Materials Distribution Services

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LAUNDRY SERVICES TO INCLUDE STORAGE

SPECIFICATIONS

1. EQUIPMENT, UTILITIES, SUPPLIES AND SPACE USE, MAINTENANCE, REPLACEMENT AND SANITATION:

a. The Contractor shall furnish all equipment, utilities, supplies and space herein specified and all management and labor necessary for the efficient, sanitary and ecologically sound provision of the laundry services.

b. This contract document represents the initially desired service but it is intended that at regular intervals during the duration of the contract, the amount of required service shall be examined by Housing and the Contractor with the objective of providing the best possible service. Housing will require a number of changes in pick-ups and deliverie

c. Ownership of all laundry items shall remain with Housing.  However, the Contractor agrees to take such measures as may be reasonably required, for the protection against loss by pilferage or destruction.  The Contractor shall have full responsibility for the costs of any damage or loss of laundry items caused by the negligence of the Contractor or its employees.  The Contractor shall reimburse Housing for any piece of laundry damaged by neglect or carelessness in the laundering process. 

d. The Contractor must return the same number of clean linens to the location where soiled linens were previously picked up. For example, 100 towels are picked up from Ogg Hall; the same 100 towels are to be returned to Ogg Hall unless told otherwise by Housing staff.

e. The Contractor shall meet, upon request of Housing, with Purchasing Services and/or authorized committees to effect adjustments in operations, and shall cooperate at all times to maintain maximum efficiency and good public relations with students, guests and staff.

f. Equipment carts and bags shall be provided by the Contractor and kept in well-maintained condition.  Broken or damaged carts must be repaired or replaced immediately.  Clean carts should be provided as needed.

g. The Contractor shall adhere to the highest standards of cleanliness and sanitary practices, to insure continual sanitation in all functions and matters related to the execution of the terms of this contract.

2. SECURITY:

    Contractor’s employees shall not admit anyone into ANY Housing building.

3. LAUNDRY SERVICE REQUIREMENTS:

a. Laundry activity will vary greatly from building to building.  The delivery schedule may change during the summer with some Residence Halls having two to three pickups and deliveries per week and others having none. The University shall cooperate with and advise the Contractor regarding schedule routing and stops to minimize fuel consumption and service cost. Housing will supply the following to the Contractor:

        i. Information on what conference group is in which building and when.
        ii. A specific drop off point for each building.
        iii. Contact information for each building which will include; primary contact and a secondary contact with their phone numbers.
        iv. Season start-up quantities for linen that must be delivered to each building at start of conference season.

b. Laundering is to include washing, and drying as normally required in quality laundry service.

c. All items shall be washed, extracted, tumbled as required, with only non-allergic soaps, detergents, bleaches or other chemicals to render the finished products clean.

d. All laundry is to be processed to produce first quality work with minimum of wear and tear on the fabric.  Laundry is to be handled carefully and expeditiously to avoid and remove stain and mildew (mildicide is to be used to control mildew).  Finished work on all white materials to be uniform in appearance and sharp white in color.  As our sheets and cases receive heavy use, they are to be laundered with a washing formula designed for those soil conditions.  To prevent cement stains, care shall be taken to insure damp linen does not come in contact with concrete.

e. All linen must be folded neatly and uniformly and packaged by type, e.g., sheets together, pillow cases together in the following quantities: Fitted sheets 25, flat sheets 15, pillow cases 100, mattress pads 30, blankets 15, bed spreads 30, towels 25, wash cloths 120, and hand towels 50 per package.

f. Stained linens and those requiring repair must be packaged separate from good linens.

g. Laundry must be neatly done to avoid wrinkling and must be folded correctly and uniformly. Linens must be folded and stored wrinkle free and have a pressed appearance when used.

h. Blanket washing and drying to be handled with extreme caution to avoid shrinkage and color loss.  Washing, rinsing and drying to be done at a temperature that avoids excessive shrinkage. Sour in the last rinse. If tumbler is used for drying, avoid excessive heat and avoid tumbler wrinkles.

i. Items failing to meet University washing standards will be returned for rewash at no cost to the University.  The University will label rewash as such.  Salvage wash is a University responsibility (body stains, etc.) and will be laundered at the regular rate.  The University will label such items as salvage wash.

j. There may be occasions when the University may request the Contractor to make repair of laundry items.  Term and prices to be determined by mutual agreement of the University and Contractor.

