Information Technology Services
One Card Office
Stoddard Hall 24C
Northampton, MA 01063
Tel. # (413) 585-3082
Fax # (413) 585-3073
Email: rportala@smith.edu
REQUEST FOR PROPOSAL
(RFP)
Laundry Services
Issued February 14, 2013
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Smith College Request for Proposal (RFP) Laundry Services
TABLE OF CONTENTS
1. Overview
2. Submission Requirements and Questions
3. RFP Terms & Conditions
4. Decision Criteria
5. RFP Response Specifications
6. Proposal Requirements
7. Contract Terms and Conditions
Attachments:
Smith Laundry Pricing and Commission Sheet.xlsx - Excel Spreadsheet with 1 tab
Smith Laundry Machine Sales by Location.xlsx – Excel Spreadsheet with 1 tab
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Smith College Request for Proposal (RFP) Laundry Services
Request for Proposal
1. OVERVIEW
Smith College is seeking a partner to provide laundry services for its campus residence halls that is reasonably priced and
customer service oriented. The program must offer energy efficient well maintained quality equipment with a reasonable
financial return and/or cost to the College. The College feels strongly about providing the highest quality laundry services
at the lowest possible prices to the student residents.
The College currently has 43 residence hall locations serving between 10-150 students per residence house. Some houses
have as many as 6 washers and 6 dryers while others have 1 washer and 1 dryer. In total there are approximately 97
washers, 37 dryers and 66 stacks.
The College currently has a commission based contract that is ending and would like to take the opportunity to examine
whether a fixed rate model would better serve the College. Hence, as part of this RFP process, the College is requesting
that all RFP responses provide both Fixed Rate and Commission based pricing.
Under a commission-based model, laundry machines would need to be equipped to accept both coin and Smith’s student
ID card for payment. Smith is interested in commission offers based on the laundry vendor covering 100%, 50% and 0% of
the upfront reader cost.
Under the fixed-rate model the college would incorporate a laundry fee onto student’s room rates and would not
implement laundry readers. Laundry machines would operate at no change to students during the regular semester and
would need to be changed to coin-operated over the summers.
2. SUBMISSION REQUIREMENTS
2.1 Communications
2.1.1 Vendors are to direct all communications and questions regarding this RFP to: rportala@smith.edu
2.1.2 All questions must be submitted via email and will be responded to via email to all registered respondents.
2.2 Request for proposal instructions
2.2.1 Respondents are expected to thoroughly examine the proposal and instructions. If you intend to submit a
response to this RFP, please indicate such intent via e-mail (rportala@smith.edu) by 2:00 PM EST February 20th 2013.
Upon receipt of your email, Rico will email back saying that he received your email. If you do not receive a confirming
email, please check the email address to ensure you sent it to the correct email box.
2.2.2 As part of this RFP process, we are asking all participants attend the mandatory meeting and walk-through scheduled
for February 21st, at 1:30 PM. The meeting will be held at the Stoddard Hall G4 conference room for us to discuss the
parameters of the laundry needs on the Smith College campus. Following the meeting we will visit 3 or 4 laundry room
locations on campus. The street address for Stoddard Hall is 23 Elm Street where metered parking is available in the front
of the building along Elm Street and the adjacent Bedford Terrace.
2.2.3 Proposals are due by 2pm EST on March 6th 2013. Respondents should allow sufficient time to insure the timely
receipt of their proposal. Bids must be submitted via email, in Microsoft Word and Excel formats only, to:
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Smith College Request for Proposal (RFP) Laundry Services
rportala@smith.edu. In addition, please send 7 original paper copies, to: Smith College One Card Office, Stoddard Hall
24C, Northampton, MA 01063 Att: Rico Portalatin. Any questions concerning the RFP should be directed to the following email
address: rportala@smith.edu, Smith intends to finalize negotiations and award a contract by the beginning of April 2013.
2.2.4 An Officer or Director of your company who is legally authorized to enter into a binding agreement must sign be the
person who signs the proposal.
2.2.5 Smith College reserves the right to reject incomplete proposals and proposals received after the due date. Vendors
should note any exceptions to the RFP requirements in their proposals.
