Y25-1064,_Attachment_A_-_Scope_of_Services_-_Final.pdf

Invita�on for Bids #Y25-1064-KC Title: Laundry and Dry-Cleaning Services for the OCCC Atachment A

SCOPE OF SERVICES

The Orange County Conven�on Center (OCCC) is a premier, high-profile facility that demands top-�er support services. As one of the na�on’s leading conven�on centers, the OCCC features an extensive range of venues and ameni�es that require the highest level of hospitality, service, and aten�on to detail. In regard to Laundry and Dry-Cleaning Services, this translates to the need for comprehensive, reliable, and �mely cleaning solu�ons to ensure that all linens and related materials are maintained to the highest standards. These services are essen�al to suppor�ng the OCCC’s commitment to excellence and enhancing the experience of the groups, organiza�ons, and companies that host conven�ons, mee�ngs, and events at the facility. To fulfill this requirement, the Contractor shall provide laundry and dry-cleaning services for its table linens, stage skirts and risers.

1. DESIGNATED REPRESENTATIVE

The OCCC representa�ve will be the Event Setup Supervisor or designee. Any ques�ons regarding normal opera�ons and services shall be directed to the Event Setup Supervisor.

This is a performance-based contract. The Contractor is expected to fully perform these services in accordance with generally accepted industry standards.

2. SERVICE REQUIREMENTS

The Contractor shall perform the services under this contract, per the following requirements:

A. Pick-Up Loca�on – West Building (9800 Interna�onal Drive, Orlando, FL 32819) The Contractor shall pick-up linens to be cleaned at the Dock Receiving Cage area located in the central receiving Event Set-up loca�on in the OCCC West Building (Atachment B). OCCC staff will place the soiled linens in OCCC-provided linen carts in the designated pickup and receiving area located at the top of the ramp by the dock. Each linen cart shall be marked "OCCC". The Contractor shall transfer soiled linen carts from the receiving cage area to Contractor's vehicle to transport to their laundry facility for cleaning. The OCCC loading dock is four (4) feet high, therefore the Contractor is required to provide a truck equipped for loading and off-loading at that height.

B. Deliveries The Contractor shall ensure that all cleaned laundry items are delivered to their original respec�ve pick-up cage/dock loca�on area, unless no�fied by the applicable OCCC representa�ve. Deliveries of cleaned items shall be transported in the carts marked “OCCC”, same as used for pickup. All cleaned items delivered shall be bundled in packs of ten (10) and protec�ve wrapped, unless otherwise directed. Contractor shall ensure all OCCC linen items are cleaned separate and not combined with linens from other customers.

C. Standard Pickup and Delivery Times and Schedule

1. The Contractor shall provide linen pick-up and delivery services daily, seven (7) days per week, during normal opera�ng hours of 7:00 AM to 7:00 PM. The OCCC may modify the pick-up and delivery schedule as necessary to support event opera�ons, with at least twenty-four (24) hours’ no�ce provided to the Contractor by phone or email.

2. OCCC reserves the right to request pick-up and delivery more than one (1) pick-up and delivery per day, if necessary. The OCCC will provide the Contractor with advance event schedules to assist in service planning for mul�ple shows or high-volume periods.

3. The Contractor shall maintain a standard forty-eight (48) hour maximum turnaround �meframe from item pick-up to return of items to the OCCC. For example: Pick-up at 9:00am on Tuesday, return clean linens on Thursday at 9:00am.

D. Contact Informa�on The Contractor shall provide OCCC with standard and emergency contacts and phone numbers for these services. The Contractor shall maintain and regularly update this list to ensure accurate contact informa�on is available to OCCC staff at all �mes throughout the life of the contract.

E. Linen Return Delivery Documenta�on When returning clean linens to the OCCC, the Contractor shall provide a writen count, by linen size, at the �me of delivery. Using a format same as shown on the Fee Schedule may be adequate. An authorized OCCC representa�ve will be available at each delivery to acknowledge receipt of items.

The Contractor's invoice shall clearly iden�fy the delivery date, unit price, and total piece count by item and separated by size and color.

F. Miscellaneous Size/Item The OCCC may request the Contractor to clean a custom or non-standard linen item (such as a table runner, banner, etc.) that is not otherwise listed on the Fee Schedule. These item(s) shall be cleaned, shrink or protec�ve wrapped, and returned, and shall be listed on the invoice under the “Miscellaneous Size or Item” line item, at the price the contractor determines as the best price for that item, on a case-by case basis.

G. Cleaning Specifica�ons All items shall be cleaned and pressed in accordance with the atached care instruc�ons. All size specifica�ons contained in this document are approximate, based on linen standards.

