RFP UNC-24-03 Laundry Equipment _ Service FINAL.pdf

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Office of Purchasing & Contracts

REQUEST FOR PROPOSALS

RFP # UNC-24-03

Laundry Equipment and Service for

Housing and Residential Education Office

RFP Issue Date Thursday, February 1, 2024

Mandatory Meeting Date

Thursday, March 28, 2024

Vendor Questions Due Date Friday, April 5, 2024

RFP Due Date

Friday, April 12, 2024

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REQUEST FOR PROPOSALS (RFP) – THIS IS NOT AN ORDER

Purchasing Agent: John Chaplain E-Mail: Procurement@unco.edu

Request for Proposals # RFP UNC-24-03

PROPOSALS MUST BE RECEIVED BY: April 12, 2024 @ 2:00pm Greeley time in Procurement@unco.edu.

Schedule of Activities Timeline (All times are in Mountain time) RFP Notice Published on RMES Thursday, February 1, 2024 RSVP Deadline for Pre-proposal Conference & Tour

2:00 PM Friday, March 8, 2024

Pre-proposal Conference & Tour Thursday, March 25, 2024 Bidders Questions Due Date Friday April 5, 2024 Proposal Submission Deadline Friday, April 12, 2024 Best and Final Offers (BAFOs) (if needed) TBD Initial Term Initial contract term shall be for an estimated term of one (1) year from July 1, 2024 to June 30, 2025.

The resulting contract may be renewed for Six (6) successive one-year renewal terms, beginning July 1, 2025.

MANDATORY PRE-PROPOSAL CONFERENCE & TOUR: Bidders are required to attend a MANDATORY pre-proposal meeting to address any questions or concerns that may arise after review of the RFP, and to satisfy themselves as to the nature and scope of the work to be done and the challenges that may exist. Please allow 2-3 hours for this meeting. Prompt attendance is required. A representative of your firm must attend. Non-attendance will disallow bidders from submitting a proposal. RSVP Deadline is The mandatory pre-proposal meeting is schedule for:

Thursday, March 28, 2024, at 11:00a.m., in North Hall, located at 2253 11th Avenue, Greeley, CO 80639.

You will need to use the mobile phone app, Passport, to purchase time while your vehicle is on our campus. Park in the C-Lot, located across 11th Avenue, west of North Hall, and make your way to the East (Octagon Stair) Entrance at North Hall where you will be met and directed to the Conference Room. http://www.unco.edu/uncmap/index.aspx

Please see campus map (Attachment G) for more information.

mailto:Procurement@unco.edu http://www.unco.edu/uncmap/index.aspx

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TABLE OF CONTENTS

SECTION TITLE PAGE

I. Background, Overview & Goals 4 II. Administrative Information 6 III. Specifications and Requirements 15 IV. Evaluation Criteria 25 V. Proposal Submission & Format 27

ATTACHMENTS

A. Vendor Form 29 B. W9 30 C. Special Provisions 32 D. Required Residential Laundry Facility Equipment 34 E. Required Apartment Unit Laundry Equipment 36 F. Required Custodial Laundry Equipment 37 G. UNC Campus Map 38

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SECTION I

BACKGROUND, OVERVIEW & GOALS

A. BACKGROUND

The University of Northern Colorado (“UNC”) invite your company to submit a proposal for providing laundry equipment and service for UNC’s various laundry areas on its Greeley, Colorado campus.

About UNC UNC is a major public higher educational institution in the state of Colorado with more than 9,000 graduate and undergraduate students. The faculty and staff add another 900 people to UNC community. UNC is a multipurpose institution offering a wide range of graduate and undergraduate degree programs in six academic colleges: Humanities and Social Sciences, Monfort College of Business, Education and Behavioral Sciences, Natural and Health Sciences, Performing and Visual Arts and University College. UNC offers more than 2,000 academic courses. UNC maintains a Carnegie Classification as a Doctoral/Professional University (D/PU).

UNC is located in the city of Greeley Colorado, about 50 miles north of Denver, 50 miles south of Cheyenne, Wyoming, and one hour east of Rocky Mountain National Park. The population of Greeley is approximately 110,000 people and continues to grow every year. The 250-acre UNC campus has two distinct, adjacent parts. Both have residence halls and classroom buildings. The central campus features tree-lined, mature buildings, while the west campus is distinguished by modern high-rise buildings.

UNC’s Mission Statement is as follows:

The University of Northern Colorado shall be a comprehensive baccalaureate and specialized graduate research university with selective admission standards. The University shall offer a comprehensive array of baccalaureate programs and master's and doctoral degrees primarily in the field of education. The University of Northern Colorado has statewide authority to offer graduate programs for the preparation of educational personnel.

Additional information about UNC can be found at www.unco.edu.