2.2.6 You are responsible for the accuracy of the information submitted.
2.2.7 The attached Excel spreadsheet contains the locations and annual revenue for coin and card sales The Excel file
should also be used to submit pricing as instructed in this RFP. Other information requested in this RFP should be
documented this Word file.
2.2.8 Provide detailed information on any elements of your service or standards that may assist us in our evaluation.
2.3 Proposal submission
2.3.1 Proposal must address all issues outlined in this RFP
2.3.2 Proposal pricing must include machine installation, machine pick-up and any/all maintenance costs.
2.3.3 Proposals must include three references, preferably educational institutions or companies with a comparable sized
work-force that has signed an agreement within the last three years within a 100 mile radius of Smith College.
2.3.4 Proposals should include steps the vendor has taken to be environmentally sustainable.
2.3.5 Proposal should include general on call service guarantees
2.3.6 Proposal should include both a flat rate and commission based offer.
2.4 Machine Standard
2.4.1 ALL washers and dryers will be energy star rated
2.4.2 ALL dryers will be gas dryers
2.4.3 ALL washers will be front loading
2.4.4 ALL washers will be high efficiency (HE) coded washers
2.5 Machine Installation and Set-up
2.5.1 Laundry vendor will be responsible for the installation and positioning of all laundry machines and will assist the
college in completing the connection to utility services including water for washers and gas for dryers.
2.5.2 All dryers require a gas connection and vendors will be required to pull appropriate license in accordance with
Massachusetts state law.
2.5.3 Should Smith elect the FREE start services and a Laundry Monitoring Unit then existing data connects for old laundry
readers will be used for connecting Laundry Monitoring Unit to network.
2.5.4 Would dryer installation include a complete dryer vent renovation or only connection to existing vents? Please
describe.
2.6 Card Reader Hardware and Set-up
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Smith College Request for Proposal (RFP) Laundry Services
2.6.1 The laundry card readers will be installed on a wall starting at a designated data-drop location within each laundry
area.
2.6.2 Smith requires that your installation responsibilities include the mounting of the reader to the wall and the
connection of the data drop to the card reader itself.
2.6.3 All wire running from the card reader to the laundry machines must be covered by armored cable, wire molding or
similar to prevent wires from being exposed or dangling from walls.
2.7 Washer/Dryer Instructional Signage
2.7.1 Clear instructional signage shall be provided and prominently hung in each laundry room at or near machine
locations by the vendor awarded this contract.
2.7.2 Signage must be adequate enough to provide customers with clear visual information on available settings/cycles,
cost, washing & drying times and contact information for trouble and/or refund requests.
2.7.3 Signage must be reviewed each year and updated and replaced as needed.
2.7.4 Signage must contain the name of the company and contact information.
2.7.5 Please provide samples of signage described above.
2.9 Licenses and Permits
Vendors will provide all local, state and federal licenses and permits necessary to cover all contractual services to Smith
College at the time the contract becomes active.
2.10 Service Vehicle Parking
Parking of contractor and employee vehicles will be the responsibility of the vehicle owner. The contractors are subject to
all Parking Regulations existing on campus. All service vehicle drivers are instructed to obtain a visitor parking pass
between the hours of 8:30am-4pm at the Smith College Campus Police Parking Office on 126 West St. Outside these hours
service vehicles are allowed to park at any “white line” spaces or at designated service vehicle parking locations.
3. RFP TERMS AND CONDITIONS
3.1 No Contractual Relationship
Nothing contained in this RFP creates, nor shall be construed to create, any contractual relationship between Smith College
and any Vendor. Smith College makes no commitment in or by virtue of this RFP to purchase any services or supplies from
any Vendor. Nor does receipt of any Vendor's proposal place Smith College under obligation to enter an agreement to
purchase supplies/services with that or any other Vendor. Such Agreement shall be in a form acceptable to Smith College
and shall be signed by both parties. The Vendor agrees to incorporate its representations set forth in its response to this
RFP concerning performance into the Agreement. Each proposal shall constitute an offer, which remains valid for a
minimum period of 6 months after the proposal submission date. Any proposal submitted by a Vendor is subject to review
and negotiation by Smith College.
