ATTACHMENT A

ISSUE DATE: OCTOBER 28, 2026

Purchasing Department Massachusetts Veterans’ Home at Chelsea (CHE)

Address 100 Summit Ave.

City, State Zip Code Chelsea, MA 02150 Procurement Contact Person Samantha Morrison Telephone Number 617-336-9508 Fax Number N/A E-Mail Address Samantha.k.Morrison@mass.gov RFR Name/Title 2026 Laundry Services RFR RFR Number 2026LAUNDRYRFR COMMBUYS Bid Number BD-27-1368-CHE01-CHE05-134922

1. Description or Purpose of Procurement:

The Massachusetts Veterans Home at Chelsea is a 24-hour long-term healthcare facility housing eligible veterans of the Commonwealth of Massachusetts. Our mission is to provide the highest quality personal health care services to Massachusetts veterans with dignity, honor, and respect.

The Veterans Home at Chelsea (CHE) is seeking qualified bidders to submit responses to this RFR regarding off-site laundry services specified in the statement of work below. Our current 122-bed facility is projected to reach full occupancy within the next two years, expanding to a total capacity of 154 residents at our SNF. It is the expectation that the vendor contracted goods and/or services will be available to CHE and its entities in accordance with all original contract terms. This expectation notwithstanding, and accepting contract duration, both cost and performance shall be subject to negotiation where it provides a better deal or cost to the Department.

REQUEST FOR RESPONSE

2026 Laundry Services RFR

RFR # 2026LAUNDRYRFR / COMMBUYS Bid# BD-27-1368-CHE01-CHE05-134922

2. Applicable Procurement Law

Check Appropriate

Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

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

21.00

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

CMR 21.00; 808 CMR 1.00

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

and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

3. Acquisition Method:

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

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

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

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

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

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

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

Limited User Contract – Restricted to Use by Issuing Entity Only.

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

Contract Duration Number of Options Number of Years/Months

Initial Duration

2 Years

Renewal Options

3 Options to renew 1 year each

Total Maximum Contract Duration

5 Years

7. Anticipated Expenditures, Funding, or Compensation:

Estimated Value of Procurement: $230,000

8. Contract Performance and Business Specifications:

Scope of Services:

This Statement of Work (SOW) outlines the requirements for the provision of off-site linen laundry services for The Massachusetts Veterans Home at Chelsea, including providing linens, picking up linens ( seven days a week, Monday – Sunday, between 5:00 am - 6:00 am), washing, drying, folding, and bundling linens and delivering clean lines to Veterans’ Home ( six days a week, Monday – Saturday, between 5:00 am - 6:00 am).

The purpose of this RFR is to solicit responses from qualified vendors to perform regular and as-needed laundering of linens used by the SNF. Below are the FY 2025 lbs. of dirty linen picked up for laundering:

FY 2025

Billing period lbs. picked up lbs. processed per calendar day

7/31/2024 20,141.00 650 8/31/2024 19,388.00 625 9/30/2024 17,207.00 574

10/31/2024 19,499.50 629 11/30/2024 18,890.40 630 12/31/2024 19,699.00 635 1/31/2025 19,717.50 636 2/28/2025 18,454.90 659 3/31/2025 19,606.90 632 4/30/2025 19,344.70 645 5/31/2025 20,692.00 667 6/30/2025 19,780.30 659

FY 2025 Total 232,421.20 lbs.

Scope of Services:

The selected vendor will be responsible for the pickup, laundering, and delivery of various linen items.

Laundry services will be performed off-site at the vendor’s commercial laundry facility.

The awarded bidder shall have the ability to furnish all labor, supervision, equipment (including but not limited to laundry carts) and plant materials including Environmentally Preferable

Products as required in section #11 (below) necessary to provide complete laundry services as described in this RFR.

All laundry items will be serviced at a single, flat rate per pound.

The selected bidder must be capable of providing all necessary labor, supervision, equipment, and facility resources required to deliver comprehensive laundry services as outlined in this RFR.

The awarded vendor must also supply the address of any back-up facilities and detail contingency plans to be implemented in the event of a failure at the primary service location.

Types of Linens Items may include but are not limited to:

Bed sheets (flat and fitted)

Pillowcases

Towels (bath, hand, washcloths)

Blankets

Mattress covers

Table linens

Clothing protectors and laundry bags

The vendor must:

Ensure all items are washed, dried, ironed, folded, and stain-free.

Pick up soiled linens and deliver cleaned, folded, and sanitized linens according to the schedule.

Use commercial-grade laundry processes, including hypoallergenic and hospital-grade detergents.

