Laundry Equipment and Maintenance of Laundry Facility Services

VENDOR REGISTRATION FORM
If you plan on submitting a Proposal for this project, please complete this registration
form and e-mail it to Seth Ryan, Sr. Contract Administrator at
seth.ryan@seattlehousing.org so that you can be contacted directly if necessary.
SEATTLE HOUSING AUTHORITY
RFP No: 6190
Laundry Equipment and Maintenance of Laundry Facility Services
Name of Firm:
Business Address:
Contact Information:
Name:
Title:
Telephone No.:
E-Mail:

REQUEST FOR PROPOSALS
SOLICITATION NO. 6190
for
Laundry Equipment and Maintenance of Laundry Facility
Services
TABLE OF CONTENTS
A. INTRODUCTION ...................................................................................................... 1
B. SUBMITTAL REQUIREMENTS ............................................................................... 2
C. SCOPE OF WORK .................................................................................................. 4
D. INFORMATION TO BE PROVIDED IN YOUR PROPOSAL ................................... 9
E. CONSULTANT EVALUATION CRITERIA ............................................................ 11
F. SELECTION PROCESS ........................................................................................ 12
G. CONTRACT NEGOTIATIONS ............................................................................... 13
H. ADMINISTRATIVE INFORMATION ...................................................................... 13
ATTACHMENTS:
A. FORMS:
* Vendor Fact Sheet
* Suspension and Debarment Compliance Certificate
B. INFORMATIONAL EXHIBITS:
* Exhibit 1 - Laundry Services
* Exhibit 2 - Equipment Specifications
* Exhibit 3 - Commission
* Exhibit 4 - HUD Section 3 Information and Section 3 Forms
RFP Issued On: Proposal Due:
Wednesday, September 16th, 2026 12:00PM, Wednesday, October 14th, 2026

Seattle Housing Authority
Request for Proposals Solicitation No. 6190
Laundry Equipment and Maintenance of Laundry Facility Services
A. INTRODUCTION
1) General: The Seattle Housing Authority (SHA) is seeking a qualified professional firm
to provide laundry machine services, that include, but not limited to, installation,
maintenance, and removal of the washing machines and dryers. The washing
machines and dryers shall be efficient, reliable, water- and energy-saving, with
primarily coin-payment and/or, as specified herein, coinless payment, within the
properties listed in Exhibit 1 - List of Properties.
2) Seattle Housing Authority Background: SHA is an independent public corporation
providing long-term, low-income rental housing and rental assistance to more than
38,000 people in the city of Seattle. We believe in providing more than housing for our
tenants, and we partner with many organizations to offer an array of services and
community activities to help those we serve improve their lives. The majority of SHA's
funding is federal, through the U.S Department of Housing and Urban Development
(HUD). Other income includes rent revenue and non-HUD public and private grants.
SHA operates according to the following Mission and Values:
Our Mission
The mission of the Seattle Housing Authority is to enhance the Seattle community
by creating and sustaining decent, safe and affordable living environments that
foster stability and increase self-sufficiency for people with low incomes.
Our Values
As stewards of the public trust, we pursue our mission and responsibilities in a
spirit of service, teamwork, and respect. We embrace the values of excellence,
collaboration, innovation, and appreciation.
SHA owns and operates more than 8,500 housing units at nearly 400 sites throughout
the city. SHA also administers approximately 12,000 Housing Choice Vouchers,
enabling low-income residents to receive rental assistance throughout the Seattle
housing market. SHA, an independent public corporation established in 1939, is
governed by a seven-member Board of Commissioners, two of whom are SHA
residents. Commissioners are appointed by the Mayor and confirmed by the City
Council. More information is available at seattlehousing.org.
3) [Reserved.]
4) [Reserved.]
5) Cooperative Purchasing: RCW 39.34 allows cooperative purchasing between
public agencies (political subdivisions) in the State of Washington. Public agencies
that file an Interlocal Joint Purchasing Agreement with SHA may also wish to procure
the services herein offered by the successful party. The successful party shall have
SHA Solicitation No. 6190 1 | Pa g e
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the option of extending its offer to SHA to other agencies for the same cost, terms and
conditions.