3.2 Confidentiality of information:
This RFP, and all information provided to the Vendor in connection herewith, is Smith College’s confidential and
proprietary information. The Vendor may not disclose this RFP or any information that Smith College may provide to any
other person or entity without the prior written approval of Smith College. The Vendor may use such information solely
for the purpose of responding to this RFP. Absent Smith College’s written permission, the Vendor may not disclose to any
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Smith College Request for Proposal (RFP) Laundry Services
third party or person that it has received this RFP, the substance of this RFP, or any decision with respect to the Vendor’s
proposal.
3.3 Confidentiality of proposals:
The Vendor’s proposal shall become the sole and exclusive property of Smith College. Smith College reserves the right to
modify, reject, or use without limitation any or all of the ideas from the proposals. Smith College will not disclose Vendor’s
confidential information in the proposal clearly marked as such, i.e., that which is not otherwise publicly available, to any
party other than its attorneys, representatives, regulators, or staff in connection with the preparation of this RFP and the
evaluation of such proposal. In the event any information supplied to Smith College is confidential, please note such
confidentiality in a separate letter.
3.4 News releases:
Vendors who are submitting a proposal are not at liberty to discuss this RFP outside the Smith College community. If a
Vendor is awarded an agreement, they are not to release the details of this RFP without written permission from Smith
College
3.5 Proposal costs and liability:
Expenses incurred in preparing and presenting a proposal to Smith College is the sole responsibility of the Vendor and may
not be charged to Smith College in any way. The Vendor specifically agrees that Smith College shall not have legal liability
of any kind for its actions in releasing this RFP, or considering and choosing among the proposals. Nor shall Smith College
accept any liability or responsibility for the Vendor’s actions vis-à-vis Smith College or any third party in receiving and
responding to this RFP.
3.6 Basis for Award of Agreement
You are hereby advised that Smith College is not committed to any course of action as a result of its issuance of this RFP
and/or its receipt of a quote from you or other firms in response to it. In particular, you should note that Smith College
might:
3.6.1 Reject any proposal that does not conform to instructions and specifications that are issued herein
3.6.2 Reject proposals after the stated submission deadline
3.6.3 Negotiate with one or more Vendors
3.6.4 Award a contract in connection with this RFP at any time
3.6.5 Award only a portion of the contract
3.6.6 Make no award of a contract
3.6.7 Contract with a Vendor that does not offer the lowest price
3.6.8 Reject all proposals, if it so decides
3.6.9 You are also advised that Smith College will not reimburse your firm for any proposal preparation costs or other
work performed in connection with this RFP, whether or not your firm is awarded a contract.
3.7 Amendments to RFP:
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Smith College Request for Proposal (RFP) Laundry Services
Smith College reserves the right to amend, modify, withdraw, cancel, or terminate this RFP at any time. If the RFP is
amended or modified, it will be in writing from Smith College. Vendors are required to acknowledge all amendments in
writing.
3.8 Exceptions to the RFP:
Any exception to the RFP by the Vendor must be explained in detail, in writing. An exception is defined as the Vendor’s
inability to satisfy a requirement in the manner specified in the RFP. If the Vendor provides an alternative solution, the
costs and the benefits of the alternative solution must be completely explained as well as any assumption made in
proposing such solution.
4. DECISION CRITERIA
Smith College will utilize the following capabilities (not necessarily in this order) in choosing a Vendor:
4.1 Equipment quality and efficiency
4.2 Service level guarantees
4.3 Implementation plans
4.4 Other distinctive capabilities
4.5 Commission and/or Flat Rate
5. RFP RESPONSE SPECIFICATIONS
NOTE: Unless otherwise expressly stated herein, all quotations furnished pursuant to this request shall be deemed to
be offers. Any exceptions to this RFP must be clearly and specifically noted. Smith College reserves the right to reject
any or all offers for any reason.
5.1 The period of this contract is 7 years, with two one-year extensions mutually agreed upon by Smith College and the
Vendor.
5.2 Smith will be implementing a CBord CS Gold system concurrently with the change over of our laundry provider.
The proposed laundry reader for the new card system is the CBord LR 3000 Online Laundry Controller. The cost of
the readers, which includes 41 active and 1 spare controller, is $73,935.
