Uniform Services RFP.pdf

REQUEST FOR PROPOSALS

FOR

UNIFORM AND LAUNDERING SERVICES

August 20, 2026

Tahoe Transportation District

P.O. Box 499

Zephyr Cove, NV 89448

2 | P a g e

Notice Inviting Proposals for

Uniform and Laundering Services Tahoe Transportation District

The Tahoe Transportation District (TTD) is seeking a vendor to deliver and service uniforms, shop rags, towels, mop heads, and carpet runners for staff and facilities responsible for the preventative maintenance on a mixed fleet of transit vehicles that currently includes seventeen (20) diesel buses, three (3) electric buses, two (2) electric vans, two (2) unleaded gasoline vans, two (2) diesel non-revenue vehicles, and three (3) unleaded gasoline non-revenue vehicles.

This contract shall include the furnishing of all services/products as set forth in the Scope of Work section of this Request for Proposal (RFP).

Please carefully read the instructions in this RFP. Proposals are due to TTD on or before 3:00 p.m. local time, Wednesday, September 16, 2026 online through PlanetBids, or physically at 128 Market St., Suite 3F, Stateline, NV 89449 or PO Box 499, Zephyr Cove, NV 89448. Proposals received after said time will not be considered.

It is the intent of awarding the contract according to the process and procedures described in the RFP. TTD intends to procure the highest quality service possible for the best value possible.

TTD reserves the right to negotiate with bidders on all aspects of the proposed work or to reject all proposals and reissue the RFP. TTD is an equal opportunity employer and women and minority owned businesses (DBEs) are encouraged to apply.

3 | P a g e

I. INTRODUCTION

A. Background The Tahoe Transportation District (TTD) is a special purpose district created by Article IX of the 1980 Tahoe Regional Planning Compact with authority to own and operate a regional public transportation system for the Tahoe Region. Approximately two-thirds of the Tahoe Region is located in California and one-third is located in Nevada. The Tahoe Region contains an area of about 501 square miles, of which Lake Tahoe is approximately 191 square miles.

Overlapping jurisdictions in California include the City of South Lake Tahoe, El Dorado County and Placer County. Overlapping jurisdictions in Nevada include Washoe County, Douglas County and Carson City. Tourism is the economic heartbeat of the region and visitors to the area far outnumber the year-round resident population.

TTD is currently governed by a fourteen-member Board of Directors made up of local jurisdictions, private transportation management associations, both state’s governor’s and TRPA’s appointees, an at-large member, and two state DOT agencies. TTD’s mission is to implement transportation infrastructure and services. This includes bicycle, roadway, pedestrian, waterborne and public transit. To that end, TTD is eligible to apply for and receive state and federal grants. TTD also has the authority to levy specific taxes to support transit and infrastructure improvements, but that authority has so far not been exercised.

TTD provides both intra- and interregional connectivity that is vital to the region. TTD operates a coordinated transit system for the South Shore of Lake Tahoe and connects to other areas in the region. South Shore area services include local fixed-route serving South Lake Tahoe, California, and Stateline, Nevada, along with commuter service which connects South Lake Tahoe, California, to Carson City, Nevada via the rural Nevada communities of Minden and Gardnerville. TTD provides supplemental summer service within the region known as the East Shore Express, a transit link between Incline Village and Sand Harbor State Park.

II. NATURE OF SERVICES REQUIRED

A. Scope of the Work to be Performed

Term TTD is seeking an agreement for a three (3) year period. With two (2) option years.

Pricing TTD shall pay proposer a quoted fixed amount based on the proposal provided by the proposer.

The quoted fixed amount shall be the firm fixed price for the term of the contract. The total price is to include all delivery, handling, or other related charges, but is not to include government surcharges or taxes. The price proposal form is attached as Attachment A.

Delivery Proposer must be able to provide timely delivery of proposed items and services to TTD’s Corp Yard at 1669 Shop Street, South Lake Tahoe, CA 96150. Delivery charge is to be included in the proposed price provided in Attachment A.

Communication

4 | P a g e

Proposers must have a point of contact that will be available via e-mail or telephone during reasonable business hours.