SHA does not accept any responsibility for agreements, contracts or purchase orders
issued by other public agencies to the successful party. Each public agency accepts
responsibility for compliance with any additional or varying laws and regulations
governing purchase by or on behalf of the public agency. SHA accepts no
responsibility for the performance of the successful party in providing services to other
public agencies, nor any responsibility for the payment price to the successful party
for other public-agency purchases.
B. SUBMITTAL REQUIREMENTS
Schedule:
Activity Location Day Date Time
This meeting will be
held virtually via
Teams using the
following link:
6190 Pre-Submittal
Meeting Link
Pre-Submittal
Meeting ID: 294 901 Monday 09/28/26 10:00am
Meeting
822 474 623
Passcode: nK9Yu7Ux
Dial in by phone
option (audio only): 1-
206-257-3799
Conference ID: 202
772 497#
Deadline for
Wednesday 09/30/26 12:00pm
Questions
SUBMITTAL DEADLINE AND DELIVERY INFORMATION
E-Mail to:
Wednesday 10/14/26 12:00pm
purchasing@seattlehousing.org
Questions: Questions must be in writing and sent prior to the Deadline for Questions
date and time shown above. Submit your questions to Seth Ryan at
seth.ryan@seattlehousing.org.
Addenda: In the event there are changes or clarifications to this RFP, SHA will issue
an addendum. Addenda will be published on SHA's website at Do business with us |
Seattle Housing Authority. It is the responsibility of proposers to check this website
before submitting and downloading any addenda issued. If you are unable to
download the addenda, you may e-mail the Contract Administrator, Seth Ryan at
seth.ryan@seattlehousing.org to have a copy of the addenda mailed or e-mailed to
you.
SHA Solicitation No. 6190 2 | Pa g e
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Pre-Submittal Meeting: Proposers are strongly encouraged to attend a Pre-
Submittal Meeting at the date and time indicated above.
Submittal: The deadlines given above are firm as to place, date, and time. SHA will
not consider any proposal received after the deadline.
All proposals should be clearly marked when e-mailed to avoid any confusion about
recording arrival dates and times. Proposers should take this practice into account
and submit their materials early to avoid any risk of ineligibility caused by
unanticipated delays or other delivery problems. NOTE: A faxed or hand delivered
proposal is not acceptable.
All proposals received will become the property of the Seattle Housing Authority and
will not be returned to the Proposer.
Proposals should be limited to a maximum of ten (10) pages. The following are NOT
INCLUDED in the page limit mentioned above: your cover letter, vendor fact sheet,
resumes, the Suspension and Debarment Certificate, and any applicable Section 3
form(s). Your cover letter should express your interest in performing the work. A
principal or officer of the firm authorized to execute contracts or other similar
documents on the firm's behalf must sign the letter.
1) Required number of copies: Proposers responding to this RFP shall submit their
proposal to the e-mail address indicated above. The following items/forms are
to be submitted as a separate file and not included in your Proposal. Do not
include these items/forms in the proposal.
* Price / Rates
* Vendor Fact Sheet
* Suspension and Debarment Compliance Certificate
* Any applicable Section 3 Form(s)
2) Proprietary Proposal Material:
Any records or materials submitted to SHA in response to this RFP become public
records under Washington State law (see RCW Chapter 42.56, the Public
Disclosure Act, at https://apps.leg.wa.gov/rcw/default.aspx?cite=42.56). Public
records must be promptly disclosed upon request unless a statute exempts
disclosure. Exemptions from disclosure include trade secrets and valuable
formulas (see RCW 42.56 and RCW Ch. 19.108); however, public disclosure
exemptions are narrow and specific. Proposers are expected to be familiar with
any potentially-applicable exemptions, and the limits of those exemptions.
Proposers are obligated to separately bind and clearly mark as "proprietary"
information any proposal records they believe are exempted from disclosure. The
body of the proposal may refer to these separately-bound records. Proposers
should mark as "proprietary" only that information they believe legitimately fits
within a public-disclosure exemption. SHA may reject solicitation responses that
are marked proprietary in their entirety.