B. OVERVIEW

UNC seeks to identify one vendor that will provide quality and timely service, equipment, and attention to the laundry equipment, including condition, repair frequency for individual units needing replacement, and other related services. UNC will work with the selected vendor to establish practical business processes and procedures that will foster a strong working relationship and ensure a well-functioning laundry services program is in effect at all times.

http://www.unco.edu/

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C. GOALS

The award of this RFP will be made to the bidder whose proposal, in the judgment of the UNC evaluation committee, offers the greatest overall value to the Institutions.

Price of goods is a substantial factor, but not the only factor, that will be considered in making the award. UNC reserves the right to award to the bidder with the capability of providing the equipment and services as outlined in this Request for Proposal (RFP).

It is recommended that all interested bidders read and understand this entire RFP before submitting their proposal. All proposals shall be governed by Administrative provisions in Section II.

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SECTION II

ADMINISTRATIVE INFORMATION

1. ISSUING OFFICE: This Request for Proposal (RFP) is issued for the University of

Northern Colorado Board of Trustees, by the Purchasing Department. This RFP is governed by the University of Northern Colorado Procurement Rules in effect at the time of its issuance. The Purchasing Department is the SOLE point of contact concerning this RFP. All communication must be done through the Purchasing Department via Procurement@unco.edu. You must not contact any other UNC employees from the time this RFP is published until it has been awarded, and the 7 business days protest period has expired. Failure to comply can result in disqualification.

2. OFFICIAL MEANS OF COMMUNICATION: During the solicitation process for this RFP, all official Communication between the Purchasing Department and bidders will be via postings on Rocky Mountain E-Procurement System (“RMES”) www.rockymountainbidsystem.com. The Purchasing Department will post notices, which will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of the apparent winning bidder. It is incumbent upon bidders to carefully and regularly monitor RMES for any such postings.

3. INQUIRIES: Bidders should submit any and all questions concerning this RFP to Procurement@unco.edu. No questions will be accepted after the date and time indicated in the Schedule of Activities. Bidders who submit questions will be sent the questions and answers to all received questions via email. An Addendum with all questions and answers will also be posted to RMES.

Should any interested bidder, sales representative, or manufacturer find any part of the listed specifications, terms, and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Purchasing Agent of such matters immediately upon discovery.

4. MODIFICATION OR WITHDRAWAL OF PROPOSALS: Proposals may be modified or withdrawn by the bidder prior to the established due date and time.

5. ADDENDUM OR SUPPLEMENT TO REQUEST FOR PROPOSAL: In the event that it becomes necessary to revise any part of this RFP, an addendum notice will be posted to the RMES system.

6. RFP CANCELLATION: UNC reserves the right to cancel this Request for Proposal at any time, without penalty.

7. REJECTION OF PROPOSALS: UNC reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received and to accept any portion of a proposal or all items proposed if deemed in the best interest of UNC.

8. ACCEPTANCE OF RFP TERMS: A proposal submitted in response to this RFP shall constitute a binding offer. Acknowledgment of this condition shall be indicated by mailto:Procurement@unco.edu http://www.rockymountainbidsystem.com/

7|37 the signature of the bidder, or an officer of the bidder legally authorized to execute contractual obligations. A submission in response to this RFP acknowledges acceptance by the bidder of all terms and conditions including compensation, as set forth herein. The bidder shall identify clearly and thoroughly any variations between its proposal and UNC’s RFP. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the RFP.

9. BIDDER AGREEMENT(S): Bidders may submit proposed agreements of any form (contracts or documents) that contain supplemental terms and conditions that the bidder desires to be included as part of the contract. Such forms may include bidder’s software licensing agreements, maintenance contracts, and technical support agreements. By accepting delivery of these items, UNC is not bound to accept them as part of an ensuing contract. UNC may negotiate such supplemental terms and conditions that do not materially conflict with the contract terms and conditions detailed in this RFP and do not materially change the nature of this solicitation or adversely affect competition. If the parties do not agree on the inclusion of the supplemental terms and conditions, UNC may: 1) enter into a contract with the apparent successful bidder without the agreements submitted by the bidder; or 2) such submission will be considered non-responsive and UNC may enter into a contract with another responsive bidder. UNC will not consider any terms and conditions that are not submitted with this proposal.

10. MINOR INFORMALITIES: Minor informalities are matters of form rather than substance evident from the response or insignificant mistakes that can be waived or corrected without prejudice to other bidders; that is, the effect on price, quantity, quality, delivery, or contractual conditions is negligible. The Purchasing Agent may waive such informalities or allow any bidder to correct them depending on which is in the best interest of UNC.

11. ORAL PRESENTATIONS/SITE VISITS: Bidders who are deemed most qualified, after initial evaluation, may be asked to make oral presentations and/or to make their facilities available for a site inspection by the evaluation committee. Such presentations and/or site visits will be at the bidder's expense.

12. CONFIDENTIAL/PROPRIETARY INFORMATION: UNC neither requests nor encourages the submission of confidential/proprietary information in response to this Request for Proposal. Information submitted will be open for public inspection.