Invoicing Proposer shall invoice TTD in a timely manner after each service term (weekly, bi-weekly, monthly, etc). Invoicing must include only the agreed upon items for the awarded contract. Any other invoiced items outside of the contract must be on a separate invoice.

Insurance and Indemnification Proposers must satisfy the insurance and indemnification requirements identified in Exhibit C of the form agreement (Attachment B of this RFP) and provide a copy of the required policies.

Licenses and Permits Proposers must have all federal, state and local licenses and permits necessary to provide the goods and services required in this RFP.

Experience TTD would prefer proposers have a minimum of five (5) years recent experience providing uniform and laundering services to entities operating in and around the Lake Tahoe region.

Additional Contract Provisions The agreement will be funded with federal funding from the Federal Transit Administration (FTA) and the proposer must agree to an agreement that contains all applicable FTA required contract clauses and provisions, in Exhibit D of Attachment B.

III. PROCUREMENT PROCESS

A. RFP Schedule

Date: Activity:

August 20, 2026 Request for Proposals Issued

September 1, 2026 by 3:00 p.m. Deadline for Submitting Questions

September 4, 2026 Response to Questions Posted

September 16, 2026 by 3:00 p.m. Deadline for Submittals

September 21, 2026 Virtual Interviews Completed (if required)

September 23, 2026 Notice of Intent to Award

October 7, 2026 TTD Board Approval

B. Addenda and Clarifications

Any changes, additions or clarifications to this RFP will be made by amendments (addenda).

Any additional supporting materials and addenda will be posted on PlanetBids and the TTD website, https://www.tahoetransportation.org/procurements/.

5 | P a g e

Requests for clarifications about this RFP may be submitted at any time prior to 3:00 p.m. on September 1, 2026. Requests should be submitted in writing via e-mail to: Linda Rao, Executive Assistant, lrao@tahoetransportation.org.

Responses will be posted on PlanetBids and the TTD website, https://www.tahoetransportation.org/procurements/, no later than September 4, 2026.

C. Delivery of Proposals Digital Delivery: Firms must deliver their proposal through submission on PlantBids.

Physical Delivery: Firms must deliver one (1) electronic version of their proposal on a USB flash drive and two (2) printed copies. Delivery shall be made either (1) in-person or courier service to the Tahoe Transportation District, Attn: Linda Rao, 128 Market Street, Suite 3F, Stateline, NV 89448 or (2) via mail at P.O. Box 499, Zephyr Cove, NV 89448.

Please mark the envelope as “Uniform and Laundry Services.” Proposals must be received no later than 3:00 p.m. on September 16, 2026 to be considered responsive.

Proposals shall be submitted no later than the deadline time and date specified above. A responding firm’s failure to submit proposals as required before the deadline shall cause the submittal to be disqualified.

Responding firms assume the risk of the method of dispatch chosen. TTD assumes no responsibility for delays caused by any delivery service. Postmarking by the due date shall not substitute for actual receipt of the submittal by TTD. Late submittals shall not be accepted nor shall additional time be granted to any responding firm.

D. Evaluation Process The submitted proposals will be reviewed and evaluated for responsiveness to the RFP in order to determine whether proposers possess the qualifications necessary to provide the goods and/or services.

TTD may request clarifications of proposals directly from the proposers. TTD reserves the right to waive any minor irregularities, informalities or oversights in the RFP documents, or any corresponding proposals at its sole discretion. TTD reserves the right to reject all proposals.

IV. PROPOSAL REQUIREMENTS

A. Form of Proposals

1. Cover Letter to include:

a. Name, address and telephone number of the firm's contact person; and signed by the chief executive officer, owner, or chair of the firm

b. A summary of the proposal

c. Briefly state the firm's understanding of the work to be done and the commitment to deliver the requested services necessary to operate the transit system within the proposed timeframe

d. Statement of acknowledgement of having received all addenda, if any are issued

e. Whether or not the firm is a certified DBE or Small Business Enterprise

f. Age of the firm

6 | P a g e

g. If the annual gross receipts of the firm is less than $1 million, less than $5 million, less than $10 million, or less than $15 million.

2. Detailed Proposal following the order set forth in Section B below.

B. Contents of the Proposal The purpose of the proposal is to demonstrate the qualifications and capacity of the firm seeking to deliver uniforms and provide laundering services to TTD in conformity with the requirements of this RFP. The proposal should demonstrate the qualifications of the firm.

