic Electrical Regulations, State Building Standards Electrical Code, Article E- 250.

● All washer electrical plugs must be of NEMA 5-1 SP type (2-pole, 3-wire grounding) if I SA, or NEMA 520P type (2-pole, 3-wire grounding) if 20A. All dryer plugs must be of NEMA 14- 20P type (3- pole, 4-wire grounding) if 20A, or NEMA 14-30P type (3-pole, 4-wire grounding) if30A. In all cases the chassis and body of the machines shall be properly bonded to the grounding conductor as required by all applicable local code sections and manufacturer's instructions. All electrical equipment shall conform to the California Administrative code, Title 8, Electrical Safety Orders, Article 11, Section 23 95-Grounding, and all connections to building infrastructure shall comply with all applicable NEC and IBC code sections and with manufacturer's instructions.

2.3. Equipment Installation Timeframe

2.3.1 New Construction Locations

For new residential communities, including Texcoco and SDSU-IV Housing, the Contractor may begin installation upon contract award, and once Aztec Shops provides access to the facilities, including receipt of Temporary Certificate of Occupancy (TCO) or other required approvals. Installation shall be completed prior to building occupancy or as otherwise mutually agreed upon in writing.

2.3.2 Existing Residential Communities

For locations currently served under an existing agreement, Contractor shall coordinate with SDSU to implement a phased removal and replacement schedule. The schedule shall:

● Minimize disruption to summer conference operations and residential occupancy.

● Be based on mutually agreed-upon installation windows identified by Aztec Shops which shall account for testing of operations prior to occupancy.

● Commence no earlier than the effective date of the new agreement unless otherwise authorized in writing by

Aztec Shops.

● Be substantially completed no later than five (5) days prior to students moving in at each location. However, all installation shall occur no later than August 6, 2026, unless mutually agreed upon by the parties in writing.

● Contractor shall provide as part of their response a detailed plan on how the intend to meet all installation deadlines.

2.3.3 Coordination and Access

Contractor shall work in close coordination with Aztec Shops to confirm installation dates, site access, and any logistical constraints. Aztec Shops will provide reasonable notice of available installation windows, and both parties shall cooperate in good faith to meet the agreed-upon schedule.

2.4. Service Requirements

Contractor will be installing, maintaining, and operating laundry equipment year-round and will be expected to meet the following customer service, communication, and performance standards while providing laundry services within the SDSU and Aztec Shops residential communities. These requirements are mandatory and will be used as part of ongoing Contractor performance evaluation.

2.4.1 Service Response Time Requirements

2.4.1.A Initial Response The Contractor must provide a service request system and acknowledge all service requests within twenty-four (24) hours of submission during standard business hours (Monday-Friday 8am-4pm). Acknowledgement must include:

● Confirmation that the service request has been received.

● Confirmation must include the residence hall, unit number of the machine, and a description of the issue.

● An initial assessment of the issue (if available).

● An estimated time for on-site response or resolution communicated to the resident, reporting party, and/or appropriate facilities coordinator.

2.4.1.B Delayed Response Communication If a technician is unable to respond on-site within twenty-four (24) hours, the Contractor must:

● Communicate this within the same reporting window.

● Clearly state the reason for the delay.

● Provide a revised estimated response time within 24 business hours from the initial service request to the same parties.

2.4.1.C Emergency and After-Hours Support Contractor must provide after-hours and weekend support for:

● Major equipment outages.

● Flooding or water leaks.

● Electrical or fire-related concerns.

● “After hours” are considered hours outside of regular business hours (Monday-Friday 8am-4pm).

● Emergency contact procedures must be clearly defined and regularly tested.

● Contacts for emergency support must be regularly updated and shared from the Contractor to the University.

2.4.2 Communication Standards

● Contractor must maintain clear, timely, and professional communication with SDSU Housing staff, residents and stakeholders.