However, written requests for confidentiality can be submitted to the Purchasing Agent provided that the submission is in strict accordance with the following procedures. This remains the sole responsibility of the bidder. The Purchasing Agent will make no attempt to cure any information that is found to be at variance with this procedure. The bidder may not be given an opportunity to cure any variances after the proposal deadline passes. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary.

Questions regarding the application of this procedure must be directed to the Purchasing Agent listed in this RFP.

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a. Documents being provided as a part of the Bidder’s response should be clearly labeled as “Confidential”.

b. The request must contain or be accompanied by the information that is requested to be held confidential. Specific reasoning as to why each element is to remain confidential, as guided by the Colorado Open Records Act, is required.

c. Confidential/proprietary information must be separated out from the rest of bidder’s response. Co-mingling of confidential/proprietary information and other information is not acceptable.

d. For more information on the Colorado Open Records Act, please refer to CRS §24-72-201 et seq., as amended, Public Records.

Proposals that are determined to be at variance with this procedure may be declared non-responsive by the Purchasing Agent, and not given further consideration.

13. RFP RESPONSE MATERIAL OWNERSHIP: UNC has the right to retain the original proposal and any other RFP response materials for our records. As such, University may retain or dispose of all copies as is lawfully deemed appropriate. Proposal materials may be reviewed by any person after the “Notice of Intent to Make an Award” letter(s) has/have been issued, subject to the terms of CRS §24-72-201 et seq., as amended, Public Records. UNC has the right to use any or all information/material presented in reply to the RFP, subject to limitations outlined in the clause, Confidential/Proprietary Information. Bidder expressly agrees that UNC may use the materials for all lawful University purposes, including the right to reproduce copies of the material submitted for purposes of evaluation, and to make the information available to the public in accordance with the provisions of the Public Records Act.

14. PROPOSAL PRICES: Estimated proposal prices are not acceptable. The proposal price will be considered in determining the apparent successful bidder.

15. EVALUATION PROCESS: All proposals received by the due date and time will be reviewed by an evaluation committee. Proposals which are not received by the deadline or which do not contain all components, as outlined in will not be reviewed by the evaluation committee. The committee will determine the extent to which the proposals conform to the specifications set forth herein and will be evaluated according to criteria identified in this RFP. The following process will be used:

a. Proposals will be evaluated for completeness and compliance with the requirements of this RFP. UNC reserves the right to reject those proposals that are incomplete. UNC also reserves the right to waive what are, in its judgment, minor informalities or discrepancies. Proposals considered complete will be evaluated to determine if they comply with the administrative, contractual, and technical requirements of the RFP. If the proposal is unclear, proposers may be asked to provide written clarification if it is in the best interest of UNC to do so.

UNC reserves the right to reject those proposals that do not meet all the requirements.

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b. The selection of “finalist” bidders will be determined by the evaluation committee independently scoring the proposals and then combining the scores and pricing information to determine the overall proposal score.

c. Bidders may be invited to make a presentation in support of the proposal. Such presentations will be made to the evaluation committee. If held, the presentations will be scheduled.

d. The findings of the evaluation team will be summarized, and the summary and award recommendation(s) will be forwarded to UNC’s Purchasing Department.

The Purchasing Department will review the recommendation and approve or reject the evaluation team’s selection. The Purchasing Department, after review and approval of the evaluation committee’s written recommendation, will notify all bidders via a posting on the RMES system of the results of the RFP evaluation. The posting will be an announcement of the “Notice of Intent to Make an Award” which will name the apparent successful bidder.

16. DISCUSSION WITH RESPONSIBLE BIDDERS AND REVISIONS TO PROPOSAL:

Discussions may be conducted with responsible bidders for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirement. All prospective bidders shall be accorded fair and equal treatment with respect to any opportunity for discussions and revision of proposals, and such revisions may be permitted after submissions and prior to award, for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of any information derived from proposals submitted by competing bidders.

17. PAST PERFORMANCE: Each bidder’s past performance may be reviewed as part of UNC’s overall evaluation. This evaluation will take into account past performance information submitted as a part of such bidder’s proposal including but not limited to, information regarding predecessor companies, key personnel who have relevant experience, and subcontractors performing major or critical aspects of the service(s), if such information is relevant. Bidders without a record of relevant past performance or for whom information on past performance is not available will receive a neutral past performance rating. UNC will consider the bidder’s performance on past or current University contracts with requirements similar to UNC requirements for this contract. UNC will consider information provided by bidder regarding any problems encountered on the identified contracts and any associated corrective actions.

18. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this proposal, each bidder, and in the case of a joint proposal, each party thereto, certified as to its own organization, that, in connection with this procurement:

a. Prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor.

b. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder and will not

10|37 knowingly be disclosed by the bidder prior to opening, directly or indirectly to any other bidder or to any competitor; and

c. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

Further, each person signing the Request for Proposal form of this proposal certified that:

d. He / She is the person in the bidder's organization responsible within that organization for the decision as to the prices being offered herein and that he/she has not participated, and will not participate, in any action contrary to (A)(a) through (A)(c) above; or

e. He / She is not the person in the bidder's organization responsible within that organization for the decision as to the prices being offered herein but that he/she has been authorized in writing to act as agent for the persons responsible for such decision in certifying that such persons have not participated, and will not participate, in any action contrary to (a) through (c) above, and as their agent does hereby so certify; and he/she has not participated, and will not participate, in any action contrary to (a) through (c) above.

A proposal will not be considered for an award where (a), (c), (d) or (e) above has been deleted or modified. Where (b) above has been deleted or modified, the proposal will not be considered for award unless the bidder furnishes with the proposal a signed statement which sets forth in detail the circumstances of the disclosure and the head of the agency, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

19. CONFLICTS OF INTEREST. Bidder avers that to his/her knowledge, no University of Northern Colorado employee has any personal or beneficial interest whatsoever in the service or property described herein. See CRS §24-18-201 and CRS §24-50-507.

The signatory hereto avers that he/she is familiar with CRS §18-8-301, et seq.

(Bribery and Corrupt Influence) and CRS §18-8-401, et seq. (Abuse of Public Office) as amended, and that no violation of such provisions is present.

20. TAXES: UNC, as purchaser, is exempt from all federal excise taxes under Chapter 32 and 33 of the Internal Revenue Code and from all state government use taxes [Ref.

CRS Chapter 39-26.114(a)]. UNC’s State Sales Tax Exemption Number is 98-03693.

The bidder is hereby notified that when materials are purchased in certain political subdivisions the bidder may be required to pay sales tax even though the ultimate product or service is provided to the State of Colorado. This sales tax will not be reimbursed by the State.

21. INSURANCE: The successful bidder shall procure, at its own expense, and maintain for the duration of the work, the following insurance coverages; UNC shall be issued certificates, named as an additional insured (see section 21.I below).

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A. Standard Workers' Compensation and Employers' Liability as required by State statute including occupational disease, covering all employees on or off the work site, acting within the course and scope of their employment.

B. Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

a. $1,000,000 each occurrence;

b. $3,000,000 general aggregate;

c. $3,000,000 products and completed operations aggregate;

d. $50,000 any one fire; and

e. Per Project general Aggregate Limit; and

f. A waiver of subrogation in favor of UNC If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the successful bidder shall immediately obtain additional insurance to restore the full aggregate limit and furnish to UNC a certificate or other document satisfactory to UNC showing compliance with this provision.

C. Automobile Liability Insurance covering any auto (including owned, hired, and non-owned autos) with a minimum limit as follows: $1,000,000 each accident combined single limit.

D. Professional liability insurance with minimum limits of liability of not less than $1,000,000 may be required for certain contracts.

E. Other insurance as may be required by law, or in a specific solicitation. All policies evidencing the insurance coverages required hereunder shall be issued by insurance companies satisfactory to UNC.

F. University of Northern Colorado shall be named as an additional insured on the Commercial General Liability and Automobile Liability Insurance policies (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent).

Coverage required of the contract will be primary over any insurance or self-insurance program carried by UNC of Northern Colorado.

G. Insurance shall include provisions preventing cancellation or non-renewal without at least 30 days’ prior notice to UNC by certified mail.

H. Successful bidder will require all insurance policies in any way related to the contract and secured and maintained by any successful bidder to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against UNC of Northern Colorado, its officers, agents, employees, and volunteers.

I. Successful bidder shall provide certificates showing insurance coverage required by any contract to UNC within seven (7) business days of the effective date of the contract, but in no event later than the commencement of the services or delivery of the goods under the contract. No later than fifteen (15) days prior to the expiration date of any such coverage, the successful bidder shall deliver UNC

12|37 certificates of insurance evidencing renewals thereof. At any time during the term of the contract, UNC may request in writing, and the successful bidder shall, within ten (10) days, supply to UNC, evidence satisfactory to UNC of compliance with the provisions of this section certificate(s) of adequate insurance coverage and endorsement(s) of additional insured coverage. Copies of the insurance certificate can be faxed and should be followed by the hard copy of the certificate being mailed to UNC’s Purchasing Office. The Additional Insured portion should read as follows:

University of Northern Colorado Director of Purchasing & Contracts 501 20th St, Campus Box 61 Greeley CO 80639 Purchasing@unco.edu

22. NON-DISCRIMINATION: The bidder shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, age, sexual orientation, gender, gender identity, national origin or status.

23. PARENT COMPANY: If a bidder is owned or controlled by a parent company, the main office address and parent company's tax identification number shall be provided in the proposal. Tax identification number provided must be that of the bidder responding to the RFP.