If SHA receives a public disclosure request for records that a Proposer has marked
as "proprietary information," SHA may notify the Proposer of this request and
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postpone disclosure briefly to allow the Proposer to file a lawsuit under RCW
42.17.330 to enjoin disclosure; however, this is a courtesy of SHA and not an
obligation.
SHA has no obligation to assert an exemption from disclosure. If the Proposer
believes that its records are exempt from disclosure, the Proposer is obligated to
seek an injunction under RCW 42.56. By submitting a proposal, the Proposer
acknowledges this obligation; the Proposer also acknowledges that SHA will have
no obligation or liability to the Proposer if the records are disclosed.
3) Cost of Preparing Proposals: SHA will not be liable for any costs incurred by
the Proposer in the preparation and presentation of proposals submitted in
response to this RFP including, but not limited to, costs incurred in connection with
the Proposer's participation in demonstrations and the pre-proposal conference.
4) Rights Reserved by SHA: SHA reserves the right to waive as an informality any
irregularities in submittals and/or to reject any or all proposals. SHA requests that
companies refrain from requesting public disclosure of selection information until
a contract has been executed as a measure to best protect the solicitation process,
particularly in the event of a cancellation or re-solicitation. With this preference
stated, SHA shall continue to properly fulfill all public disclosure requests for such
information as required by State Law.
C. SCOPE OF WORK
The selected Consultant shall be asked to perform the following tasks:
1) Background
a) Seattle Housing Authority (SHA) is seeking a Service Provider to provide laundry
machine services, that include, but not limited to, installation, maintenance, and
removal of the washing machines and dryers. The washing machines and dryers
shall be efficient, reliable, water- and energy-saving, with primarily coin-payment
and/or, as specified herein, coinless payment, within the properties listed in Exhibit
1 - List of Properties.
2) General Guidelines
a) The Service Provider shall install and maintain efficient, reliable, water- and
energy-saving washing machines and dryers for SHA residents. The Service
Provider shall provide options of both card-operated or coin-operated laundry
equipment.
i) All washing machines and clothes dryers must be ENERGY STAR-rated or pre-
approved by SHA.
b) The Service Provider shall coordinate removal and replacement of the existing
equipment and install all new dryers and ENERGY STAR-rated washers, all at the
Service Provider's expense. Washers and dryers shall have varied cycles and be
ADA accessible. Such equipment shall be connected to existing electric, water and
sewer lines serving the community laundry facilities/rooms in which the equipment
is to be placed. The Service Provider shall pay SHA and agree upon commission
of the gross income from the operations of said equipment.
c) The Service Provider shall comply with, but not limited to, the following statutes,
codes, and/or guidelines:
i) 28 CFR part 35.151
ii) 2004 ADAAG (American Disability Act Accessibility Guidelines)
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(1) 214.1 General
(2) 214.2 Washing Machines
(3) 214.3 Clothes Dryers
iii) RCW 19.260.060 (2) Department-Authority to adopt rules that reference federal
standards - Recommend updates to standards.
iv) U.S. Access Board Chapter 6: Washing Machines and Clothes Dryers
(1) Clear Floor Space (611.2)
(a) Clear floor space must be centered on the appliance and positioned for
a parallel approach. Enclosures, including doors when open, cannot
overlap or obstruct the clear floor space. Where clear floor space is
recessed in alcoves and confined on three sides, additional
maneuvering clearance is required.
(2) Height (611.4)
(a) Height of top-loading machines must be 36" maximum above the finish
floor. For front-loading machines, the height of the bottom of the opening
of the door must be between 15" and 36" above the finish floor.
(3) Operable Parts (611.3)
(a) Operable parts of machines, including controls, doors, detergent and
bleach compartments, and lint screens must comply. They also must be
within accessible reach range and usable with one hand and without
tight grasping, pinching, twisting of the wrist, or more than five (5)
pounds of force.
(b) Coin slides or payment units need to comply with operable parts
requirements. Change machines and vending machines also must
comply (228.1)
(4) Obstructed Side Reach and Unit Height (308)
(a) Although top-loading washing machines create an obstruction for users
with side reach to operable parts, washing machines and clothes dryers
are permitted to be 36" maximum in height above the finish floor
(308.3.2, Ex. 1). The side reach for parallel approach is 24" maximum
depth.
d) As part of the Contract, SHA is applying for rebates with Seattle Public Utilities for
installing Energy-Star equipment. Any such rebates shall be given to SHA. The
Service Provider shall be required to provide requisite receipts or documentation
for these machines to assist SHA in completing the rebate application(s).
