Residence Hall Laundry Services

Project Overview Minnesota State is requesting proposals to assist in developing a contract for the installation and operation of laundry services to the Winona State University residence halls. Technical/Functional Requirements 1. The vendor is required to provide all NEW washers and dryers necessary to meet the volume, feature, quality and accessibility needs of the University. o Washers to be front load, commercial quality, Energy Star rated, high speed (extract at a minimum of 600 rpm’s to reduce drying time) o Washers and dryers to be the same color and type throughout each laundry room o Washers are 120v and dryers are 208v 30 amp o Computerized washers and dryers (interact with user, cycles, self-diagnostic for fast service in order to provide total accountability); high speed dryers (to reduce drying time) o Machines should have digital read out that displays cycle length and time remaining in cycle. o The vendor should be capable of providing heavy duty (30 lb) washers and

dryers in areas appropriate and where installation requirements can be met. 2. Program or app by which students can get information on their laptops or cell phones when laundry equipment is busy or available for laundry tracking. This interface should include payment options and service options. 3. The vendor should indicate how many machines will install in each area and any electrical and plumbing needs necessary for said installation. The vendor should include plans for installing the greatest possible number of machines to maximize each laundry area. The following is a list of campus buildings, the number of machines expected in each of those facilities in which the University expects the vendor to operate, followed by the approximate number of students living in each area. Building Washers Dryers Students Conway 3 3 58 Morey/Shepard 7 7 191 Richards 4 4 159 Sheehan 12 12 354 Kirkland Hall (2 Rooms) 4 each room 4 each room 208 Haake (2 Rooms) 4 each room 4 each room 198 Prentiss- Lucas 12 12 368 TOTALS 54 54 4.The University shall determine with the vendor, areas where machines are needed for use by handicapped students. The vendor should be prepared to provide machines to meet this need on an annual basis. 5. The University shall grant the vendor the non-exclusive right to install, operate, supply, and service laundry equipment at the locations designated. Description 6. The vendor will keep, at the vendor’s expense, the said equipment in good repair condition and working order. The University expects on-site response for minor repairs within twenty-four (24) hours. Major repairs to be made within seven (7) days. The University requires the vendor to communicate about repairs and work orders. This could include access to a service log interface or emails. 7. All cost related to installation shall be the responsibility of the vendor. 8. Vendor to provide metered counters, plus complete installation of ventilation systems and appropriate power cords, vent kits, drain siphon breaks to existing hookups. The University shall provide satisfactory foundations for machines to be secured to. 9. The vendor will be required to guarantee a minimum service level which applies to all equipment placements. This service level must be defined in terms of number of customer-initiated service calls. The University will have the right to require replacement with new equipment of any washer or dryer not within the service level standard for two consecutive months or for more than four months in any twelve-month period. Vendor must specify service level standard with your proposal. 10. The University has the right to request additional washers and dryers, to meet the reasonable needs of the University, anytime during the five-year contract. Additional equipment provided will not obligate the University to extend the term of the agreement. 11. The University reserves the right to eliminate washers and dryers found to be no longer necessary as a result of organizational or operational changes. Any deletions will be accomplished with no fees or penalties charged to the University. 12. The vendor agrees that the said equipment will be kept in areas designated as the laundry rooms, and that the residents will have free and unobstructed access to the equipment during all reasonable hours. 13. In addition to machine operating instructions, the vendor must supply, in a conspicuous manner on each machine, such consumer information as to where malfunctions should be reported, where refunds may be obtained, and where comments on product quality may be made. 14. The RFP response should describe a damaged clothing claim policy and procedures. 15. Vendor shall provide a system and timeline for scheduling general/routine maintenance, repairs and cleaning with University personnel. Service and maintenance shall include, but not be limited to, cleaning machines externally and internally to ensure acceptable appearance and operation, maintenance to keep machines in excellent working condition, and regularly scheduled inspection and cleaning of vent systems. Vendor will be responsible for the maintenance and cleaning of ventilation systems from the machines to the walls. The University will be responsible for ventilation systems from the wall to the outside of the building. RFP response should address preventative maintenance procedures in addition to routine service calls; a description of what occurs on normal service calls and the frequency of these service calls. 16. The vendor shall neither assign nor transfer any rights or obligations without prior written consent of the University. Any sub-contracting by the vendor must meet thirty (30) days prior approval by the University and subject to period review. 17. The vendor agrees to operate the machines the entire year. However, where reduced usage results in specific locations due to the building being closed, then the vendor and the University shall agree that specific machines may be temporarily inoperable. The final decision as to the specific location and number of machines shall rest with the University. 18. This agreement must meet accounting guidelines for operating rents/ leases as opposed to capital leases. 19. The university may request a review of the contract if the average annualized occupancy in a regular academic year is less than 80% in the residence halls. 20. After the initial year of the contract, the parties, upon mutual agreement may adjust the specific terms, commissions or quantities of this contract where circumstances beyond the control of either party require adjustments. The terms, quantities and percentage commissions shall not be renegotiated to the disadvantage of the University. 21. RFP responses should describe formats the vendor has used at other institutions introducing students to their laundry services and laundry education resources. Response should describe any free services, etc., and how frequently they are provided to the students (i.e. free detergent, etc.). 