● Communication methods must include, at minimum:

■ A work order

■ Email

■ Phone support, including after-hours emergency contact

■ Detailed information for any applications or software

● All communications must be appropriate for a student residential environment.

● Communication for planned work must be given 30 days in advance to SDSU Housing staff.

● Communication for emergencies or urgent operational needs must be timely, proactive and responsive.

● Escalation contacts must be kept current and readily available to Aztec Shops and/or SDSU staff. The

Contractor is responsible for communicating all escalated service requests to designated Aztec Shops and/or SDSU staff. Escalated issues must be clearly documented, communicated promptly and tracked to resolution.

Issues that are not resolved or that need involvement of Aztec Shops and/or SDSU staff should be immediately communicated.

2.4.3 On-Site Service Expectations

2.4.3.A Technician Conduct Contractor technicians must:

● Be clearly identifiable (uniform, badge, Contractor identification).

● Act professionally and respectfully at all times.

● Maintain awareness of working in occupied residential spaces and communicate planned work in advance.

2.4.3.B Access Coordination

● Technicians may not enter residential spaces without proper authorization.

● Contractor must coordinate access with Aztec Shops, SDSU Housing or Facilities staff as required.

● Contractor must notify designated Housing contacts upon arrival and completion of work when requested.

● Contractor may not share or grant access to any other person or technician.

2.4.4 Resolution and Repair Standards

● The Contractor is expected to resolve issues on the first service visit whenever possible. Whenever a repair is not able to be made during the first visit, the Contractor must notify Aztec Shops and/or SDSU staff. Contractor must also provide a plan of action to resolve the problem.

● All work performed must be clearly documented within the service request system and communicated to the appropriate Aztec Shops and/or SDSU staff.

● Temporary repairs must be identified as such, with a follow-up plan and timeline provided to the appropriate Aztec Shops and/or SDSU staff.

● The Contractor shall visually inspect all laundry units within each laundry room upon entry including but not limited to ensuring there are no error codes, no issues washer drums, no damage, etc. Any non-functioning unit identified must have a service request/work order created by the Contractor and be addressed promptly while the Contractor is on site. Failure to identify or report non-functioning units during a visit may be considered non-compliance with service expectations.

● Units that experience repeated failures or that do not meet service standards will be replaced and appropriate Aztec Shops and/or SDSU staff will be notified.

● Records of services conducted and machine maintenance and replacement must be kept and shared with the appropriate Aztec Shops and/or SDSU staff.

2.4.4.A Escalation Procedures Contractor must maintain a formal escalation process for:

● Repeated service failures

● Widespread equipment outages: Contractor is responsible for communicating with Aztec Shops and/or SDSU staff.

● Safety or health-related concerns

● Damaged items

● Reimbursements

● Resident complaints requiring higher-level review or assistance from Aztec Shops and/or SDSU staff

2.4.5 Resident-Facing Customer Service and Communication

● The Contractor must provide customer service support directly to residents for the following, but not limited to:

■ Payment system issues including refund requests. Refund processes must be clearly defined, timely, communicated transparently to residents, and available for Aztec Shops and/or SDSU staff to track.

Communication regarding refunds must be consistent with University policies, clear, and student appropriate.

■ Machine malfunctions/failures

■ Damaged clothing items

● Marketing, Signage, and Materials

■ Contractor must provide resident communication templates, including but not limited to refund language, language for the student facing app, and standard communication, for review and approval by Aztec Shops prior to use.

■ Contractor may not distribute independent messaging, policies, or instructions without written approval from Aztec Shops.

■ Contractor must collaborate with Aztec Shops and the Office of Housing Administration’s Marketing team on all marketing materials, signage, and resident-facing communications related to laundry services prior to posting or use.

■ No materials may be posted or distributed without prior approval. Materials should be reviewed annually.