24. AWARD OF CONTRACT: The award will be made to that bidder whose proposal, conforming to the RFP, will be the most advantageous to UNC, price and other factors considered. A contract must be completed and signed by all parties concerned. In the event the parties are unable to enter into a contract, UNC may elect to cancel the “Notice of Intent to Make an Award” letter and make the award to the next highest ranking bidder, cancel the solicitation, or make such other disposition or award as UNC deems most advantageous.

25. PROTESTED SOLICITATIONS AND AWARDS: Any actual or prospective bidder or unsuccessful contractor who is aggrieved in connection with the solicitation or award of a contract may protest to UNC’s Executive Director of Purchasing & Contracts. The protest must be submitted in writing within seven (7) working days after such aggrieved person knows, or should have known, of the facts giving rise thereto. Ref Section IX Disputes and Remedies, of UNC of Northern Colorado Procurement Rules, available at the following link:

https://www.unco.edu/purchasing/pdf/ProcurementRulesUpdatesFY24.pdf

With regard to the emphasized language above, it is important for bidders to note that a challenge to the solicitation’s requirements or specifications must be made within seven (7) working days of when the protestable item is known.

Announcement of the Notice of Intent to Award will be made via a posting on RMES.

The requirement for timely submission of any protest within seven (7) working days will begin on the first working day following posting of the award notice on

RMES.

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If the bidder is unable to access the UNC Procurement Rules cited above, bidder may contact the Purchasing Agent to obtain a copy.

26. ACCEPTANCE OF PROPOSAL CONTENT: Contents of the proposal (including persons specified to implement the project) of the successful bidder will become contractual obligations if acquisition action ensues. Failure of the successful bidder to accept these obligations in a contract, purchase order, or similar authorized acquisition document may result in cancellation of the award. Under these conditions, UNC reserves the right to enter into negotiations with the next ranking bidder on the same terms and conditions as set forth in the Request for Proposal or make such other disposition of award as UNC deems most advantageous.

27. FORM OF THE CONTRACT: A condition of the bidder’s response is that any contract resulting from the award to the successful bidder shall be in the form required by current Colorado statutes, UNC’s fiscal rules, and UNC’s Procurement Rules. This contract will include all such terms and conditions required by these statutes and rules. In the event that the bidder’s forms (or parts of forms) are included as attachments or exhibits in a final contract, the bidder agrees that where there are contradictions or inconsistencies, the terms of the contract shall always supersede, manage, and control those of any such attachment or exhibit. Further, the terms of the RFP and of the successful bidder’s response to the RFP (the “Response”) shall be incorporated into a final contract, with the contract taking precedence over either the RFP or the Response, and the RFP taking precedence over the Response in the event the documents conflict.

Also, the contract will state that Colorado law shall govern the contract and that the bidder must agree to indemnify UNC. A commercially reasonable version of the following language shall appear in the contract:

“The bidder shall indemnify, save, and hold harmless the State of Colorado and University, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the bidder, or its employees, agents, subcontractors or assignees pursuant to the terms of this contract.”

UNC is precluded from indemnifying any parties, including bidders.

Also the contract shall include the “Special Provisions” which are required pursuant to UNC of Northern Colorado Fiscal Rules. The “Special Provisions” are incorporated into this RFP as Attachment C.

28. INCURRING COSTS: UNC is not liable for any cost incurred by bidders prior to issuance of a legally executed contract, purchase order, or other authorized acquisition document. No property interest, of any nature shall accrue until a contract is awarded and signed by all concerned parties.

29. NEWS RELEASES: Neither UNC, nor any bidder, shall make news releases pertaining to this RFP prior to execution of the contract without prior written approval.

30. CONTRACT CANCELLATION: UNC reserves the right to cancel, for cause, any contract resulting from this RFP by providing timely written notice to the successful bidder.

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31. ASSIGNMENT AND DELEGATION: Except for assignment of antitrust claims, neither party to any resulting contract may assign or delegate any portion of the agreement without the prior written consent of the other party.

32. AVAILABILITY OF FUNDS: Financial obligations of UNC payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated, any resulting contract will become null and void, without penalty to UNC.

33. PAYMENT TERMS: UNC’s standard payment term is Net 30. Under Colorado State Statutes, late fees, not to exceed one percent (1.0%) monthly, shall not be applied until forty-five (45) days after the initial date of the invoice. Prepayments for services shall not be made by UNC unless expressly identified within the successful bidder’s RFP proposal, and agreed to by UNC.

PLEASE NOTE: It is successful bidder’s responsibility to purchase parking permits when performing work on the UNC Campus. UNC has fully transitioned to the Passport parking app for temporary parking payment. Passport parking (ww.passportinc.com) is a mobile phone payment application.

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SECTION III

SPECIFICATIONS AND REQUIREMENTS

A. GENERAL

UNC feels strongly about providing the highest possible quality laundry services at the lowest possible prices to its students and residents. There are approximately 3,500 bed spaces for undergraduate and graduate students as well as faculty and staff living in University housing who may utilize in-house laundry facilities.