H. Equipment, Facili�es and Personnel Due to the substan�al volume of services required under this contract, the Contractor shall possess and maintain sufficient opera�onal resources to ensure �mely, con�nuous, and efficient service. These resources shall include, but are not limited to:

1. An adequate number of trained and qualified personnel to perform all the required services;

2. Appropriately sized and sufficient quan��es of commercial-grade equipment capable of handling peak volumes without service delays;

3. Facili�es of adequate size and layout, properly equipped to support large-scale opera�ons, ensuring proper workflow, storage, and sanita�on;

4. Regular maintenance of all equipment and facili�es to prevent opera�onal disrup�ons and ensure compliance with health and safety standards.

I. Clean and Bundled Linens Packaging

1. The Contractor shall ensure that clean linen is not placed in direct contact with floor surfaces.

2. The Contractor shall ensure that table linens, stage skirts and risers are cleaned, ironed, folded and packed ten (10) to a bundle and shrink-wrapped or other protec�ve wrapped at �me of delivery.

3. Any items delivered in quan��es of less than a 10-pack bundle shall be shrink-wrapped or other protec�ve wrapped, with the item count clearly marked on package.

J. Package Delivery Labeling The Contractor shall label each delivered package with a brief descrip�on of the contents, including size and color, package count, and date cleaned.

K. Invoicing Requirements

1. Upon delivery and acceptance of service, associated costs along with suppor�ng documenta�on shall be submited via properly executed invoice to the appropriate Fiscal Sec�on. The Contractor shall reference the contract number and the appropriate delivery order number on all invoices. Format of invoices shall align with delivery orders, unless otherwise agreed to in wri�ng. Payment shall be made in accordance with Florida Statute 218, Local Government Prompt Payment Act. Payment for accepted equipment, goods, and services shall be accomplished by submission of an invoice to:

Orange County Conven�on Center Fiscal & Opera�ons Support Division, Accounts Payable

PO Box 691509 Orlando, Florida 32869-1509

If emailed, please send to: OCCC-AP@OCFL.net

At minimum, an invoice shall contain the following informa�on:

• Contract Number

• Purchase Order / Delivery Order Number

• Date of service

• Service loca�on

• Line items per the delivery order, including descrip�on and quan�ty of each item

• Unit Prices in accordance with the Fee Schedule

2. The County shall review invoices for required informa�on. The County retains the right to reject an improper or incorrect invoice.

3. Contractor shall not invoice the County for any services not accepted by the County.

Should the County receive such invoices, they will be rejected.

4. The Contractor shall submit monthly statements of unpaid invoices to each department ordering services under this contract.

At minimum, the statement shall contain the following informa�on:

• Statement date

• Invoice numbers

• Invoice dates

• Invoice total or unpaid balance if different from invoice total

• Delivery order number corresponding to each invoice listed

• Balance carry forward

• Cumula�ve outstanding balance

5. Statements shall be sent to the Fiscal and Opera�onal Support Division, Fiscal Sec�on, by the fi�eenth (15th) of each month for services performed in the prior month, or as otherwise requested by the County.

mailto:OCCC-AP@OCFL.net

OCCC Linen Recommended Cleaning Informa�on by Size

ITEM MATERIAL CARE INSTRUCTIONS

6' x 18" x 30" Custom Conference Table Linen

6' x 30" x 30" Custom Conference Table Linen

8' x 18" x 30" Custom Conference Table Linen

8' x 30" x 30" Custom Conference Table Linen

100% Polyester flame retardant

• Wash with like colors and fabrics.

• Use mild detergent.

• DO NOT use Fabric So�eners.

• DO NOT Bleach.

• Use water temp no more than 120°F.

Permanent Press Wash.

• Load washer to no more than 60% capacity.

• Short Extrac�ng cycle (2-4 min.

depending upon load)

• Do not load dryer to more than 50% capacity.

• Tumble Dry on synthe�c cycle (3-5 min) at 110°F.

• Remove immediately, use steam tunnel or iron. If iron, use COOL IRON.

• For Touch up, use cover cloth between fabric and COOL IRON.

90" x 90" Table Linen 50/50 Coton Poly and 100% Spun Poly

• Use mild detergent.

• Use water temp no more than 120°F.

• Permanent Press Cycle Only.

• Load machine to no more than 60% capacity.

• Once started, linens shall be expedited through all processes.

• When washing at high temperatures, use gradual cool down or split rinses un�l load is cool to avoid thermal shock.

• Remove promptly.

• Do not load dryer to more than 50% capacity.

• Tumble dry to 120°F.

• Remove immediately, iron or press.

8' long by 4' to 6' Adjustable Height Stage Skirts

Box Pleated Coton Velour Dry clean only

8' long by 16” to 32” Adjustable Height Riser Skirts

Box Pleated Coton Velour Dry clean only