2.4.6 Reporting Requirements

Contractor must provide Aztec Shops and/or SDSU staff with periodic or as requested reports that include the following:

● Open, pending, and closed service requests

● Number of service calls including response and resolution timelines

● Location-based service trends

● History of escalations

● Payment system issues

● Machine status reports including machines approaching end of life

● Customer complaints or concerns

● Repeat or recurring issues

● Preventative maintenance completed

● Customer service interactions regarding refunds, damaged items and machine malfunctions

● Recommendations for replacement or removal

2.4.7 Performance Monitoring and Accountability

● Contractor performance will be reviewed regularly by Aztec Shops and SDSU Office of Housing Administration.

● Contractor is expected to collaborate with Aztec Shops and/or SDSU staff on continuous service improvements

● Failure to meet response time, communication, or service standards may result in:

■ Formal notice of deficiency.

■ Required corrective action plans.

■ Contract review or termination.

2.4.8 Partnership Expectations

● Contractor is expected to act as a collaborative partner with Aztec Shops and SDSU staff by:

■ Providing proactive recommendations.

■ Maintaining transparency in service delivery.

■ Participating in quarterly and “as needed” meetings for service reviews and planning.

■ Engaging in shared problem-solving to enhance the resident experience.

■ Engaging in data driven recommendations to enhance service and address issues or concerns collectively.

2.4.9 Additional Operational and Service Requirements

Contractor will be responsible for maintaining machines to Aztec Shops and SDSU standards of cleanliness, safety, and operational readiness. The following requirements are mandatory and will be used to evaluate ongoing Contractor performance.

2.4.9.A Lint Removal

● Contractor is responsible for removing all lint left by residents in dryer lint traps during each service visit.

● Lint removal must be completed for all dryers in the laundry room being serviced.

● Failure to remove lint may be considered a safety concern and a service deficiency.

2.4.9.B Washer Door and Seal Maintenance

● This requirement applies during every service visit, regardless of the original reason for the visit.

● Contractor must ensure that all washers not actively in use have:

■ Doors left open to promote airflow.

■ Doors, glass, and rubber seals wiped down to prevent moisture buildup and mold growth.

■ Correct balance and range of motion.

2.4.9.C Machine Connectivity

● Contractor must ensure that all machines are properly connected to all software and hardware.

● Contractor must ensure that all card reload stations are properly functioning.

● Contractor must report immediately any concerns with connectivity or function that may impede client use.

2.4.10 Unit Assessment and Work Order Creation

● During any service visit, Contractor is required to assess all washers and dryers within the laundry room—not only the unit associated with a request or service order.

● The assessment must include:

■ Operational status

■ Visible damage

■ Error codes or abnormal behavior

■ Cleanliness and safety concerns

■ Connectivity

2.4.11 Work Order Responsibility

● If an issue is identified and no existing work order has been created, it is the Contractor’s responsibility to create the work order.

● Once created, Contractor must:

■ Service the unit within twenty-four (24) business hours, in alignment with response-time requirements.

■ Document and report all findings and actions taken.

■ Failure to proactively identify and log issues may be considered a service failure.

2.4.12 Replacement of Worn Materials

● Materials must be maintained in a clean, legible, and professional condition at all times with appropriate branding. Contractor is responsible for replacing all faded, damaged, outdated, worn or missing materials, including but not limited to:

■ Stickers on washers and dryers

■ Instructional signage and Safety notices

■ Contact information postings

■ Educational materials

2.4.13 Preventative Maintenance Requirements and Performance Standards Contractor will be responsible for implementing and documenting a comprehensive Preventative Maintenance (PM) program for all laundry rooms within designated laundry facilities. These requirements are mandatory and will be used to evaluate Contractor performance and compliance.