Currently UNC has approximately 2,600 students living on campus with this number expected to grow over the next 6-10 years. These laundry facilities are primarily for resident use, other laundry equipment may be provided for private Housing & Residential Education staff or faculty use by UNC.

UNC Is soliciting proposals from firms to provide fixed-rate laundry services set to “free vend’ (similar to those currently being provided at UNC.) A listing of current residential laundry facility locations and the required number of washers and dryers at each location is contained in Attachments to this document. Laundry space layouts and other information will be provided to bidders. UNC reserves the right to add machines to non-student residential areas on campus should the need arise.

Recognizing that the successful operation of UNC's laundry services is dependent upon a favorable response from users of the service, the Bidder will maintain maximum efficiency and good public relations with students, faculty, and staff. They will maintain a close relationship with the individual(s) designated by UNC to serve as its Representatives.

B. TERM OF CONTRACT

The initial term of the contract that results from an award of this RFP shall begin on or about July 1, 2024, and will terminate on June 30, 2025. UNC may require continued performance of the services described in this RFP and the resulting contract for an additional six (6) one (1) year terms. The total duration of this contract, including any options to renew shall not exceed seven years, terminating on or before June 30, 2031.

C. The Successful Bidder or it's representative will achieve, at a minimum, the following objectives:

1. Installation of all Residence Hall and House equipment & ductwork and ensure all are operational by the end of the day on Monday, July 22nd, 2024, note occupied facilities will need to be prioritize for minimum interruption of service;

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2. Installation of all Arlington Park Apartments equipment & ensure all are operational, by the end of the day on Monday August 5th, 2024, note occupied apartments will need to be prioritize for minimum interruption of service;

2. Operate an efficient, high quality, in-house laundry equipment for UNC;

3. Provide the required number of washers and dryers in university designated areas to satisfy student/resident requirements;

4. Maintain and service all laundry equipment on a current and continual basis;

5. Assist in achieving cleanliness of the immediate surrounding equipment, including, but not limited to behind, between and under units and around ductwork which will require periodic relocation of equipment in coordination with Housing and Residential Education; and

6. Coordinate removal and installation of equipment with current provider to minimize interruptions of service to residents.

D. LAUNDRY EQUIPMENT

Laundry equipment shall meet the following minimum requirements:

1. Be new equipment at the time of initial installation and shall be reviewed and approved by a representative of UNC prior to installation; with the exception of equipment utilized in Arlington Park Apartments student units, these may be used units, well-maintained units subject to the same review and approval by a representative of UNC prior to installation;

2. Be “energy star rated” equipment;

3. Be heavy duty, commercial grade, Speed Queen Quantum or equivalent: (Note:

UNC shall be the sole judge of equality or similarity and its decision shall be final in its best interest.) With the exception of the commercial grade washers and dryers in the community laundry room located in Arlington Park Building 1E, residential grade equipment may be utilized in Arlington Park Apartments student units;

4. Be white in color;

5. Be modular design and be the same height to give uniformity of appearance, except as otherwise mutually agreed by UNC and Bidder;

6. Be Front-Load laundry equipment (Note: Bidder may specify Top-Load equipment for some areas so long as ADA requirements are met);

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7. Be push-to-start; set to “free vend” with a clean finish (sticker/overlay) where the coin/card slot is located;

8. Meet or exceed ADA compliance guidance for shared laundry facilities, including those found at https://www.access-board.gov/ada/guides/chapter- 6-washers/ including accessible front controls, including Braille instructions (whether provided by the manufacturer or the vendor provide details in bid regarding how this will be accomplished); (Note: should vendor specific top-load equipment for some areas please detail how ADA requirements will be met by laundry location)

a. Note requirements: “Where up to three washing machines are provided, at least one must comply. If more than three washing machines are provided, at least two must comply. The same level of accessibility is required for clothes dryers.”

b. Note plan to identify accessible machines with the International Symbol of Accessibility in in laundry facilities where not all appliances are accessible;

9. Provide new hard pipe ducting, without screws, well-sealed, and of efficient design/layout;

10. Use new stainless steel braided hoses for all washer/water hose connections (note: This is a university standard per insurance recommendations);

11. Equipment must be professionally and clearly numbered with service request information displayed such that users can report specific equipment issues when submitting repair/maintenance requests;

12. Be supplied and installed at the expense of the Bidder, including proper connection attachments (i.e., power supply cords, hoses, couplings, etc.) to make factory approved installations to university provided utilities. Bidder shall furnish all supplies, materials, equipment and all management and labor necessary for the efficient, sanitary, and ecologically sound operation of the laundry services. (Note: UNC may be able to provide space in a residence hall classroom of approximately 3500 sq. ft. for staging of equipment for deployment, vendor to work out specific details for timing space usage, delivery, access, etc.).

13. Any unusual details pertaining to the improvement of the laundry equipment or dryer exhaust systems proposed as to performance or appearance should be enumerated and explained.

