Commercial laundry and linen services

The State of West Virginia, through the Office of Shared Administration (OSA) on behalf of William R. Sharpe, Jr. Hospital in Weston, Lewis County, seeks to establish an open-end master agreement for commercial laundry and linen services under solicitation ARFQ WSH2600000001. The procurement encompasses three integrated service components that must be awarded as a single contract: laundry and washing of healthcare linens (including aprons, thermal blankets, patient gowns, pillowcases, sheets, towels, underpads, and washcloths); washing of mops (microfiber, string, and dust mops); and provision and bi-weekly exchange of floor mats. The vendor must deliver clean linens and mops twice weekly (Mondays and Thursdays, between 4:00-8:00 AM EST, though alternative schedules may be negotiated) and maintain sufficient inventory to replace all soiled linens taken for laundering, with the hospital maintaining approximately 60 mats requiring complete changeover every two weeks and an estimated 4,500 pounds of clean linens delivered per pickup, totaling approximately 432,000 pounds annually. The selected vendor must comply with Joint Commission (JACHO), Occupational Safety and Health Administration (OSHA), and all applicable federal, state, and local healthcare linen management regulations; be registered with the West Virginia Secretary of State's Office; provide Safety Data Sheets for all chemicals used; and designate a primary contract manager and identify service personnel requiring facility access. Award shall be made to the vendor submitting the lowest Grand Total cost that meets all specifications, with the initial contract term of one year subject to renewal upon mutual written consent with thirty days' notice prior to expiration. The question deadline is September 15, 2025, at 12:00 PM EST, and sealed bids are due September 22, 2025, at 1:00 PM EST, submitted electronically through wvOASIS or in physical form to the OSA Purchasing Division at One Davis Square, Room 107, Charleston, WV 25301.

The solicitation is subject to federal procurement requirements under 2 C.F.R. 200.317-200.327, as the contract may be funded wholly or partially with federal funds, and therefore incorporates mandatory federal contract provisions including minority business and women's business enterprise participation considerations, domestic preferences for U.S.-produced goods and materials, and compliance with debarment and suspension verification through SAM. Vendors must execute a Purchasing Affidavit certifying they are not in default on monetary obligations to the state or political subdivision and do not owe debts exceeding one thousand dollars in aggregate, with limited exceptions for contested or payment-plan items. No set-aside designations for disadvantaged enterprises or specific incumbent vendor information are detailed in the solicitation materials. The State of West Virginia is exempt from federal and state taxes and will not reimburse such taxes; all pricing must be firm for the life of the contract and include mileage, travel costs, and travel time, with payment made in arrears upon proper invoice or receipt of goods and services via electronic funds transfer or P-Card. No specific award value or budget range is provided in the solicitation documents, as vendors must complete pricing pages by entering rental costs for each line item based on the estimated quantities detailed in Exhibit A. The contract is contingent upon legislative appropriation of funds and may be cancelled by the Agency with thirty days' written notice.