2.4.13.A Preventative Maintenance (PM) Schedule The Contractor must complete the full Preventative Maintenance (PM) process for each laundry room within a mutually agreed-upon timeline. Scheduling must be coordinated with Aztec Shops and SDSU Housing staff at least three (3) months in advance for bi-annual maintenance and at least thirty (30) days in advance for quarterly maintenance. Laundry rooms may only be taken offline with prior written approval. Failure to complete required maintenance within the agreed timeframe may be considered a service deficiency. The Contractor is responsible for performing all quarterly and annual preventative maintenance on laundry rooms and equipment while minimizing service disruptions, particularly during peak usage periods. All maintenance schedules (annual, quarterly, and monthly) must be coordinated in advance with Aztec Shops and/or SDSU staff and may be adjusted as necessary to accommodate the scope of work, academic calendars, and operational needs. Additionally, the Contractor must proactively identify and communicate equipment approaching end-of-life and all safety concerns, including but not limited to venting, airflow or lint-related issues, water intrusion, leaks or flooding, and electrical or connectivity problems

2.4.13.B Preventative Maintenance Scope Preventative Maintenance must be conducted on all washers and dryers and card reload stations and must include, at a minimum, the following tasks. All Preventative Maintenance must be performed in a manner that prioritizes safety, equipment longevity, and minimal disruption to residents. At each Preventative Maintenance visit, the Contractor shall inspect and service each laundry unit, including but not limited to:

Washer Scope

● Inspect hoses, valves, and water connections for leaks or wear.

● Clean and inspect detergent compartments.

● Check drum balance and mounting.

● Inspect door gaskets and seals.

● Verify proper drainage.

● Inspect electrical components and wiring.

● Test full operational cycle.

Dryer Scope

● Clean lint traps and internal lint housing.

● Inspect and clear exhaust vents and ductwork including dry vent lines.

● Inspect belts, motors, rollers, and bearings.

● Verify heating elements and temperature controls.

● Inspect safety shut-off features.

● Test full operational cycle.

All Units Scope

● Verify payment system functionality.

● Test connectivity of monitoring systems.

● Inspect ADA compliance functionality.

● Inspect for vandalism or safety hazards.

● Confirm unit labeling and service contact information is visible.

● Regular cleaning of dryer lint traps, internal dryer components, and exhaust ductwork from the machine connection to the building interface.

Quarterly Scope

● Preventative maintenance and cleaning will be conducted on all external and internal components

(including but not limited to lint filters) of all laundry machines when Contractor (technicians) visit the laundry rooms on campus on a quarterly basis.

● De-linting of all dryer machines’ internal components, accessible vents, and laundry room louvers.

● Moving machines away from the wall.

● Inspection of venting and airflow paths as needed during quarterly inspections.

● Verification that all software and hardware is functioning correctly and fully Bi- Annual Scope:

● Reinstallation and proper repositioning of machines bi-annually following removal and cleaning.

● Scheduled duct and vent cleaning to maintain airflow efficiency, fire safety, and code compliance.

● Contractor will be responsible for temporarily removing washers and dryers from the walls for multiple days to allow SDSU facilities staff the opportunity to clean behind and under the laundry machines, snake the drains and conduct other facilities related work.

● Verification that all machines are fully operational upon completion and have been returned to their appropriate positions in each laundry facility.

2.4.13.C Preventative Maintenance Log and Documentation The Contractor must maintain a standardized Service and Preventative Maintenance Log for each laundry room. At minimum, the log must include:

● Building name and laundry room location

● Date(s) of Service or Preventative Maintenance

● List of machines serviced (washer/dryer ID with location)

● Specific tasks performed (e.g., de-linting, cleaning, reinstallation)

● Technician name(s)

● Notes on machine condition and performance

● Identified concerns or recommendations

● Confirmation of reinstallation and testing

● Photos Logs must be submitted to Aztec Shops following each Preventative Maintenance cycle and retained for audit purposes. Failure to maintain accurate Preventative Maintenance (PM) Logs, meet PM timelines, or comply with replacement thresholds may result in Formal notice of non-compliance, required corrective action plans, and/or contract review/termination.

2.4.14 Equipment

2.4.14.A Age & Model of Equipment

● All machines must be 5 years or newer.

● Speed Queen Quantum or Equivalent.