Maintain a hygienic, climate-controlled facility in compliance with local and state health regulations.

Provide a written transition plan that will ensure a smooth transfer of linen services at the beginning of the service term. The vendor shall supply linens to Veterans’ Home at Chelsea on the first day of service. The quantities of linens required to be delivered to Veterans’ Home on the first day of service are listed in the table below:

Item SIZE COLOR Total Stock Required Day 1

CLEAN UTILITY

ROOM STOCK

Gown, tie Large Blue 625 160 Pillowcase 42x34 White 625 325 Fitted Sheet (Bottom)

30x92x15 White 500 160

Flat Sheet (Top)

66x104 White 500 325

Bariatric Sheet, Contour (Bottom)

44x88x14 White 50 160

Blanket / Spread

74x108 White 325 160

Towel, bath 22x44 White 325 475 Wash Cloth 12x12 White 625 475 Underpad 34x36 Blue /

Green 325 325

Tablecloth 54x54 White 160 160 Tablecloth 54x54 Green 160 160 Tablecloth 54x54 Blue 160 160 *Bibs (provided by

CHE)

19x26 Burgundy NA NA

Provide detailed delivery slips with itemized counts per delivery.

Offer flexibility for emergencies or additional pickups/deliveries if needed.

Provide clean, sanitized bins, carts or hampers for transport. Clean linen carts shall be completely covered; clean linen carts shall be off-loaded from vendor vehicle(s) before loading soiled linen carts.

Each laundry pickup and delivery must include weight confirmation and/or a collaborative item count between the vendor and the agency.

Verification slips—provided either by the agency or an equivalent form approved by the agency—must be signed by both parties. The vendor is responsible for keeping a daily copy and must also provide a copy to the agency for their records.

Laundry must be both collected from and returned to a single, centralized location within the agency.

Pick-up and drop-off services must adhere to a predetermined schedule, which may include daily service up to seven days per week. Vendors should specify in their proposal if weekend service is not an option. The vendor must promptly notify the agency of any anticipated delays in the return of clean laundry. All deliveries must arrive before 7:00 AM each day.

Laundry must be cleaned and returned within one (1) business day. If laundry is not received on time, the agency will inform the vendor, who must then arrange a same-day secondary delivery—at no extra cost to the agency—to ensure all outstanding laundry is returned promptly.

Pickup and Delivery Schedule Standard pickup and delivery shall occur on the following schedule:

Pickup schedule: Monday – Sunday, seven (7) days a week, between 5:30 AM and 6:00 AM

The pick-up location for soiled laundry is the G703 Soiled Utility Room. The drop-off location for clean linen is the CLC loading dock (interior).

Delivery schedule for clean linens: six days a week, Monday – Saturday, 5:30 AM-6:00 AM

Emergency/on-call services must be available within 24 hours’ notice.

Reporting and Invoicing

Monthly invoices must include itemized charges, service dates, quantities, and any surcharges.

Vendor must provide monthly usage reports upon request.

Compliance and Certifications Vendors must:

Be fully licensed to operate a commercial laundry facility.

Comply with OSHA, state health regulations, VA and CDC regulations, including the following provision of Tag 441- Laundry and Infection Control:

Hot water washing at temperatures greater than 160 degrees F for 25 minutes and low temperature washing at 71 to 77 degrees F (22-25 degrees C) with a 125-part-per-million (ppm) chlorine bleach rinse remain effective ways to process laundry. If a facility chooses to process laundry using a hot water temperature environment, the temperature maintained for 25 minutes should be 160 degrees Fahrenheit.

Carry sufficient insurance, including general liability and workers’ compensation.

Proposal Requirements Responses to this RFR must include:

Company overview and relevant experience

Facility location and capabilities

Sample pickup/delivery schedule

References from at least three current or recent clients

Pricing structure (per pound/item or per load, as applicable)

Proof of insurance and required certifications

Prevailing Wage

Bidders must comply with the Prevailing Wage Law, as administered by the Commissioner of Labor and Workforce Development/Division of Occupational Safety (DOS). All employees of Contractors engaged in these activities must be paid at least these rates for any work performed under a Contract resulting from this RFR when working in a public building or on a public work. The rate will be provided per individual engagement/purchase order.

Fiscal Terms:

The Commonwealth of Massachusetts is tax-exempt, and payments are issued through EFT 45 days from invoice receipt. Contractors requesting accelerated payments must identify a Prompt Pay Discount on the PPD form and include it with their submission. Invoices are to be sent electronically to The Veterans Home at Chelsea’s business office at chelseasohoinvoices@mass.gov .

Performance Measures:

Pick-up and delivery time is consistent.