The proposal should address all points outlined in the RFP.

The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer's capabilities to satisfy the requirements of this RFP.

Proposals should not exceed five pages (with the exception of attached materials which shall not be counted for purposes of the page limit). Attachments should be labeled as attachments and included separately with the proposal.

V. EVALUATION PROCESS

A. Review of Proposals In reviewing the proposals, TTD will consider the following evaluation criteria:

Responsiveness to RFP Experience Current client list Customer service Project understanding Price quote

TTD shall award a contract to the responsible proposer whose proposal is most advantageous to TTD, i.e., the “best value.” TTD reserves its right to award to other than the low bidder.

B. Final Selection

All evaluators may use the information submitted in the firm’s proposal to arrive at the final ranking and selection of a firm.

It is anticipated that the contract for the selected firm will be presented to TTD’s Board of Directors at the October 7, 2026 Board meeting. Final award of the contract to the selected firm will be contingent upon approval by the Board of Directors.

VI. CONTRACT AWARD

A. Notification Upon completion of the evaluation process and selection of firm, TTD will issue a “Notice of Intent to Award Contract” notification to all proposers. This notification shall contain the name and contract amount of the intended recipient of award. An agreement shall then be negotiated with the selected firm. If an acceptable agreement cannot be reached with the initial firm selected, the TTD shall proceed to negotiate with the next most qualified firm or consider reposting the RFP, if necessary.

7 | P a g e

If the selected proposer fails to provide all required information, documents, etc. in a timely manner or otherwise declines to perform, TTD may terminate negotiations and offer award to the next highest ranked proposer.

B. Rejection of Proposals

TTD reserves the right to reject any or all proposals, to make any awards or any rejections in what it alone considers to be in the best interest of TTD, and to waive any informalities or irregularities in the proposals.

If there is a reason to believe that collusion exists among any of the proposers, none of the proposals of the participants in the collusion will be considered.

TTD reserves the right to reject a proposal:

a. that is incomplete, obscure, or irregular

b. that is from a proposer who has previously failed to perform properly or to complete contracts of any nature on time

c. that contains unauthorized conditions, exceptions, limitations, or provisos

d. that contain erasures or irregularities of any kind, without initialing

e. that does not include properly completed and signed forms

C. Protest Procedures

Protest procedures will apply to all procurement actions whether by sealed bid, request for proposal or sole source and regardless of the stage of the procurement process at which the protest is filed. All protest procedures can be found on TTD’s website:

https://www.tahoetransportation.org/procurements/

VII. TERMS, CONDITIONS, AND EXCEPTIONS

A. Required Review and Waiver of Objections by Responding Firms Responding firms should carefully review this RFP and all attachments, including but not limited to the form agreement (Attachment B), for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “comments”).

Comments concerning RFP objections must be made in writing and received by TTD no later than the date specified above.

B. Submittal Preparation, Interview and Negotiation Costs TTD shall not be responsible for and/or shall not pay any costs associated with the preparation, submittal, or presentation of any proposals, and costs incurred by the responding firms during the interview and negotiations phase of the solicitation process.

TTD will not be liable for Federal, State, or local excise taxes.

TTD reserves the right to negotiate final contract terms with any firm selected. The contract between the parties will consist of the final executed contract, the RFP together with any modifications thereto, and the awarded firm’s proposal, together with any modifications and clarifications thereto that are incorporated at the request of the TTD during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, addenda to the RFP, the RFP, any modifications and clarifications to the awarded Proposer’s proposal, and the awarded Proposer’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

8 | P a g e

No announcement concerning the award of a contract as a result of this RFP can be made without the prior written approval of TTD.

C. Request for Proposal Withdrawal To withdraw a proposal, the responding firm must submit a written request, signed by an authorized representative. After withdrawing a previously submitted proposal, the Responding Firm may submit another proposal at any time up to the deadline for submitting proposals.

D. Request for Proposal Amendment TTD shall not accept any amendments, revisions, or alterations to proposals after the deadline for proposal submittal unless such is formally requested, in writing, by TTD.