k. Carts must be furnished by the Contractor as required and must be rust free, clean, and in good condition for use.

l. Linen must be stored in a clean, temperature controlled, pest free, storage facility.

m. Contractor to supply Housing with pre and post conference counts of linen stored in their facility.

n. Contractor to supply Housing with the total amount of linen laundered by item.

o. Deliver conference start up linen, as determined by Housing, to all buildings.

p. Contractor or its principles must be in the business of providing laundry services and must have done so for the past three years.

q. Contractor must have covered telephone service from 7:00 a.m. to 5:00 p.m. CST/CDT Monday through Friday in order to respond to requests for service.

r. Turnaround times may be as short as 2 to 3 days, failure to accept this delivery requirement may disqualify your bid.

s. Contractor shall be financially responsible for obtaining all required permits, licenses, and bonding regulations and shall assume liability for all applicable taxes including but not limited to sales and property.

t. Contractor must have the ability to pick up linen from a building and return it to that same building when laundered.

4. RESIDENCE HALLS DELIVERY REQUIREMENTS:

a. For the purpose of this contract, most of the Residence Halls schedule is 2-3 times per week, during the summer months (mid-May through August) for most of the buildings, Monday through Friday, 8 a.m. to 3 p.m. No entry will be allowed into secured storerooms after 3 p.m. unless arrangements are made beforehand with the day to day operations person or appointee at 608-262-2377. Eagle Heights Daycare schedule is weekly throughout the academic year and summer term. Pick-up and delivery on average 35 sheets weekly average for Eagle Heights must be before 11 a.m. Soiled laundry will be packed in laundry bags or hampers supplied by the Contractor. All equipment must be rust free, clean and in good condition for use. Each location delivery of clean items shall be accompanied by an itemized deliver ticket for University records indicating the item description, count, date, location, and item rate and total cost. 

b. Delivery of clean items shall be packaged and labeled as to the contents. Delivery to units should be packaged in bundles, in the specific quantity, as noted above, per item.  Clean items will be delivered in clean carts on casters and not exceed 100 lbs. Laundry for Merit House and Susan Davis House should be delivered to Chadbourne Hall in carts. Accurate inventory is critical and the responsibility of the Contractor. At all times, the Contractor should be able to provide the specific location of the inventory, whether it is in the residence halls, in the laundering system or in storage.  Reports with this information will be sent monthly to the contracts day to day operations person. These reports will include a beginning inventory, ragouts and current inventory including its locations. Items that are ragged out will be determined by the University and numbers will be shared monthly with the Contractor for their inventory records. Any inventory issues, must be addressed within 24 hours of realizing there is an issue. At the end of the summer, a final inventory will be taken by the Contractor  and Housing and any discrepancy over 10% will be resolved by the Contractor, either by finding the missing items (in collaboration with the University) or by reimbursing the University at a market rate per item missing. 

5. EMPLOYEE IDENTIFICATION:

            All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge (provided by the Contractor at the Contractor’s cost) showing they are employees of the Contractor.  Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required.

a. Adams Hall - 1520 Tripp Circle
b. Barnard Hall - 970 University Avenu
c. Bradley Hall – 650 Elm Drive
d. Chadborne - 420 N. Park Street
e. ole Hall - 625 Elm Drive
f. Eagle Heights Daycare - 401 Eagle Heights Drive
g. *Kronshage Hall consists of eight “houses” Two or more of the following houses will require weekly pickup:  Turner, Mack, Jones, Swenson, Gilman, Showerman, Conover, Chamberlin
h. Kronshage Hall - 1650 Kronshage Drive*
i. Elizabeth Waters Hall - 1200 Observatory Drive
j. Merit House - 917 W. Dayton St.
k. Slichter Hall - 625 Babcock Drive
l. Tripp Hall - 1510 Tripp Circle
m. Witte Hall - 615 W. Johnson Street
n. Sullivan Hall - 635 Elm Drive
o. Smith Hall – 35 N. Park Street
p. Phillips Hall – 1950 Willow Drive
q. Lakeshore phase 1 – opening fall of 2012- 640 Elm Drive
r. Ogg Hall – 835 W. Dayton Street
s. Sellery Hall – 821 W. Johnson Street
t. Susan B Davis  – 917 W Johnson Street
u. Lakeshore phase 2 opening fall of 2013

7. LINEN:
Approximate on hand quantities and descriptions:

Revision History