Turnaround time for laundering shall not exceed 48 hours under normal service.

Items laundered meet industry standards and CHE is satisfied with the services.

Rewash is returned double-bagged, separate from clean linen.

All damaged linen is returned, and the amount of new linen we add into the system is comparable with what is being removed.

Linens must be free of stains, odors, and damage upon return.

Replacement or credit must be issued for any lost or damaged items due to vendor negligence.

Vendor must have a documented quality assurance program.

9. Small Business Purchasing Program

Program Background

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

SBPP Award Preference

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

SBPP Participation Eligibility

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

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

2. Been in business for at least one year;

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

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

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

SBPP Compliance Requirements

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

Program Resources and Assistance

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

10. Supplier Diversity Plan (SDP) Plan

Program Background

Pursuant to Executive Order 599 the Commonwealth’s Supplier Diversity Program (SDP) promotes business-to-business relationships between awarded Contractors and diverse businesses and non-profit organizations (“SDP Partners”) certified or recognized (see below for more information) by the Supplier Diversity Office (SDO).

All Bidders and Contractors are strongly encouraged to create a profile on the SDO’s Supplier Diversity Hub to access the Commonwealth’s supplier diversity resources and tools.

Financial Commitment Requirements

All Bidders responding to this solicitation are required to make a significant financial commitment (“SDP Commitment”) to partnering with one or more SDO-certified or recognized diverse business enterprise(s) or non-profit organization(s). This SDP Commitment must be expressed as a percentage of contract sales resulting from this solicitation that would be spent with the SDP Partner(s).

After contract award (if any), the Total SDP Commitment shall become a contractual requirement to be met annually on a Massachusetts fiscal year basis (July 1 – June 30) for the duration of the contract. The minimum acceptable Total SDP Commitment in response to this solicitation shall be 1%. Bidders shall be awarded additional evaluation points for higher SDP Commitments.

No contract shall be awarded to a Bidder without an SDP Commitment that meets the requirements stated herein. This requirement extends to all Bidders regardless of their own supplier diversity certification.

Eligible SDP Partner Certification Categories

SDP Partners must be business enterprises and/or non-profit organizations certified or recognized by the SDO in one or more of the following certification categories:

Minority-Owned Business Enterprise (MBE) Minority Non-Profit Organization (M/NPO) Women-Owned Business Enterprise (WBE) Women Non-Profit Organization (W/NPO) Veteran-Owned Business Enterprise (VBE) Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Disability-Owned Business Enterprise (DOBE) Lesbian, Gay, Bisexual, and Transgender Business Enterprise (LBGTBE)

Eligible Types of Business-to-Business Relationships

Bidders and Contractors may engage SDP Partners as follows:

Subcontracting, defined as a partnership in which the SDP partner is involved in the provision of products and/or services to the Commonwealth.

Ancillary Products and Services, defined as a business relationship in which the SDP partner provides products or services that are not directly related to the Contractor’s contract with the Commonwealth but may be related to the Contractor’s own operational needs. These may include but are not limited to the following examples: professional services (e.g., IT, legal, advertising, HR, accounting etc.), maintenance services (e.g., cleaning, landscaping, tradespersons services, etc.), office expenses (e.g., office supplies, furniture, IT supplies, etc.).

Anything declared as a business expense in which a certified vendor is used would qualify.

Other types of business-to-business relationships are not acceptable under this contract. All provisions of this RFR applicable to subcontracting shall apply equally to the engagement of SDP Partners as subcontractors.

Program Flexibility

The SDP encompasses the following provisions to support Bidders in establishing and maintaining sustainable business-to-business relationships meeting their needs:

SDP Partners are not required to be subcontractors.

SDP Partners are not required to be Massachusetts-based businesses.

SDP Partners may be changed or added during the term of the contract, provided the Contractor continues to meet its SDP Commitment.

SDP Plan Form Requirements

All Bidders must complete the SDP Plan Form included in this solicitation and attach it to their bid response. In addition to proposing an SDP Commitment, each Bidder must propose one or more SDP Partner(s) to utilize to meet its SDP Commitment. Certified diverse Bidders may not list their own companies, their subsidiaries, or affiliates, as SDP Partners and may not meet their SDP Commitment by spending funds internally or with their own subsidiaries or affiliates.

Bidders may propose SDP Partners that are:

Certified or recognized by the SDO: Such partners appear in the SDO Directory of Certified Businesses or in the SBA Veteran Small Business Certification (VetCert) directory. After contract award (if any), spending with such partners will contribute to meeting the Contractor’s SDP Commitment.