14. Laundry equipment replaced during the term of the Contract shall be of the same age or newer than laundry equipment installed at contract inception. UNC reserves the right to increase or decrease quantities of laundry equipment at https://www.access-board.gov/ada/guides/chapter-6-washers/ https://www.access-board.gov/ada/guides/chapter-6-washers/

18|37 any of its laundry locations, at any time during the term of the Contract through an amendment to the contract.

15. Ownership of all laundry equipment shall remain with the Bidder. However, UNC agrees to take such measures as may be reasonably required for protection against loss by destruction.

16. UNC will not be held responsible for any wear, loss or damage to the machines or their contents resulting from any cause whatsoever, whether caused by an agent or employee of UNC or by any person.

E. LAUNDRY MONITORING, INSIGHTS, AND NOTIFICATION SERVICE

The Vendor will offer a laundry monitoring, insights, and notification service as an option accessible to students using a standard Internet browser or app which is publicly accessible (i.e., accessible by students, staff, and parents whether using a UNC network on campus or another connection method on or off campus.) Laundry room controllers may be installed such that they can feed multiple laundry rooms in all halls. (Note: Facilities with multiple laundry rooms are currently Harrison, North, South and Turner Halls, note North Hall has one (1) standalone laundry that is not stacked above the others, so UNC anticipates that North Hall will require three (3) controllers, Harrison and South Halls will require two (2) controllers per building, and Turner Hall will require only one (1) controller. Should the Lawrenson Hall laundry room be relocated to occupant floors, additional notification controllers will be needed as well as additional laundry equipment.) Note UNC provides

The system should have the following additional features and capabilities:

1. Powered by Standard 120V 15A outlet and connected via Ethernet and/or

Wireless Internet connection;

2. Notification of cycle completion available to students via email, text message, and/or other notification/messaging.

3. A site or mobile application available on multiple platforms providing graphic display of each laundry room with live real-time status of each washer and dryer shown as in-use, available, or idle with cycle completed/laundry still inside.

4. Report machine failures from each laundry room and detection of common machine faults with an integrated, automatic service dispatch directly to the vendor and their assigned technician(s);

Please provide separate pricing for laundry room monitoring service as an additional option for UNC. UNC has the option to increase or decrease service should

19|37 it add or remove residential facilities from its inventory through an amendment to the contract.

F. SERVICE PERSONNEL

1. Service personnel must be easily and appropriately identified by a company nametag and a company uniform provided by the Bidder when on campus;

2. The service personnel shall be the owner or employees of the Bidder and shall reside within a seventy-five (75) mile radius of the UNC campus. Adequate backup personnel, in the event of leave, sickness, or other delays, shall be provided for the regular service person;

3. All service personnel shall be bonded;

4. Service personnel must make contact with the Housing and Residential

Education Main Office or Community desk assistant/receptionist in each location each time service is performed, machines are cleaned or repairs are completed, even if the laundry equipment being repaired is in another area remote from the office. When desk areas are closed, personnel must make contact with the Housing and Residential Education office.

G. EQUIPMENT REQUIREMENTS

At regular intervals during the duration of the agreement, the amount of required equipment shall be examined by UNC and the Bidder, with the objective of providing the best possible service to the student body, staff and faculty. The required equipment shall be maintained throughout the life of the contract, free and clear of liens, mortgages, and encumbrances unless otherwise agreed upon by UNC. An increase or reduction in the amount of equipment may be required by UNC during the period of the agreement through an amendment to the contract.

H. EQUIPMENT MAINTENANCE

1. The equipment shall be maintained throughout the contract period in a condition satisfactory to UNC.

2. UNC shall be responsible for the general housekeeping duties of each laundry room. All room surfaces accessible without movement of machines and all external surfaces of the machine, including the lid lip, shall be cleaned regularly by University personnel. All interior machine and control parts, including drums, agitators and built-in lint filters shall be cleaned regularly by the Bidder. When movement of the machines is necessary for maintenance and/or housekeeping functions by University personnel, the Bidder shall be contacted for position, reposition and connection of machines. Cleaning and maintenance will be completed by the Bidder on a schedule mutually established through the vendor and UNC. These periods will ideally be during scheduled university breaks when occupancy/use is lower (i.e., Winter Break, Spring Break, and Summer Break)

20|37 some locations may need to be prioritized for quick cleaning and maintenance where they are providing 12-month housing.

3. UNC shall periodically and without notification inspect the laundry equipment with or without the Bidder’s employee. A management representative of the Bidder shall conduct equipment and facilities maintenance and sanitation inspections periodically. The Bidder’s representatives who normally provide checks and reports as part of its equipment or product service shall be required to conduct inspections at least monthly and shall be required to report any problems or matters of concern to UNC.