5.3 The Vendor will be Smith College’s primary provider of laundry service on the campus.
5.4 All responses to questions and specific bids must be provided in a concise yet detailed manner on the computer
files (either Excel or MS Word), that have been included in this package.
5.5 All prices must be in US dollars and cents.
5.6 The initial laundry rate, under a commission-based program for summer usage under a “free-start” program, would
be $1.50 per load for coin usage.
5.7 Smith College reserves the right to change items placed for quote and have Vendors re-bid on any changes.
6. PROPOSAL REQUIREMENTS AND QUESTIONS
6.1 Equipment Service & Repair
 The Vendor shall provide a means (telephone and on-line) for Smith College personnel to place calls and ask
questions regarding down equipment.
6.7 Billing
6.7.1 Bills will get sent directly to the department ordering the supplies. Payment terms will be net 30 and F.O.B.
destination. Smith College is tax exempt.
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Smith College Request for Proposal (RFP) Laundry Services
6.7.2 What % discount will the Vendor offer if bill is paid less than 30 days through the use of a MasterCard?
6.8 Service Levels and Guarantees
Service levels also include other performance levels in this document including, but not limited to the following:
6.8.1 The Vendor must have extensive experience with laundering.
6.8.2 The vendor is to guarantee adequate laundry equipment at all times and be available for emergencies, if necessary.
6.8.3 The vendor must supply the laundry equipment required as per the attached Excel spreadsheet.
6.8.4 The vendor must furnish all labor, equipment and materials necessary to keep machines up and running.
6.8.5 All fees, fuel, travel, etc. are included in the price of the items quoted.
6.8.6 Bid prices shall remain firm throughout the term of the contract.
6.8.7 Smith College requires the vendor awarded the contract to abide by the following:
o ALL soap dispensers must be cleaned out a minimum of once a semester
o ALL washing machine door gaskets must be cleaned a minimum of once a semester. Gaskets that have mildew or
otherwise cannot be cleaned should be replaced.
o ALL dryer vents will be cleaned a minimum of once a semester
6.8.8 Describe the process you will provide for service calls or machine trouble notifications both via phone and/or web
based form.
6.8.9 Please describe the vendor dryer vent cleaning/maintenance responsibilities. Will the cleaning/maintenance of dryer
vents discontinue at the wall or where the vent accessibility ends?

6.8.10 The College is interested in offering our students on-line laundry monitoring capabilities. Please describe what
Laundry Monitoring services you offer. Does it require an additional data drop and the installation of a machine
monitoring unit? Explain additional costs that may accompany this option.
6.8.11 At anytime during the term of the contract the college may alter laundry locations and the vendor would be
responsible for the relocation of machines.
6.8.12 The vendor may be required to increase/decrease the number of machines or alter the type of laundry machine unit
at the request of the college.
6.8.13 If the College selects to go with a “Free Start” model, the vendor would be responsible for changing the machine to
coin-operated over the summer and collecting the coins as necessary.
6.8.14 Any purchase agreement or contract arising from this solicitation will be subject to the cancellation by the Smith
College upon written notice and without penalty to the Smith College, if in the opinion of the College, the quality, delivery,
specifications, terms, conditions, or other service requirements are not maintained as originally stated and accepted by the
vendor. Smith College reserves the right to cancel contract in whole without penalty given at 90 day notice to Vendor.
6.9. Insurance
The awarded vendor shall purchase and maintain as its sole cost and expense throughout the term of this Agreement
adequate insurance coverage necessary for the performance of the work under the Contract. Such Insurance should
include, but not be limited to the following types and amounts of coverage:
a) Comprehensive general liability insurance, covering bodily injury in the sum of not less than one-million dollars
Smith College Request for Proposal (RFP) Laundry Services
8
b)
c)
d)
e)
($1,000,000) per person and one-million dollars ($1,000,000) per occurrence and property damage in the
amount of not less than one-million dollars ($1,000,000) per occurrence;
Workers’ compensation insurance in accordance with the laws of the Commonwealth of Massachusetts;
Employer’s Liability Insurance in the amounts of $1,000,000/$1,000,000/$1,000,000.