Not yet certified or recognized by the SDO or one of SDO’s recognized third-party certification bodies: Such partners must be certified in eligible categories by other third-party certification bodies that are not yet recognized by the SDO, such as another city or state supplier diversity certification office, the National Minority Supplier Development Council, or the Women Business Enterprise National Council, but are not listed in the above-mentioned directories. Self-certification is not acceptable. While Bidders may list such proposed SDP Partners on their SDP Plans, spending with such partners will not contribute to meeting the Contractor’s SDP Commitment unless they apply for and are granted SDO supplier diversity certification or recognition. If proposed SDP Partners do not receive SDO supplier diversity certification or recognition, the Contractor must find alternative SDP Partners to meet the SDP Commitment.

It is the responsibility of the Contractor to ensure that their proposed SDP Partners obtain such certification or recognition by the SDO after contract award (if any). The issuing department and the SDO will not conduct outreach to proposed SDP Partners to ensure their certification. Furthermore, no guarantee may be made that a proposed SDP Partner will be certified, or regarding the time it may take to process a proposed SDP Partner certification. Contractors may direct partners to the SDO’s homepage, www.mass.gov/sdo and the Certification Self-Assessment Tool for guidance on applying for certification.

It is desirable for Bidders to provide a description of supplier diversity businesses practices. Specifically, listing contact information for the individual or unit responsible for establishing and maintaining supplier diversity relationships, and including a written policy for establishing and maintaining supplier diversity relationships.

A clearly stated purpose or goal.

Specific types of diverse and small businesses targeted.

Which departments/units within the business are responsible for implementing supplier diversity.

Types of opportunities for which diverse and small businesses are considered.

Specific measures/methods of engagement of diverse and small businesses.

An existing internal supplier diversity policy.

Public availability of the Bidder’s supplier diversity policy.

It also is desirable for Bidders to use the SDP Plan Form to describe additional creative initiatives (if any) related to engaging, buying from, and/or collaborating with diverse businesses. Such initiatives may include but not be limited to:

Serving as a mentor in a mentor-protégé relationship.

Technical and financial assistance provided to diverse businesses.

Participation in joint ventures between nondiverse and diverse businesses.

Voluntary assistance programs by which nondiverse business employees are loaned to diverse businesses or by which diverse business employees are taken into viable business ventures to acquire training and experience in managing business affairs.

Evaluation of SDP Forms

To encourage Bidders to develop substantial supplier diversity initiatives and commitments as measures valuable to the Commonwealth, at least 25% of the total available evaluation points for this bid solicitation shall be allocated to the evaluation of the SDP Plan submissions. Because the purpose of the SDP is to promote business-to-business partnerships, the Bidders’ workforce diversity initiatives will not be considered in the evaluation.

SDP Spending Reports

After contract award, Contractors must submit reports at least annually to demonstrate compliance with the agreed-upon SDP Commitment. To submit SDP spending reports using the Hub, Contractors must create a profile in the Hub. Once registered, awarded contractors must report information such as, but not limited to, SDO or SDO-recognized SDP partner(s), spend with SDO partner(s), and total contract sales. Contractors must follow report submission instructions from the issuing department and the SDO.

SDP Spending Compliance Only Spending with SDP Partners that appear in the SDO Directory of Certified Businesses or in the SBA Veteran Small Business Certification (VetCert) directory shall be counted toward a Contractor’s compliance with their SDP Commitment. Spending with SDP Partners that do not appear in the directories above shall not be counted toward meeting a Contractor’s SDP Commitment.

It is the responsibility of the Contractor to ensure they meet their SDP Commitment. The SDO and the issuing department assume no responsibility for any Contractor’s failure to meet its SDP Commitment.

SDP Spending Verification

The SDO and the contracting department reserve the right to contact SDP Partners at any time to request that they attest to the amounts reported to have been paid to them by the Contractor.

Program Resources and Assistance

Contractors seeking assistance in the development of their SDP Plans or identification of potential SDP Partners may visit the SDP webpage, www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov.

Best Value Selection and Negotiation. The Procurement Management Team or PMT (also known as Strategic Sourcing Team or SST) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. If services are not rate regulated, the PMT and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response, which results in a more cost effective or better value.

Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the PMT regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete, or the bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation or the number of units purchased to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance, and service need.

Costs. Costs which are not specifically identified in the bidder’s response and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this

RFR.

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

Electronic Funds Transfer (EFT). All Bidders must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments. Additional information about EFT is available on the Comptroller’s Vendor Web site located at:

https://massfinance.state.ma.us/VendorWeb/vendor.asp.