3) Background
a) Seattle Housing Authority currently requires 300 washers, 284 dryers, 22 stacked
dryers and one (1) stack combo washer/dryer in the 95 buildings listed on Exhibit
1 - List of Properties. The Service Provider shall service and maintain the current
number of machines at the locations described on Exhibit 1. Machine counts and
locations may be changed by written Change Order at future times under this
Contract. The number of machines per building may be reviewed and changes
made every six months during the Contract timeline. Any change to the number of
machines must be approved by Seattle Housing Authority.
4) Specific
The Service Provider shall provide, but not necessarily be limited to, the tasks for each
of the categories below:
a) Equipment:
i) The Service Provider shall supply and install the corresponding number of
washers and dryers specified at each of the locations outlined in Exhibit 1
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hereto. SHA may subsequently request that additional equipment be installed
at new properties or in existing laundry rooms. SHA reserves the right to
request that the Service Provider perform an evaluation of usage levels prior to
installation to ensure industry standards are met. No machines may be added
or removed from the SHA properties without the prior written approval of SHA
through an executed Change Order to this Contract.
ii) All washers and dryers shall be new, unused, heavy duty, "commercial"-type
coin-operated and/or coinless machines, and in the quantity specified on
Exhibit 1 hereto.
iii) The washing machines shall have variable settings, and be high efficiency,
commercial or equivalent machines. All equipment shall meet washing and
drying recommendations of current clothing manufacturers regarding wash and
wear, permanent press and regular articles of clothing.
iv) Install a minimum of one washer and one dryer that is ADA accessible in each
laundry room. This equipment shall be positioned to provide the maximum
allowable floor space in front of the machine. The machine buttons must be
operable with a closed fist, without the need to pinch, twist, or grasp.
v) Equip each machine with an electronic, non-resettable digital counter that
provides verification of information, including but not limited to, cycle counts.
vi) Install coin mechanisms that are of heavy duty, tamper-proof construction.
Each machine shall be convertible to debit-card or coinless card activation
upon SHA's request.
vii) Install and vent each machine in accordance with the manufacturer's
recommendations.
viii)Affix a permanent label, decal or sign to each machine clearly outlining the
machine's operating instructions. Braille and other language translations shall
be available upon SHA's request.
ix) Provide an option for coinless card equipment for which the residents will
prepay or add credit to their laundry card at the Management Offices upon
SHA's request.
x) All equipment shall be connected to existing electric, water and sewer lines
serving the community laundry facilities/rooms in which the equipment is to be
placed, except as otherwise specified herein.
xi) Equip all laundry machines with non-resettable counters. The monthly
remittance will be based on the actual physical coin or cash amount collected
in that time period. Collections may be audited by request.
b) Maintenance of the Equipment and Laundry Rooms:
i) Service, maintain, and ensure that all machines operate in accordance with the
manufacturer's recommended performance standards.
(1) SHA reserves the right to request testing of the machines to ensure the
standards are met.
ii) Maintain the equipment and be responsible for cleaning the vent lines and lint
filters in accordance with the manufacturer's recommendations. Maintenance
services will be at the expense of the Service Provider. The Service Provider
shall provide, but is not limited to, the following services:
(1) Clean all lint filters at least once a month, on a scheduled basis, to prevent
accumulation of lint and other foreign matter.
(2) Clean all dryer vents from the dryers to the termination of the vents outside
the building. The vent lines shall be inspected annually and reported to the
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Project Manager. All vent lines shall be cleaned, at minimum of one (1) time
per year, to allow the equipment to operate within the manufacturer's
recommended performance standards at the Service Provider's expense.
(3) Keep the areas behind the machines and the machines themselves clear
and free from accumulations of dust, lint, or other foreign matter.