Comprehensive automobile liability insurance, including operation of owned, non-owned, and hired
automobiles, covering bodily injury in the sum of not less than one-million dollars ($1,000,000) per person and
one-million dollars ($1,000,000) per occurrence and property damage in the amount of not less than onemillion dollars ($1,000,000) per occurrence;
If available generally to members of Vendor's profession, professional liability (errors and omissions) insurance
on a claims-made basis with limits of liability of not less than one million dollars ($1,000,000).
Excess Liability insurance in the amount of $1,000,000, occurrence and aggregate.
All insurance required hereunder shall be maintained in full force and effect in a company or companies reasonably
satisfactory to the Institution and shall be purchased and maintained at vendor’s expense for the duration of the
Agreement. All insurance required hereunder shall name “The Trustees of the Smith College, its agents, its employees,
and its assigns” as additional insureds to the Vendor’s General Liability, Employer’s Liability and Excess policies as may
be applicable, and shall contain a clause requiring written notice to the Institution thirty (30) days in advance of the
cancellation, non-renewal, or material modification of said insurance as evidenced by return receipt of United States
certified mail. Certificates of insurance shall be supplied contemporaneously with the execution and delivery of a final
contract and 30 days in advance of any policy renewal that may occur during the contract period. Said certificates shall
evidence compliance with all provisions of this section. If the conveyance of additional insured status is provided only
through an endorsement to the insured’s policy, the vendor shall be responsible for providing a copy of the
endorsement with the certificate.
This insurance requirement shall not be construed as limiting in any way the extent to which vendor may be held
responsible for the payment of damages to any persons resulting from its operations or the activities of any person or
persons for whom it is liable.
7. CONTRACT TERMS AND CONDITIONS
1. Entire Agreement - The terms and conditions of this contract constitute the entire agreement between parties hereto and
supersede all previous agreements, promises or representations whether written or oral. This contract may not be
changed, altered or modified except by an instrument in writing signed by a duly authorized representative of both parties.
2. Acceptance - The Vendor agrees to and accepts the terms and conditions stated herein.
3. Payment Terms - Payment for services provided to Smith College are net 30 days upon receipt of invoice unless
otherwise agreed to in writing by both parties.
4. Tax Exempt - Smith College is exempt from Massachusetts Sales Tax.
5. Applicable Law - The Vendor shall comply with all Federal, State and local laws, standards and regulations applicable
to the services being provided under this contract.
6. Vendor Default - Any other provision of this Agreement notwithstanding, if the Vendor becomes financially unstable, defaults
or otherwise fails to comply with any of the terms, provisions or conditions of this Agreement or in any of the Exhibits or
Amendments which are part of this Agreement, Smith College may elect to pursue any one or more of the following
remedies in any combination or sequence:
a.
seek damages.
b.
withhold or reduce payment(s) until the default is resolved to the satisfaction of Smith College.
c.
require the Vendor to correct or cure the default to the satisfaction of Smith College.
d.
suspend the execution of all or part of the services.
e.
require that unexpended or improperly expended funds be returned to Smith College.
f.
recover any money owed to Smith College from any future payments owing under this Agreement or any
other Agreement between Smith College and The Vendor.
g.
terminate this Agreement effective upon a date specified in a written notice delivered to the Vendor.
h.
any combination of the above actions.
Smith College Request for Proposal (RFP) Laundry Services
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7. Prior to invoking any of the remedies for default specified in this paragraph, Smith College shall notify the Vendor in writing
of the facts and circumstances constituting default or failure to comply with the conditions of this contract and proposed
remedies, if any. Within ten (10) business days of receipt of this notice, the Vendor shall correct such default and/or noncompliance to the satisfaction of Smith College and submit written documentation of the correction to Smith College. If
Smith College finds that the default has not been corrected to its satisfaction, it shall provide written notice to the Vendor
of the continuing default and may immediately or at any time thereafter invoke any or all remedies set forth in this
paragraph.
8. Controversies or Claims - Any controversy or claim arising out of this Agreement shall be construed and interpreted in
accordance with applicable state and federal law. The Vendor shall notify Smith College of any claim or controversy
brought against it by any person or entity during the term of this agreement.