● No visible marks or dents beyond minor normal wear and tear.

2.4.14.B Excessive Work Order Policy

● The Contractor shall replace any laundry unit upon written request from SDSU when SDSU determines, in consultation with the Contractor, that sufficient justification exists for replacement.

■ Justification may vary depending on the circumstances and may include, but is not limited to, performance issues, repeated service failures, safety concerns, age, condition, visible wear and tear, or operational inefficiencies. Aztec Shops reserves the right to modify or expand the criteria for replacement as needed.

Any replacement unit provided must be newer in manufacture date and equal to or greater in quality, functionality, and performance than the unit being replaced."

● In such cases, the Contractor will be required to replace the unit at the Contractor’s expense, subject to Aztec Shops’ verification.

2.4.14.C Replacement Standards

● Replacement units must meet or exceed existing equipment specifications.

● Installation, removal, disposal, and any associated labor costs are the responsibility of the Contractor.

Replacement timelines must be coordinated with Aztec Shops and/or SDSU Housing staff.

2.4.15 Other Expectations

● A statement shall be included with each payment detailing Aztec Shops’ share of the gross revenue from the machines and the gross income from the machines.

● Aztec Shops will receive with each check an account history and accountability statement that includes:

■ Collection date, days since last collection, gross income collected, check amount, total year-to-date gross income, and total year-to-date of Aztec Shops’ share of the income.

● Contractor shall refund any money lost due to failure of equipment. All such refunds will be handled directly between the Contractor and the student.

● It is mutually agreed that, except in cases involving Aztec Shops and/or SDSU’s gross negligence, Aztec Shops and/or SDSU shall not be liable for loss of or damage to Contractor's equipment.

● Any repairs to Contractor-owned equipment and facilities necessitated by malfunctioning of Contractor's equipment shall be the responsibility of the Contractor.

● Each washer will be programmed to operate for $1.25 per load. Each dryer will be programmed to operate for $1.00 per load.

● Contractor is to provide, install, and maintain in each location a sign, label, or other print material in prominent view with the name of contractor, costs to operate machines, operating instructions, and contact phone number for repairs, service and/or refund.

● Contractor shall provide the an App or laundry cards for payment of machines. Laundry cards must be provided by Contractor. Contractor shall provide Aztec Shops with laundry cards for Aztec Shops and SDSU’s internal use. Laundry cards must be able to be loaded remotely by Contractor.

● Add value stations will be added throughout SDSU and SDSU Imperial Valley campuses at locations designated by SDSU.

2.5. Competent Proposals

Competent proposals will include:

● Contractor will provide detailed plans to provide to service to all of Aztec Shops facilities including SDSU IV Campus. All service should be included in the overall price with no additional cost to SDSU or Aztec Shops.

● Contractor will describe how they would implement the services and equipment installation described above.

● Contractor will describe how they would incorporate new technology with machines.

2.5.1 Commissions and Incentives

● As part of a full and detailed submission Prospective Bidders should consider all aspects of their Proposal including but not limited to offering scholarships, rebates, or other incentive structures to Aztec Shops and

SDSU.

● Contractor will pay Aztec Shops a percentage of the total monthly gross revenues. Contractor will provide proposal of revenue split.

3. Request For Proposal

3.1. RFP Process

To be considered all Contractors must submit a response to this RFP. Proposals should be prepared in a simple and straightforward manner. The proposal should contain the following:

Cover Letter: An overall introduction to the proposal including contact name and phone numbers Detailed Response Create as complete a response as possible detailing the following:

1. Background and experience including policy and history regarding customer service

2. List of references from university housing programs

3. Description of local staff expertise to support proposal

4. Company Sustainability initiatives

5. Describe your process for ensuring reliable performance

6. Describe your process for providing the services listed in the scope

7. Describe your refund procedures

8. Describe your repair service procedure and hours of operation

Provide your proposed compensation and term of agreement including the initial Term and option years

9. Please provide specifications for each machine, application, and laundry card pay station

10. Detailed process for installation given timeline and scope Contractor Packet: Literature about your company and its products

3.2 Submission of Proposal

Proposers must submit a complete original proposal in accordance with the format provided in this solicitation to Aztec Shops through electronic upload to PlanetBids on or before the date and time set forth in the RFP.