22. Consideration will be given to any “value-added” benefits you can include in your proposal. 23. All machines supplied pursuant to these specifications shall be installed and operative no later than August 1, 2024. 24. It is imperative that the vendor not interfere with any WSU wired or wireless infrastructure. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: No. Evaluation Factors Weight 1. Commissions offered 10% 2. Work Plan 10% 3. Expressed understanding of proposal objectives 10% 4. Qualifications of Vendor and its personnel (experience of personnel who are committed to work on the contract will be given greater weight than that of the company) 10% 5. Completeness, thoroughness and detail of response as reflected by the proposal’s discussion and coverage of all elements of work listed above 25% 6. Consistency of the proposed solutions to Winona State University’s present and future needs 10% 7. Cost and the cost in relation to level of service to be provided 25% Total 100% Minnesota State reserves the right to name a date which all responding Vendors will be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified below. Selection Process The selection process includes staff representatives of Winona State University. This group will evaluate the proposals and make the final decision. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective July 1, 2024 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract(s) will be THREE years with two optional one- year extensions upon mutual agreement of both parties. If Minnesota State and Respondent are unable to negotiate and sign a contract by July 15, 2024, then Minnesota State reserves the right to seek an alternative Respondent(s). Required to View Event Prerequisites Required to Enter Bid 25 April 2024 1. Please review the background of Minnesota State 2. Please review the Notice and Authority 3. This RFx includes and incorporates Minnesota State Terms and Conditions. Responders should be aware of the terms and conditions in preparing responses to this event. Much of the language reflected in any resulting contract with Minnesota State is required by statute. If you take exception to any of the language in the terms and conditions, you must indicate those exceptions in your response to the RFx; certain exceptions may result in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in your response to the RFx will be available for discussion or negotiation. 4. Please review the Definitions to the RFx 5. Please review the Organizational Conflict of Interest policy 6. Please review and accept the Authorized Response Certification Statement. 7. Please review and agree to the Duration of Offer agreement 8. Please review the Terms of Payment 9. Required Documentation: Affidavit of Non-Collusion. Please download the attached document, complete, sign, notarize, and upload completed form with response. 10. Affirmative Action Requirements: Please review and download declaration page, complete, sign, and upload completed from with response. 11. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming Supplier Diversity must complete this form. Others can skip. 12. If applicable, please download, complete and sign, upload completed form and attach certification with response. Responders claiming TG/ED/VO preference must complete this form. Others can skip. 25 April 202425 April 202425 April 202425 April 202425 April 202425 April 202425 April 2024 Buyer Attachments 1. 2024 Expense Reimbursement 2. Sample P/T Contract 25 April 202425 April 202425 April 202425 April 202425 April 202425 April 2024 https://www.minnstate.edu/system/templates/docs/CommissionersPlan.pdf https://www.minnstate.edu/system/templates/docs/4_PTServices-Template.docx Questions Required Questions Group 1: Adherence to Minnesota State Terms and Conditions Instructions: 1.1 Minnesota State presumes a responder agrees to the terms and conditions as listed in the prerequisites of this solicitation unless a responder takes specific exceptions. The responders must explicitly list all exceptions to the terms and conditions. If no exceptions exist, type in "None" in the space provided. If exceptions exist, please include the Clause, Page Number, Suggested Change to the Clause and Explanation. 1.2 Conflicts of Interest. Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFx. The responder must explicitly list all the name of the entity, the relationship and the conflict. If no conflict exist, type in "None" in the space provided. Group 2: Company Profile Instructions: 2.1 How many years has your organization been in the business related to this solicitation? 2.2 Please provide the history of your organization or company. 2.3 Please provide your most recent audited company financial statement. 2.4 Please describe additional services your company offers that is not part of this RFP as previously described. 2.5 Please describe any value added services that your company is offering the system. 2.6 Please describe your staffed office business hours. 2.7 Describe the company, culture and values. 2.8 Describe the diversity of the proposed team 2.9 Provide a reference list of at least three relationships/partnerships with existing clients that describe a partnership similar to the one you are proposing to us. Include contact information for reference checks. Group 3: Supplier Diversity Instructions: Suppliers must complete and upload Supplier Diversity Form and certifications as defined by Minnesota State in the Prerequisites Section. 3.1 Does your company, partner or sub-contractor qualify as a diverse supplier as defined by Minnesota State in the Prerequisites section? 3.2 Does your company qualify for preference points as defined by Minnesota State in the Prerequisites section Group 4: Service and Quality Assurance Instructions: 4.1 Describe your company's quality assurance program, its requirements and how they are measured. 4.2 Identify Company standards of communication as it relates to contract performance and issue management. Issue management is an identified event that, if not addressed, may affect schedule, service, delivery quality or budget. 4.3 How does your company handle equipment breakdown to ensure timely repairs to equipment? Group 5: Proposal Plan and Pricing Instructions: 5.1 Supply a proposal of how you plan to provide, install, and maintain commercial quality laundry equipment in residence halls on campus for resident students to do their laundry. Be sure to include: • A detailed description of specific equipment proposed in your plan. • A thorough description of the services proposed and the customer service plan. Include machine monitoring/user notification options. • A thorough description of the equipment maintenance and repair plan, and preventative maintenance, including frequency. Include schedule cleaning (cleaning inside of machine and rubber seal). • A thorough description of the plan for monthly, quarterly, and annual reporting to the School. 25 April 202425 April 202425 April 202425 April 202425 April 2024