9. Warranty - The Vendor agrees that all goods and services provided hereafter will conform to specifications furnished or
adopted by Smith College, and that such goods and services will be fit and sufficient for the purposes intended.
10. Final Inspection – All goods and services provided pursuant hereto shall be subject to final inspection by Smith College before
acceptance thereof by Smith College is affected. Smith College reserves the right to reject services that are not provided in
compliance with the purchase order.
11. Non-Waiver - Failure of Smith College to insist upon strict performance of any terms and conditions herein shall not be deemed
a waiver of any rights or remedies that Smith College may have, nor deemed a waiver of any rights or remedies Smith College
may have for any subsequent default.
12. Equal Opportunity - Smith College is an Equal Opportunity employer and purchaser. No employee or applicant for employment or
vendor will be discriminated against because of race, color, religious creed, marital status, national origin, ancestry, sex,
sexual orientation, or age.
13. Governing Law - This contract and any resulting purchase order shall be governed by and construed in accordance with
the laws of the State of Massachusetts.
14. Cancellation - This contract may be canceled by Smith College for non-performance upon 30 days written notice to the
Vendor. In the event of cancellation, all monies due shall be prorated against the value of services accepted by Smith
College.
15. Contract Period - The contract period will commence on March 1, 2012. With mutual written agreement of both parties, the
contract may be extended for two (2) additional, one-year periods. In addition, with mutual written agreement of both
parties, the contract may be extended on a month-to-month basis for no longer than 6 months.
16. Contract Price - Prices must remain firm during the contract period. Price reductions may be taken at any time. Price
increases shall not be granted unless specifically allowed for in this contract and by mutual written agreement of both
parties.
17. Contract Amendments - Any changes to the Agreement will be made in the form of a written amendment signed by both
parties.
18. No Joint Venture – Nothing contained in this contract shall be construed as creating a joint venture, partnership, or
employment relationship among the parties hereto, nor shall any party have the right, power, or authority to create any
obligation or duty, express or implied, on behalf of any other party.
19. Indemnification - The Vendor hereby agrees to indemnify and hold Smith College, its agents, employees, officials and
representatives harmless from any and all claims, causes of action, demands for damages, or liabilities of any kind, including
the reasonable costs to defend such action regardless of whether such action is successful or not, brought by any person or
entity whatsoever, arising from any act, error, or omission of the Vendor and or its employees during or resulting from
Vendor's activities (including those of its subVendors) under this contract.
20. Notice of Litigation - The Vendor agrees to notify Smith College if the Vendor is, or has a reasonable cause to expect to be,
subject to litigation which might adversely affect the Vendor's ability to perform the agreed services or affect the Vendor's
financial capacity.
21. Confidentiality – Vendor agrees to keep confidential and not to disclose to third parties any information provided by
College pursuant to or learned by Vendor during the course of this RFP process unless Vendor has received the prior
written consent of College to make such disclosure. This provision shall survive expiration and termination of this RFP
Smith College Request for Proposal (RFP) Laundry Services
10
process. This obligation of confidentiality does not extend to any information that: 1) Was in the possession of Vendor at
the time of disclosure by College, directly or indirectly; 2) Is or shall become, through no fault of Vendor, available to the
general public; or 3) Is independently developed and hereafter supplied to Vendor by a third party without restriction or
disclosure.
The Vendor warrants that all of its operations are compliant with all federal and state laws, rules and regulations pertaining
to privacy and/or security of personal date. Vendor is not permitted to share and agrees that it will not share any
"confidential data" with any other College vendor without first disclosing to the College in writing all data fields and all
records to be provided, and receiving written authorization to provide the data.
Record Keeping and Access - The vendor shall maintain books, records, documents, programs and individual service records
and other evidence of its accounting and billing procedures and practices, which sufficiently and properly reflect all direct and
indirect costs of any nature incurred in the performance of this contract.
Company Name
Telephone #
Fax #
Authorized Signature
Date
Email Address
Print Name
Title
Other
Smith College Request for Proposal (RFP)/Laundry Services
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