Proposers shall respond to the solicitation by electronic file upload only. PROPOSALS WILL NOT BE ACCEPTED IF SUBMITTED THROUGH ANY OTHER MEANS (Aztec Shops will not accept Proposals via mail, personal delivery, courier service or email). It is the Proposer’s responsibility to ensure that the Technical and Price Proposals are submitted through electronic upload to PlanetBids by the date and time listed in the solicitation; the time on the PlanetBid system shall be considered the official time for purposes of determining timely submittal. Mistakes or delays in the electronic submission of Proposals are entirely the responsibility of the Proposer. LATE PROPOSALS WILL NOT BE ACCEPTED.

Technical and Price Proposals Technical Proposal and Price Proposal must be submitted as part of the bid. The Technical Proposal exhibit shall be marked as “Technical Proposal” with:

The Name of Proposer and Address Buyer: Andrew Donahue, Manager, Contracts Administration RFP No. 7074 Student Housing Laundry Services The Date and Time proposal is due

The Price Proposal must be submitted as part of the overall bid and clearly marked as “Price Proposal”. The proposal must be submitted in compliance with the following format, unless otherwise specified in this RFP: 7074. Submit electronic proposals as files in .pdf format. Separate each exhibit into one or more files. Clearly name files as to the exhibit and order. Pages requiring signatures must be scanned from an original signature. Other pages may be scanned or converted to .pdf from other file formats. Converted and searchable formats are preferred.

Proposers shall submit separate exhibits in separate files for the Technical Proposal, and Price Proposal components of their proposal.

Submit a Technical Proposal Exhibit Content shall be organized to correspond to the applicable question or item within Section 3.4 Evaluation Criteria. All forms, responses and exhibits shall be sequentially numbered to correspond to the applicable question or item.

No price data are to be included in the Technical Proposal exhibit. If price information is included in the Technical exhibit, Aztec Shops may, at its sole discretion, remove such information or declare the proposal non-responsive.

Submit a Separate Price Proposal Exhibit All cost and pricing information must be contained within the Price Proposal exhibit. All proposals shall be signed by an authorized officer or employee of the Offeror. The name, title, mailing address, email address, and phone number of the authorized officer or employee shall be included. Scanned images of pages containing original signatures are acceptable for submission of an electronic file. Electronic or digital signatures will not be accepted.

3.3. Contractor Selection

Disabled Veteran Business Enterprise (DVBE) Incentive In accordance with Government Code section 14838(f), and Military and Veterans Code sections 999.5(a) and 999.5(d), the Trustees shall grant a bid incentive for bid evaluation purposes only. The level of DVBE incentive will correlate to the level of participation; that is, the more DVBE participation proposed, the higher the incentive. A non-small business cannot displace a California certified small business from the top ranked position due to application of preferences or incentive. The bid incentives levels are as follows:

DVBE Participation on this contract Incentive 1% 1% 2% 2% 3% 3% 4% 4% 5% and above 5%

In solicitations where an award is to be made to the highest scored bidder based on evaluation bidder’s total score. In solicitations where an award is to be made to the low bid, the incentive is a percentage of the low bid total. If requesting the DVBE Incentive, then complete Exhibit B, the Bidder Declaration Form, and indicate the total DVBE participation.

Small Business Preference The State of California requires agencies to provide a five percent (5%) preference to Proposers or Bidders who qualify as either California certified small businesses or non-small businesses that commit 25% of the contract value to California certified small businesses. To be eligible, the small businesses must be certified by The Office of Small Business and DVBE Services. The rules and regulations of this law, including the definition of a small business for the delivery of services, are contained in Title 2, California Government Code, Section 14838, et seq. and Title 2, California Administrative Code, Section 1896, et seq. Copies of the codes and regulations are available online or upon request. If requesting the Small Business Preference, then complete Appendix C, the Bidder Declaration Form, and indicate the total Small Business participation.

