Linens & Towels Rental & Cleaning

Location:	Vermont
Posted:	Aug 31, 2026
Due:	Sep 10, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	83 - Textiles, Leather, Furs, Apparel and SHoes, Tents, Flags S - Utilities and Training Services W - Lease or Rental of Equipment
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Linens & Towels Rental & Cleaning

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

August 28, 2026

September 3, 2026 – 3:00 PM (EST)

September 10, 2026 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEB PAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS SOLICITATION.

STATE CONTACT:

E-MAIL:

Deb LaRose, State Purchasing Agent II

deborah.larose@vermont.gov

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting (hereinafter the “State”) is seeking to establish contracts with one or more companies

that can provide Linen and towel rental and cleaning. We are also looking for a company that can

provide cleaning of BDU’s and Blankets already owned by Vermont Criminal Justice Training

Council (VCJTC) 317 Academy Road, Pittsford VT 05763.

1.2. Currently VCJTC has a contract with Clean Rental Inc., and they supply clean linens, laundering

BDU’s and blankets. This contractor supplies clean twin bed sheets, full bed sheets, pillowcases

and towels. The sheets are packed in shrink wrap with two flat sheets and 1 or 2 pillowcases

depending on the size of the bed. The pricing for the linen re as follows: Twin flat sheets $ flat rate

per week, Full Flat sheets, $18.00 flat rate per week. Pillow slips $18.49/flat rate per week, bath

towels/$11.15 flat rate per week, cleaning only: BDU pants - $7.00/pair, BDU Shirts - $5.50/each,

Blanket - $3.00/each. The Environmental, Transportation, Chemical and Fuel charge (E.T.C.F) is

incorporated into the cost of the service.

1.3. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of 24

months with an option to renew for up to three additional twelve-month periods. The State

anticipates the start date for such contract(s) will be December 31, 2026.

1.4. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in

writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with

any other individual from the State concerning this solicitation is strictly prohibited and may result in

disqualification.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation

or wishing to comment on any requirement of the solicitation must submit specific questions in writing no

later than the deadline for question indicated on the first page of this solicitation. Questions may be e-

mailed to the point of contact on the front page of this solicitation. Questions or comments not raised in

writing on or before the last day of the question period are thereafter waived. At the close of the question

period a copy of all questions or comments and the State's responses will be posted on the State’s web

site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 5.1 below.

1.6. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the

State through the issuance of an Addendum to this solicitation and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

1.7. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are

estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual

purchases may be higher or lower depending on the State’s needs.

2. DETAILED REQUIREMENTS:

2.1. The service will be provided on a weekly basis on a mutually agreed upon delivery day each week.

2.2. Contractor will provide stock and track circulating inventory use of linens and towels at no additional

charge.

2.3. Items shall be maintained in a condition satisfactory to the State of Vermont. Contractor will replace

worn or damaged items because of normal usage at no additional charge.

2.4. Billing will be based on the circulating inventory. Circulatory inventory equates to three times weekly

usage, whereas stock is two weekly usages. Contract will ensure inventory “never” runs out.

2.5. Prices quoted in response to this RFP must be all inclusive. A single price shall be quoted for each

item, and no additional charges will be allowed that are not stated in the response to the RFP.

Additional charges, such as delivery, Damage or lost fees, environmental, transportation, chemical,

fuel or energy charges and/or surcharge are not allowed. No minimum or maximum charges are

allowed. Pricing and invoices must be the number of items used. All pricing is to include F.O.B.

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delivery to the ordering facility. No request for extra delivery cost will be honored.

2.6. Service to this location begins as soon as possible after notification of award. Change over from

previous contractor/supplier shall be performed in an efficient, professional and respectful manner

2.7. Items are to be delivered on a weekly basis or scheduled with the contact person. All delivered shall

be in good/near-new condition, of good quality, dry clean or laundered and ready to use. It is not

acceptable for delivery people to leave wet items, or items that have not been cleaned or processed

for reuse, or to not deliver as scheduled.

2.8. Startup linens for this facility will be as follows: 15 full size sheets (2 flat sheets and two pillowcases)

and 80 twin size sets (two twin flat sheets and one pillowcase). These sheets and pillowcases are to

be shrink wrapped as a set.

2.9. Cleaning BDU’s and blankets. These items are owned by the Vermont Criminal Justice Training

Council Police Academy. The blanket cleaning: the facility will contact vendor when they need to

have these cleaned. It will not be on a consistent basis. BDU’s are used for the 18 weeks classed

and the facility will contact the vendor when they need to have these cleaned. Cleaning will only be

after the class is finished.

2.10. These are the items required for rental and cleaning:

2.10.1. Sheet – Flat, T180, Twin Size: 54” x 90”, 45% cotton/55% Poly Blend, Color: White –

2.10.2. Sheet – Flat, T180, Full Size: 66” x 104”, 45% Cotton/55% Poly Blend, Color: White.

2.10.3

Pillowcases – T180, Standard pillow: 42” x 36”, 45% Cotton/55% Poly Blend, Color:

White.

2.11. State of Vermont Cybersecurity Standard Update: Contractor confirms that all products and

services provided to or for the use of the State under this Agreement shall be in compliance with

State of Vermont Cybersecurity Standard Update in effect at the time of this Agreement. The State of

Vermont Cybersecurity Standard Update prohibits the use of certain branded products in State

information systems or any vendor system, and a copy is available at:

https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-and-directives

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be

allowed over and above the price quoted.

