SCOPE_OF_WORK.DOCX_-_CDHSCP_Statement_of_Work-Quote_-_9-17-2026_-_68807907_-__-_349999.00.docx

Scope of Work

A. The Contractor shall provide laundry services to Grand Mesa Youth Services and shall meet all specifications as outlined below.

B. The State reserves the right to make changes in service requirements to meet the needs of the facility and their operations. The State shall notify the Contractor of any such changes at least 30 days in advance. These changes shall not affect unit pricing during the initial contract term. Any changes to unit pricing after the initial contract period will be negotiated and approved by the State, no less than 90 days prior to the end of the contract term and will not become effective until such approval is gained in writing.

C. The Contractor shall be responsible for delivering clean linen and other items and picking up soiled linen and other items from Grand Mesa Youth Services as outlined below. Delivery schedule(s) shall be modified as agreed upon throughout the contract period upon agreement by the State and Contractor Representatives.

D. Orders may be placed via fax, email, web-based, and/or phone. The State will not be responsible for software maintenance or licensing costs.

E. All clean linen will be stored in carts with an impervious plastic bag and will be marked to identify contents. The Contractor shall be responsible for the delivery of clean linen, wrapped and marked.

F. The Contractor shall provide sufficient closed soiled linen carts to handle all soiled linen. If the Contractor uses the soiled linen truck for delivery, clean linen must never come in contact with soiled linen. All soiled linen will be picked up from the soiled linen holding area.

G. The Contractor shall inventory and replenish the stock within the staging area. Grand Mesa Youth Services will be presented with a clean linen receipt.

H. Out of cycle, and/or special orders will be handled on an expedited basis and may incur additional charges. Grand Mesa Youth Services will be provided with the name and number of a point of contact at the Contractor. If a discrepancy requires immediate response, delivery of additional linen will be made within 4 hours. All quality and quantity issues will be addressed directly with the Laundry Project Manager.

I. The Contractor shall maintain a sufficient inventory of the items at Grand Mesa Youth Services to meet demand. All linen will remain the property of the Contractor. Ordinary inventory losses (wear and tear, petty theft, etc.) will be at the expense of the Contractor.

J. The Contractor shall provide an invoice specifying the quantity of each item delivered.

K. In the event that the Contractor utilizes sub-contracted services, the Contractor shall maintain a copy of the subcontract related to this contract and these files shall be open to inspection by the State at all times.

L. The Contractor shall adhere to all DYS policies pertaining to Perimeter Security/Facility Access (DYS Policy 9.1); Searches of Visitors (DYS Policy 9.13); Supervision of Contractors (DYS Policy 1.6); Background Checks (DYS Policy 3.21); and Employee/Juvenile Relationships (DYS Policy 3.20). Policies can be found at https://www.colorado.gov/pacific/cdhs/policies-3 The Contractor is responsible for accessing the most current DYS policies.

M. The State shall establish billing procedures for payment due the Contractor in providing services pursuant to this contract, based on the submission of monthly expenditure statements, on forms prescribed by the State, in accordance with the budget information included.

N. The State shall reimburse the Contractor for only the eligible cost of services provided by the Contractor and their authorized subcontractor. The Contractor shall have adequate procedures and controls to ensure that there is no double billing of either units of services and/or salaries and related operating costs to this DYS contract. It is further understood and agreed the Contractor may not receive duplicate payments from any source for the same service. If a duplicate payment for services is made by the State, either by the Division of Youth Services or any other State agency, or by a federal agency; the Contractor shall refund the payment forthwith.

0. The Contractor must have in place a double entry accounting system, which complies with generally accepted accounting principles (GAAP). All expenses must be posted to the double entry accounting system. Billings for services must be reconcilable to the double entry accounting system. The vendor must have adequate time keeping and cost allocation systems to allocate salary cost and indirect cost to appropriate cost centers.

P. All billing by the Contractor must be in a format approved by the Division of Youth Services.

The Contractor must provide all supporting documentation requested by the Division of Youth Services. Contractors must bill DYS at least once a month. Contractors may bill twice a month, on the first, and last day of the month, for services rendered. Bills will be returned unpaid if the bills do not conform to the approved format or the documentation is inadequate.

Q. The Contractor must have an annual audit of their financial statements (Income Statement, Balance Sheet, and Statement of Cash Flow) by an independent public accounting firm if the Contractor receives $400,000 dollars or more of state funds. The audit must be completed and a copy provided to DYS Financial Services within six (6) months after the end of the Contractor's fiscal year. The audited financial statements must contain supplemental statements providing detailed financial information for the expenditures of this contract.

Contractors that are a subsidiary of the parent organization must submit separate financial statements for the subsidiary that detail each of the Contractors facilities and/or programs that provide services for the Division and also must reconcile with the consolidated statements of the parent organization. In cases where audit deficiencies are noted, a plan of corrective action shall be submitted to DYS for approval within four (4) months of the date of the audit.

R. If the Contractor does not submit their annual audit or refuse to disclose financial information regarding the operation of the program, DYS may withhold payment until the audit and/or requested information is submitted.

S. If the Contractor is a sub-recipient of federal funds, the Contractor is responsible for complying with all appropriate federal requirements for an adequate accounting system, audits reporting and financial management. In cases where audit deficiencies are noted, a plan of corrective action shall be submitted to DYS for approval within four months of the date of the audit.

T. Failure to comply with any of these requirements is justification for DYS to terminate the contract.

U. The Contractors financial record shall be open for inspection and audit at reasonable times by an authorized representative of the State. The Contractor must allow the State complete access to all financial and accounting records pertaining to the operation of the Contractors program. This shall include but not be limited to inspection of the Contractor's accounting system and any records related to the Contractor's accounting information system.

II. Payment and Terms A. Payment pursuant to this contract shall be made as earned, in whole or in part from the funds encumbered in an amount not to exceed the current fiscal year contract maximum for the purchases of the within-described services. The liability of the State at any time for such payments shall be limited to the unspent amount remaining on such encumbered funds. The current vendor laundry service rates are listed in Exhibit B.

B. All payment requests shall be submitted to and approved by Grand Mesa Youth Services.

Exhibit B - Pricing

Pricing

Other