The use of the Small Business Preference shall be in compliance with the law and specifically Government Code Section 14838.B.2. In solicitations where an award is to be made to the highest scored bidder based on evaluation factors in addition to price, the preference to small businesses or microbusiness shall be 5 percent of the highest responsible bidder’s total score. The preference to non-small business bidders that provide for small business or microbusiness sub-Contractor participation shall be up to a maximum 5 percent of the highest responsible bidder’s total score, determined according to rules and regulations established by the Department of General Services. In solicitations where an award is to be made to the low bid, the preference is applied by factoring 5 percent of a non-small business low bid total and subtracting this amount from the small business bid total.

3.4 Scoring

In awarding the Contract, Aztec Shops will consider a number of factors in evaluating the proposals submitted. The factors (not listed in order of importance) and their weightings for scoring are as follows:

Evaluation Criteria Points A Qualifications/References/Personnel Expertise 36 B Scope of Work and Technical Approach 35 C Revenue Share 15 D Small Business Preference 5 E Disabled Business Preference 5 F Optional Add-Ons 5

Points: 101 Qualifications/References/Personnel Expertise Points: 36 This section will consider and evaluate Bidder’s proposed team and ability to meet the requirements and sustainability for duration of project. The Bidder’s qualifications shall be evaluated to determine if the Bidder has provided sufficient documentation, that it possesses the required qualifications, and a general overview of the Bidder’s qualifications. The Bidder’s references will also be considered.

Scope of Work and Technical Approach Points: 35 This section will consider and evaluate Bidder’s demonstrated understanding of project requirements and the detailed conceptual approach and methodology used to respond to the Scope of Work. Also considered will be the depth and specificity of the Bidder’s overall understanding of the project goals.

Revenue Share Points: 15 This Section will consider and evaluate the extent to which the Price Proposal demonstrates price reasonableness; pricing for all aspects of the requirements and proposal; and the extent to which the offeror provides stable pricing for Aztec Shops throughout the anticipated term of the contract.

Small Business Preference Points: 5 This section will consider a 5% incentive (of non-cost points) will be applied to qualified proposals.

Disabled Veteran Business Enterprise Participation Points: 5 This Section will consider a 5% incentive (of non-cost points) will be applied to qualified proposals.

Optional Add-Ons Points: 5 This section will consider any additional add-ons. Please include any cost quotations for all or none of the identified Add-Ons in a separate pricing table.

3.5 Additional Information/Questions

Requests for additional information or clarification must be submitted in writing at the Planetbids website https://www.planetbids.com/portal/portal.cfm?CompanyID=25796. If you have non-technical questions, you may email the contact person for this solicitation at aztecshopscontracts@sdsu.edu by no later than, March 13, 2026 at 5pm PST. Proposers shall not contact other employees of Aztec Shops or SDSU concerning this RFP during the solicitation process.

3.6 Negotiations and Best and Final Offer

Upon review and scoring by the evaluation committee, Aztec Shops has the right to accept the best proposal as submitted, without discussion or negotiation. However, Aztec Shops also reserves the right to request additional information and discuss Contractor’s proposal with the evaluation committee to facilitate arrival at a contract most advantageous to Aztec Shops. If the evaluation committee determines that further discussion is in the best interest of Aztec Shops, the Contract and Procurement Management Office will invite qualified Proposers to attend a final meeting and/or provide an oral presentation at a time to be determined later. Aztec shops reserves the right to conduct a Best and Final Offer in its sole discretion. Decision by Aztec Shops is final.

http://www.planetbids.com/portal/portal.cfm?CompanyID=25796.