Upon notification of award, Contractors are required to enroll in EFT by completing and submitting the “Authorization for Electronic Funds Payment Form” to the SST for review, approval, and forwarding to the Office of the Comptroller, unless already enrolled in EFT. A copy of the form will be supplied to the successful bidder upon award. This form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

Executive Order 509, Establishing Nutrition Standards for Food Purchased and Served by State Agencies.

Food purchased and served by state agencies must comply with Executive Order 509, issued in January 2009. Under this Executive Order, all contracts resulting from procurements posted after July 1, 2009, that involve the purchase and provision of food must comply with nutrition guidelines established by the

Massachusetts Department of Public Health (DPH). The nutrition guidelines are available at the Department’s website: Executive Order # 509 Guidance.

Filing Requirements. Successful bidders must have electronically uploaded their Uniform Financial Statements and Independent Auditor's Report (UFR), as required for current contractors, with the Operational Services Division to the UFR eFiling application for the most recently completed fiscal year before a contract may be executed and services begin. Other contractor qualification/risk management reporting requirements and non-filing consequences promulgated by secretariats or departments pursuant to 808 CMR 1.04(3) also may apply. In the event immediate services are required by a department, a contract may be executed and services may begin with the approval of OSD or the appropriate secretariat. However, unless authorized by OSD or the appropriate secretariat, the contractor will not be paid for any such services rendered until the UFR has been filed.

HIPAA: Business Associate Contractual Obligations. Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications);

provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines must be included in the contract to comply with the Privacy and Security Rules. Please see other sections of the RFR for further HIPAA details, if applicable.

Minimum Quote (Bid Response) Duration. Bidders’ Quotes made in response to this Bid must remain in effect for at least 90 days from the date of quote submission.

Public Records. All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

Reasonable Accommodation. Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFR. The PMT reserves the right to reject unreasonable requests.

Restriction on the Use of the Commonwealth Seal. Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract, because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

Subcontracting Policies. Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of their subcontractors. Human and social service subcontractors also are required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

Workplace Violence Prevention and Crisis Response Plan. 101 CMR 19.00, Workplace Violence Prevention and Crisis Response Plan, governs the procedures and criteria for workplace violence prevention and response plans for programs that provide direct services to clients that are operated, licensed, certified, or funded by a department, commission, office, board, division, institution, or other entity within the Executive Office of Health and Human Services under M.G.L. c. 6A § 16. Any direct service program that contracts with the Executive Office of Health and Human Services (EOHHS) or the constituent agencies of EOHHS must comply with 101 CMR 19.00, including having a plan that meets the criteria set forth in 101 CMR 19.04, which is updated annually, available electronically, and provided to any human service worker upon request. The regulations and response plan guidelines are available at the following web site: https://www.mass.gov/regulations/101-CMR-1900-workplace-violence-prevention-and-crisis-response-plan-0.

11. Environmentally Preferable Products

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

12. Evaluation Criteria

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

Responses will be evaluated based on:

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

RFR.

Pricing and cost-effectiveness

Service quality and reliability

Business References and past performance (See required forms #15)

Prior experience providing laundry services to a long-term care setting Prompt pay discount (See required forms #15) Submission of bidder generated rate sheet at one flat per pound rate (See required forms #15)

13. Instructions for Submission of Responses:

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

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

14. Estimated Procurement Calendar

Procurement Activity Date Time

Bid Release Date October 28, 2026 5 PM

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

November 10, 2026 5 PM

Official Answers for Bid Q&A published (Estimated)

November 13, 2026 5 PM

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

November 23, 2026 5 PM

Notification of Apparent Successful Bidder(s) (Estimated)

December 1, 2026

Estimated Contract Start Date December 7, 2026

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

a. Online Questions (Bid Q&A)

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

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

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

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

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

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

c. Estimated Contract Start Date

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

15. Required Forms

Responses to this RFR must contain the following documents

Check if applicable (“X”)

Form/Document Notes/Instructions (If any)

Comprehensive proposal to all aspects of the

RFR.

Electronic submission

Vendor generated rate sheet priced at one flat per pound rate

Electronic Submission

Commonwealth Terms and Conditions In Bid package for bidder reference

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

9 Form)

Electronic Submission

Contractor Authorized Signatory Listing Electronic Submission

Authorization for Electronic Funds Transfer Electronic Submission

Additional Environmentally Preferable Products/Practices

Electronic Submission included in RFR response

Prompt Payment Discount Form Electronic Submission

Business Reference Form Electronic Submission

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

(WWW.COMMBUYS.COM).

16. RFR Attachments

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

Appendix B: Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids

Appendix C: RFR – Other Specifications

17. Acceptable Forms of Signature

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

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

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