3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this solicitation. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

contracts where it is deemed in the best interest of the State.

3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

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BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. CONFLICTS OF INTEREST:

3.3.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has

interests (for example, customers, partners, contracts) that could undermine, or reasonably be

perceived to undermine, its faithful and unbiased performance of a contract with the State that may

result from this solicitation.

3.3.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or

employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and

unbiased performance of a contract with the State that may result from this solicitation.

3.3.3. Requirements: The State does not seek to contract with any individual or business entity having a

conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure the State’s

awareness of actual, potential, or reasonably perceived PCOIs and OCOIs, bidders shall:

a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and

identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the

State that may result from this solicitation.

b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that

may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract

with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate

the PCOI or OCOI.

The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the State’s

satisfaction and may discuss the conflict with the bidder if and to the extent the State deems discussion

necessary to its determination. The State reserves the right to (a) reject from further consideration any

proposal having a PCOI or OCIO that cannot be mitigated to the State’s full satisfaction and (b) terminate

a contract upon discovery that a contractor failed to disclose facts pertaining to a PCOI or OCOI in its

proposal, or otherwise misrepresented relevant information to the State.

3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance for

this solicitation.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote

clean energy and address climate change as identified in the Certification, shall be given favorable

consideration in the competitive bidding process. Such favorable consideration shall be consistent with

and not supersede any preference given to resident bidders of the State and/or products raised or

manufactured in the State, as explained in the Method of Award section. But, such favorable

consideration shall not be employed if prohibited by law or other relevant authority or agreement.

3.5. METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. § 903. The State may

award one or more contracts and reserves the right to make additional awards to other compliant bidders

at any time if such award is deemed to be in the best interest of the State. All other considerations being

equal, preference will be given to the following as identified in the applicable Certificate of Compliance.

3.5.1. Acceptance of contract terms and conditions included with this RFP will be evaluated on a pass/fail basis

3.5.2. resident bidders of the state and/or to products raised or manufactured in the state;

3.5.3. purchase of goods, products, or materials produced in the United States (including but not limited to

iron, aluminum, steel, cement, and other manufactured products) when the award involves the use of

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applicable federal funds under 2 C.F.R. § 200.322)

3.5.4. bidders who have practices that promote clean energy and address climate change.

3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or

more bidders with which to negotiate a contract, based on the evaluation findings and other criteria

deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State

is not successful in negotiating a contract with a selected bidder, the State reserves the option of

negotiating with another bidder, or to end the proposal process entirely.

3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the

preparation of a response to this solicitation and shall be responsible for all expenses associated with any

presentations or demonstrations associated with this request and/or any proposals made.

3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including

the Standard Contract Form and Attachment C as attached to this solicitation for reference.

3.8.1. Business Registration. To be awarded a contract by the State of Vermont a bidder (except an

individual doing business in his/her own name) must be registered with the Vermont Secretary of

State’s office https://sos.vermont.gov/business-services/business-filings/ and must obtain a

Contractor’s Business Account Number issued by the Vermont Department of Taxes

http://tax.vermont.gov/ .

3.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed.

3.8.3. Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however,

such discounts must be in effect for a period of 30 days or more in order to be considered in making

awards.

3.8.4. Quality. If applicable, all products provided under a contract with the State will be new and unused,

unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless

specifically requested by the purchasing agency. All products provided by the contractor must meet

all federal, state, and local standards for quality and safety requirements. Products not meeting these

standards will be deemed unacceptable and returned to the contractor for credit at no charge to the

State.

3.9. SUBSTITUTION: Bidders may offer, in their bids, substitutes for items identified by a

manufacturer’s number or brand. When offering a substitution, bidder must describe any

differences and provide technical information that will assist in the State’s evaluation.

3.10. ENVIRONMENTAL INFORMATION: Bidders are requested to complete the Environmental Information

Form which is included in the Certificate of Compliance for this solicitation identifying the following for each

product being quoted:

a. Percent (%) of recycled content and post-consumer content; and

b. Mercury content certification.

3.11. SAMPLES:

3.11.1. Bidder Supplied Samples: The Commissioner reserves the right to request from the

Bidder/Contractor a representative sample(s) of the Product offered at any time prior to or afterward

of a contract. Unless otherwise instructed, samples shall be furnished within the time specified in

the request. Untimely submission of a sample may constitute grounds for rejection of Bid or

cancellation of the Contract. Samples must be submitted free of charge and be accompanied by the

Bidder’s name and address, any descriptive literature relating to the Product and a statement

indicating how and where the sample is to be returned. Where applicable, samples must be

properly labeled with the appropriate Bid or Contract reference.

A sample may be held by the Commissioner during the entire term of the Contract and for a

reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period

the sample, where feasible, will be returned as instructed by the bidder, at the bidder’s expense and

risk. Where the bidder has failed to fully instruct the Commissioner as to the return of the sample

(i.e., mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Linens & Towels Rental & Cleaning	09/03/2026 03:00PM		09/10/2026 04:30PM

Linens & Towels Rental & Cleaning

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See also