mailto:aztecshopscontracts@sdsu.edu

Exhibit A – Locations of Current Laundry Facilities

Chapultepec – (6) Front Load Washers, (12) Top Load Washer, (8) Stacked Dryers Cuicacalli – (3) Front Load Washers, (2) Stacked Dryers, (17) Stacked Washer/Dryer Combo Huaxyacac – (30) Top Load Washer, (12) Stacked Dryers, (1) Front Load Washers Maya – (1) Front Load Washers, (5) Top Load Washer, (3) Stacked Dryers, (1) Stacked Washer/Dryer Combo Olmeca – (1) Front Load Washers, (5) Top Load Washer, (3) Stacked Dryers, (1) Stacked Washer/Dryer Combo Piedra Del Sol – (1) Front Load Washers, (5) Top Load Washer, (3) Stacked Dryers SDSU Imperial Valley – (5) Stacked Washer/Dryer Combo (2) Front Load Washer South Campus Plaza - North – (4) Top Load Washer, (9) Stacked Dryers, (15) Front Load Washers South Campus Plaza - South – (6) Top Load Washer, (8) Stacked Dryers, (12) Front Load Washers Sunset Plaza – (20) Front Load Washers, (12) Stacked Dryers Tenochca – (13) Front Load Washers, (6) Stacked Dryers Texcoco: 39 - (10) Stacked Dryers, (17) Top Load Washers, (2) Front Load Washers Toltec – (1) Stacked Dryers, (1) Front Load Washers, (2) Front Load Dryer, (3) Top Load Washer University Towers – (10) Front Load Washers, (8) Stacked Dryers Villa Alvarado – (8) Front Load Washers, (4) Stacked Dryers Zacatepec (two laundry rooms) – (2) Stacked Dryers, (6) Top Load Washer, (2) Front Load Dryer Zapotec – (5) Front Load Dryer, (5) Top Load Washer Zura – (8) Front Load Washers, (4) Stacked Dryers, (12) Stacked Washer/Dryer Combo

TOTAL: 466 Laundry Machines (stacked dryers or stacked washer/dryer combos count as 2-machines)

Pictures below are for illustrative purposes only

EXHIBIT B

RFP No.7074

Exhibit B - Bidder Declaration Form

E N D I X C R

EXHIBIT C

RFP No.7074

Exhibit C - Proposal Certification Form

NOTE: THIS PAGE MUST BE COMPLETED, SIGNED, AND RETURNED WITH YOUR PROPOSAL

The undersigned certifies that to the best of his/her knowledge: (check one)

( ) There is no officer or employee of Aztec Shops or San Diego State University who has, or who’s relative has, a substantial interest in any agreement award subsequent to this proposal/bid.

( ) The names of any and all public officers or employees of Aztec Shops or San Diego State University who have, or whose relative has, a substantial interest in any agreement award subsequent to this proposal/bid are identified by name as part of this submittal.

In compliance with Request for Proposal No. ______ for Laundry Services for San Diego State University, and after carefully reviewing all the terms and conditions imposed therein, the undersigned agrees to furnish such goods and services in accordance with the specifications and scope of work according to the proposal submitted or as mutually agreed upon by subsequent negotiation.

CERTIFICATION

Signature

Typed Name and Title

Name of Company as Licensed Corporation Partnership

Federal ID # or Social Security Number

Street Address City / State / Zip

Phone No.

Fax No.

Mobile No.

Email Address

GENERAL PROVISIONS for GOODS and SERVICE ACQUISITIONS Revision 7/01/2024

1. Commencement of Work 2

2. Agreement Alterations & Integration 2

3. Severability 2

4. Independent Status 2

5. Governing Law 2

6. Contractor's Power and Authority 2

7. Assignments 2

8. Personnel 2

9. Waiver of Rights 2

10. Time 2

11. Entire Agreement 2

12. Cancellation 3

13. Termination for Default 3

14. Rights and Remedies of Aztec Shops for…