WEBS Ariba Cover Sheet.docx

RESIDENTIAL LAUNDRY PROGRAM

RFP # GSLP1124

SCOPE OVERVIEW

The Housing and Food Services Department (HFS) of the University of Washington is soliciting your response to the attached Request for Proposal (RFP) to establish a multiyear contract to manage residential laundry equipment, operations and repair services. The awarded firm will provide and own all of the laundry equipment. The residents and conference guests do not pay for laundry with each wash and dry. It is part of the housing fee (part of their rental agreement).

The residents do use their Husk Card as a credential to determine if they are eligible to use the laundry facility.

The awarded laundry firm will charge Housing & Food Services a monthly or quarterly fee for the awarded laundry program (machines, service, reporting, etc…)

We are not interested in a rent to own or lease to own proposal.

The successful Vendor will be able to:

· Assess existing facilities and provide recommendations on maximizing the use of space.

· Provide a web based customer portal for visibility into current status of machines (not in use, in use, offline, etc…).

· Respond to service calls in a timely manner.

· Provide preventative maintenance.

· Provide mobile application for residents and HFS staff.

· Provide excellent customer service to residents and staff.

TIMELINE

9:30AM ~ 12:30PM

12:00PM

5:00PM

MANDATORY HOSTED WALKTHROUGH

A mandatory hosted walkthrough will be held for all interested parties.

WHERE: Maple Hall Lobby (NE Campus Parkway entrance) DATE: Friday, Feb 21, 2025 TIME: 9:30 AM start through approx. 12:30 PM.

HFS is not responsible for parking arrangements or transportation during walkthrough.

Through these tours, we will view various laundry rooms. Vendors are welcome to take measurements and photographs of spaces shown during hosted walkthrough.

ROUTE

Tour West Campus (Alder, Poplar, Cedar, Elm, Lander, Maple, Terry, Mercer) Drive separately to North Campus

Tour North Campus (Hansee, McCarty, Madrona, Willow, McMahon, Oak)

Final comments and end of tour.

MINIMUM QUALIFICATIONS

Proposals will be reviewed and considered from suppliers meeting the following minimum qualifications:

Mandatory:

· Ability for HFS staff superusers to set all machines to require authentication for use, or unrestricted wash and dry mode remotely as needed by machine and/or by laundry room. HFS plans for changes to groups of machines twice or more per year in June and September to support use of selected laundry equipment by conference groups or other users without access to mobile device accounts or other credentials. Additional changes may be necessary to meet changing customer needs. Configuration changes should be able to take effect remotely using ‘over-the-air' technology or similar, without in-person hardware or firmware configuration. Ideally, configuration changes would take effect immediately or be scheduled for a specific time and date.

· Have a repair team in the Puget Sound Region of Washington State which can respond to Univ. of Washington in a timely manner.

· Attended the mandatory walkthrough.

· Provide units (new or refurbished) and repair service for Dining staff back of the house and custodial teams to use. Access controls or remote configuration are not needed for these units. The ability to collect statistics is not required.

· Provide in-apartment units and repair service for Live-In Staff with washers and dryers. Access controls or remote configuration is not needed for these units. The ability to collect statistics is not required.

· References of similar volume and complexity.

· The ability and staffing to consistently have equipment in working order within 24 hours of a repair call. HFS understands if there are occasional delays for parts.

· Mobile app with activation, laundry status, notifications, laundry access controls, and the ability to report service needs. The mobile app shall be available in both the Apple App Store and the Google Play Store.

· Provide customer support for mobile app end-users.

· Provide alternative authentication methods for users without compatible cell phones or the ability to use a mobile device, such as, but not limited to RFID cards.

· Provide authentication mechanisms that are revokable by user, or group if applicable, for the mobile application.

· Provide laundry room instructional signage and educational materials for mobile app and laundry machine use as requested by HFS.

GENERAL ACCESS INFO

This solicitation is being conducted solely through the University of Washington’s Workday Strategic Sourcing system. UW reserves the right to modify the above timeline as needed but will notify all of the Bidders of any modification via the Workday Strategic Sourcing system.

All correspondence and responses must be submitted Via the Workday Strategic Sourcing system.

All solicitation documents including attachments, forms, questionnaires, addenda, meeting zoom link, etc. are published within the solicitation.

Click on this link to access Documents:

https://university-of-washington.us.workdayspend.com/rfps/846001

Important: If you have never utilized the Workday platform, you will need to set up a profile.

If you provide the one team member you want added to the sourcing event, I can add them. Just send me their name, title and email.

When setting up your profile you may find it helpful to add additional contacts to one primary profile and avoid multiple duplications of a firm, which can occur when individuals set up separate profiles for the same company. Multiple entries for the same company may result in confusion with bid submission.

Please ensure that your information is accurate when setting up your profile and verify that your profile’s time zone is correct.

Thank you, Graham Sherwood grams@uw.edu Procurement Manager Housing & Food Services/Purchasing Ph 206-685-9074 Fax 206-221-5325 image1.jpeg