(4) Clean dryer vents and areas behind the machines after the removal of the
old equipment and left free of lint and other foreign matter prior to the
installation of the new equipment.
iii) Provide service for the equipment twenty-four (24) hours per day and seven (7)
days per week. All equipment shall be serviced or replaced within seventy-two
(72) hours of notification by either SHA or a tenant.
iv) Make a refund to any tenant losing money in a malfunctioning machine and/or
card reader within ten (10) business days of the tenant's initial request for it.
v) Promptly attach to any malfunctioning machine an "Out of Order" sign that
blocks the coin slots.
vi) Maintain in prominent view in each laundry room a permanent sign clearly
stating the name and address of the Service Provider, direct phone numbers
and/or persons to contact for services and for refunds.
vii) Modifications of the laundry rooms are not permitted without SHA's written
approval. Any modifications required to accommodate the Service Provider's
equipment will be made at the Service Provider's expense.
c) Utilities
i) SHA will provide, pay for, and maintain the necessary utility services, including
hot and cold water, electricity, heat and gas; provided, however, that the
temporary failure of any of the above utilities from any cause whatsoever shall
not be a breach of the Contract, nor shall it render SHA liable to the Service
Provider for loss of revenue or consequential damage to its machinery.
d) Revenue Payments
i) Pay SHA a commission, a sum equivalent to the negotiated percentage of the
Service Provider's gross income from business operations conducted. Such
payments shall be based on monthly statements of gross income prepared by
the Service Provider and submitted on a monthly basis. The Service Provider
is responsible for verifying the accuracy of the collections and statements.
ii) The revenue checks and statements must be submitted to SHA's Project
Manager on a monthly basis by the 25th of the following month (i.e., January
report and revenue check must be received by February 25th. February report
must be received by March 25th, etc.). Commission payments to SHA shall be
based upon the counter readings for each location and the monetary value
associated with each location. The counter readings must be included on the
monthly payments and should include both the beginning and ending readings
for the payment period for each location.
iii) The Service Provider shall maintain an accurate and complete account of all
receipts and supply any records associated with this account within five (5)
business days of SHA's written request.
e) Schedules
i) Replacement Schedule:
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(1) The Service Provider shall coordinate with the previous Service Provider,
the owner of the existing equipment, and SHA's Project Manager for the
removal of the existing equipment from the locations listed on Exhibit 1
hereto, and with the installation of the Service Provider's new equipment.
The Service Provider shall provide a schedule for equipment replacement
for all the locations to SHA's Project Manager two (2) days after the
execution of the Contract. SHA must approve the moving and installation
schedule before any equipment may be moved or installed.
(2) The Service Provider shall ensure the installation of the new equipment at
all the sites listed on Exhibit 1 must be completed within 45 days of the
agreed-upon schedule.
(3) The Service Provider shall coordinate the equipment changes for all
buildings listed in Exhibit 1. The Service Provider shall allow no more than
two (2) days between the removal of the old equipment and the installation
of the new equipment.
ii) Dryer Vent Cleaning Schedule:
(1) The Service Provider shall coordinate with SHA's Project Manager to
schedule dryer vent cleaning, on an annual basis at minimum, at all
properties in Exhibit 1.
iii) All work to be performed under this Contract shall be performed at the following
times:
(1) During normal business hours (8:00AM to 5:00PM, Monday through
Friday).
(2) No work shall be performed on weekends or holidays unless previously
approved by SHA.
iv) No equipment shall be removed from a building without a minimum of three (3)
days prior to notifying SHA.
v) Every six months of this Contract period, the Service Provider shall comply with
the negotiated schedule to remove its machines. This schedule shall be
negotiated among itself, SHA's Project Manager, and the newly selected
Service Provider.
f) Deliverables
The Service Provider shall provide, but not limited to, the following deliverables:
i) Maintenance Reports
(1) Provide a maintenance report for each completed service request that
includes:
(a) Reported issue
(b) Description of the method of repair and/or maintenance
(2) The report must be submitted to Seattle Housing Authority no later than the
five (5) days following the completed work order.
ii) Dryer Vent Cleaning Reports
(1) Provide a comprehensive report for each completed dryer vent cleaning
service request and scheduled dryer vent appointment that includes:
(a) Summary of work completed
(b) Date of work completed
(2) The report must be submitted to Seattle Housing Authority no later than the
five (5) days following the scheduled appointment.
iii) Monthly Revenue Reports
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