E. Request for Proposal Errors Responding firms are liable for all errors or omissions contained in their proposals.

Responding firms shall not be allowed to alter proposal documents after the deadline for submitting a proposal.

F. Incorrect Request for Proposal Information If TTD determines that a responding firm has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the responding firm knew or should have known was materially incorrect, that submittal shall be determined non-responsive, and the proposal shall be rejected.

Any irregularities or lack of clarity in the RFP must be brought to TTD’s attention as soon as possible so that corrective addenda may be furnished to all proposers.

Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by an addendum or an amendment to the RFP.

Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the TTD in its evaluation of a proposal. Any misrepresentation by a proposer shall be treated as fraudulent concealment from the TTD of the true facts relating to the proposal.

G. Assignment and Subcontracting The Proposer and proposed Subcontractor(s) may not subcontract, transfer, or assign any portion of the contract without prior, written approval from TTD. Each subcontractor / subconsultant must be approved in writing by TTD. The substitution of one subcontractor / subconsultant for another may be made only at the discretion of TTD and with prior written approval from TTD.

Notwithstanding the use of approved subcontractor/subconsultant, the Selected Firm(s), if awarded a contract under this RFP, shall be the prime contractor and shall be responsible for all work performed.

9 | P a g e

A proposal submitted in response to this RFP must identify any subconsultants, and outline the contractual relationship between the awarded proposer and each such subconsultant.

The awarded proposer will be the sole point of contract responsibility. TTD will look solely to the awarded proposer for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded proposer shall not be relieved for the non-performance of any or all of its subconsultants.

H. Proposal of Additional Services If a responding firm indicates the capability and offers services in addition to those required by and described in this RFP, these additional services may be added to the contract before contract execution at the sole discretion of the TTD. The cost for any such additional services shall be mutually agreed upon by the selected firm(s) and TTD, and incorporated into the contract before contract signing.

I. Licensure Before a contract pursuant to this RFP is signed, the selected firm(s) must hold all necessary, applicable business and professional licenses. TTD will require any or all responding firms to submit evidence of proper licensure.

J. Disclosure of Submittal Contents All proposals and other materials submitted in response to this RFP procurement process become the property of TTD and will not be returned. Selection or rejection of a submittal does not affect this right. All proposal information, including any detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, indicated by approval of a contract for services emanating from this RFP by the TTD Board, the proposals and associated materials shall be open for review by the public to the extent allowed by the Nevada Public Records Act. By submitting a proposal, the responding firm acknowledges and accepts that the contents of the submittal and associated documents shall become open to public inspection.

K. Proprietary Information The master copy of each proposal shall be retained for official files and will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each responding firm will clearly label part of a submittal as "CONFIDENTIAL" if the responding firm thereby agrees to indemnify and defend TTD for honoring such a designation. The failure to so label any information that is released by TTD shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by TTD, TTD will notify the responding firm of the request and delay access to the material until seven (7) working days after notification to the responding firm. Within that time delay, it will be the duty of the responding firm to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

10 | P a g e

ATTACHMENTS

A. PRICE PROPOSAL FORM

B. FORM AGREEMENT WITH FTA FEDERAL PROVISIONS

11 | P a g e

ATTACHMENT A

PRICE PROPOSAL FORM

We have carefully examined the Request for Proposals and intend to furnish products and/or services in full accordance with the terms and conditions specified therein (unless specifically specified otherwise in our response). We hereby offer to provide TTD with the specified uniforms and laundering services. All additional charges (uniform protection, prep services, logo services, etc.) required for the proposed services are listed below under “required additions” and all product quantities not available are noted with “N/A”.

Please provide a catalog or other flyers that show all products provided in the proposal.

Estimate of current usage is provided on the price proposal form; current employee usage is:

6 maintenance staff - each having a mix of 11 long/short sleeve shirts

6 maintenance staff - each having 11 dungaree style pants

10 maintenance/facilities staff - each having 2 high vis jackets

4 facilities staff - each having a mix of 11 long/short sleeve shirts

4 facilities staff - each having 2 high vis water resistant jackets

4 facilities staff - each having a mix of 11 shorts/pants

(Please provide separate options for shirt design for maintenance and facilities)

Towel usage is provided on the price proposal form as a per week usage.