4. The Bidder shall provide laundry equipment maintenance and repair service 5 (five) days a week (excepting vendor/university holidays as mutually agreed upon) with emergency service on weekends, so as to minimize equipment down time should malfunctions with urgent service needs be reported. A work request/maintenance system shall be available online using a standard Internet browser and application and should be publicly accessible to report any maintenance items from University staff, students, etc. A toll free or local telephone repair request number shall be maintained by the Bidder for similar reports. Other vendor provided work request systems (e.g., a smart phone application, email work requests, text messaging service, etc.) should be enumerated by the vendor. Equipment which cannot be returned to full service within 2 business days or 72 hours (whichever is less) of notification of needed repair shall be replaced with comparable equipment, of like quality, until the original equipment is returned to service or permanently replaced.

I. LAUNDRY ROOM FOLDING TABLES, CHAIRS & SIGNAGE

1. The Bidder will propose to UNC its plan for folding tables of 6 foot in length wherever possible and no less than 4 foot in length in smaller/tighter laundry facilities. Quantities and cut sheets (providing materials/dimensions) showing the proposed tables must be submitted as a part of the bid.

2. The Bidder will also propose chairs, appropriate for laundry rooms for seating in each room & signage for the laundry room facilities. Quantities and cut sheets (providing materials/dimensions) showing the proposed chairs must be submitted as a part of the bid.

3. The Bidder will also provide informational signage at each laundry site regarding:

a. How to properly use washers and dryers.

b. Stain removal and laundry tips .

c. Connection to monitoring service.

d. Reporting of issues with laundry.

4. This information should be wall mounted and poster type/or framed/appropriate for a laundry room. The design, information and proposed

21|37 mounting method must be approved by UNC. Maintenance and repair of these signs should be noted by vendor and graphics/files should be provided to University staff as well as cut sheets/specifications for frames or third-party printing vendors for replacement needs. Additional laundry facilities, as agreed to through an amendment of this contract will also be provided with similar signage.

J. VENTILATION

The Bidder shall assure maximum venting and drying for each dryer. Venting must be to the outside or into an existing building ventilation system, as determined by mutual agreement of UNC and the Bidder. Future renovations may require alternative ventilation as determined by mutual agreement of UNC and the Bidder.

The bidder will perform vent/ductwork cleaning from each machine through the exterior wall on a schedule mutually agreed to by UNC. Maintenance needs from the UNC side will be noted by vendor with Housing & Residential Education Office as noted above.

K. PEST CONTROL

UNC shall be responsible for the cost of insect and pest control in all laundry service areas. Damage to machines will be covered as described above.

L. UTILITIES

All utilities including electricity, hot and cold water and sewer waste lines shall be provided by UNC. The Bidder shall be responsible for paying the cost of connections from the receptacle to the equipment. UNC does not guarantee an uninterrupted supply of water, electricity, or heat except that it shall be diligent in restoring service following an interruption. UNC shall not be liable for any loss which may result from the interruptions or failure of such utility service. Appropriate connection outlets, couplings, and related hardware (as noted above), normally necessary for their use, will be provided by the Bidder.

M. MANAGEMENT

The Bidder shall provide staff, who will routinely review and inspect operations, consult with UNC on current and future service programs, and act with full authority on the Bidder’s behalf in any and all matters pertaining to the specifications of the contract resulting from this RFP.

N. ACCOUNT RECORDS

The Bidder shall maintain complete and accurate records for tracking usage cycles for each machine in accordance with accepted industry accounting practices and shall provide tracking information to UNC on a quarterly basis through emails to Housing & Residential Education office.

O. UNIVERSITY REGULATIONS

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Personnel of the Bidder shall observe all regulations of UNC. Failure to observe such regulations shall be reason for the removal of the Bidder's representative from UNC's grounds.

P. SECURITY

1. The Bidder is responsible for control of all keys & access cards issued to its representatives by UNC and the security of the laundry areas when they are used by the Bidder's representatives. The Bidder shall be responsible for immediately reporting all the facts relating to losses incurred, facility damage, equipment damage, or break-ins to its equipment and areas of UNC. UNC shall designate the authority who shall receive these reports and be responsible for the key & card access issuance and periodic review of key/card control.

2. The Bidder shall be responsible for replacement of lost cards / keys and the cost of re-keying and replacement of locking cylinders as a result of the Bidders negligence and/or loss of card / keys.

Q. DESIGNATED AREAS

UNC permits the Bidder to use such spaces as necessary to carry out the terms of this contract. Such spaces are those areas presently used for laundry equipment.

Any new areas not presently utilized as laundry space must be mutually agreed upon and as amended to this agreement. UNC shall provide heat, electricity, water, and sewer to these spaces in the same ratio as presently utilized and to new spaces as mutually agreed upon. The Bidder agrees to exercise care to keep these utilities at a minimum.

R. PARKING

The Bidder shall obtain a parking permit for use by the Bidder’s representative, in compliance with requirements with university Parking Services. UNC recommends that a Service Permit be purchased annually. Service Permits are valid in all regular spaces in student and faculty lots, as well as the services spaces.