Bid for Laundry and Linen Rental

Location:	Mississippi
Posted:	Dec 15, 2025
Due:	Jan 30, 2026
Agency:	State Government of Mississippi
Type of Government:	State & Local
Category:	S - Utilities and Training Services W - Lease or Rental of Equipment
Solicitation No:	1130-26-R-IFBD-00034
Publication URL:	To access bid details, please log in.

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STATE OF MISSISSIPPI

DEPARTMENT OF FINANCE AND

ADMINISTRATION

FORMAT AND GUIDELINES FOR PROPOSALS

Laundry and Linen Rental

RFx: 3160007773

State of Mississippi

Format and Guidelines for Proposals

Laundry and Linen Rental

RFx: 3160007773

Vendors interested in entering into a nonexclusive, negotiated contract for the commodity listed

above with the State of Mississippi, Department of Finance and Administration, Office of

Purchasing, Travel and Fleet Management may submit a proposal electronically through the

State of Mississippi e-procurement system which must include all information requested in this

document. No costs or expenses associated with providing this information in the required

format shall be charged to the State of Mississippi. All required documents must be attached

as separate documents. It is the responsibility of the Vendor to verify that all the requirements

for submitting the proposal have been fulfilled.

1. Registration with the State of Mississippi E-Procurement System

Mississippi’s Accountability System for Government Information and Collaboration (MAGIC)

is the state’s e-procurement system. Please note: It shall be the responsibility of each vendor

to ensure that your profile is current in our e-procurement system. The website to register

as a vendor with the State of Mississippi is: https://www.dfa.ms.gov/vendors. If you currently

have a State Contract for the commodity listed above and you are unsure of your vendor number,

please contact Ashley Smith at Ashley.Smith@dfa.ms.gov or 601-359-5406. All Vendors must

verify their registration and ensure that a current W9 is submitted to

OFMMAGIC@dfa.ms.gov.

State contract vendors that do not have a MAGIC User Id and password, an email should be sent

to mash@dfa.ms.gov. Enter "Vendor ID Request" as the email Subject, and include the

following information in your email:

• MAGIC Vendor Number

• Vendor Name

• Contact Name

• Contact Email Address

• Contact Phone Number

For online learning instructions on submitting your proposal electronically, select

“Training/Documentation” from the following link: https://www.dfa.ms.gov/vendors.

2. Specifications

The Vendor shall provide all products and services in strict accordance with the specifications

outlined below. These specifications represent the minimum acceptable standards of quality,

construction, performance, and serviceability. By submitting a proposal, the Vendor

acknowledges and agrees that all items furnished under the resulting contract must meet or

exceed these specifications. Failure to supply products that conform to the required

specifications may result in product rejection, contract suspension, or contract termination at

the discretion of the State of Mississippi.

2.1. Items

These Specifications cover requirements for sheets, pillowcases, blankets, bath towels, hand

towels, bath cloths and miscellaneous items. Miscellaneous items include bedspreads,

mattress pads, bed/incontinent pads, clothing protectors, washable briefs, adult bibs, laundry

bags, dust mops and rug mats with rubber backing. Vendors are not required to offer all items

listed in this solicitation in order to receive a contract award. However, the Office strongly

encourages Vendors to propose as many eligible products as possible, as broader product

availability enhances statewide usability and may increase purchasing opportunities for the

Vendor. For any item the Vendor elects to propose, the product must fully meet the

specifications outlined in these guidelines.

2.2. Requirements

All linens shall be white in color, free of logos, emblems, or prints and conform to the highest

quality. Products must be free of defects affecting serviceability or appearance. The Contractor

shall furnish all labor, materials, supplies, equipment, tools, skills, and supervision necessary

for the completion of all laundry and linen rental services specified herein. The Contractor

shall furnish an initial inventory of new, clean, and sanitized items equal to the amounts

required by the Contracting Agency for the initial delivery. Subsequent deliveries shall be

based on actual usage or as determined by the Contracting Agency. Professional laundry and

linen rental services include, but are not limited to, sorting, washing, sanitizing, tumbling

(drying), starching, ironing (pressing), folding, mending, marking, bundling, and delivery.

2.2.1. Sheets and Pillowcases

Sheets should be twin size. Flat sheets should be 66 inches by 104 inches minimum

and 66 inches by 115 inches maximum. Fitted sheets should be 38 inches by 75 inches

by 6 inches minimum and 39 inches by 88 inches by 9 inches maximum. Pillowcases

should be 20 inches by 30 inches minimum and 42 inches by 34 inches maximum.

Sheets shall have reinforced selvage sides and stitched folded hems. Fitted sheets shall

have strong elastic fitting at the top and bottom. Pillowcases shall have minimum

hems of 2 to 3 inches with reinforced stitching. Fabric shall be white percale with a

minimum of 180 thread count and at least 50% cotton content.

2.2.2. Blankets

Blankets should be twin size and shall be cotton, cotton blend, or polyester thermal

type. They must be preshrunk, hemmed at top and bottom, and have reinforced

selvaged sides. No raw edges or seams are permitted.

2.2.3. Bath and Hand Towels and Bath Cloths

Bath Towels should be 20 inches by 40 inches minimum or 22 inches by 40 inches

maximum. Wash Cloths should be 12 inches by 12 inches minimum and 13 inches by

13 inches maximum. Towels and bath cloths shall be terry, hemmed on four sides or

reinforced salvaged on all sides. Fringed ends and raw edges will not be accepted.

Fabric shall contain a minimum of 50% cotton.

2.2.4. Miscellaneous Items

Miscellaneous items include but are not limited to bedspreads, adult bibs, mattress

pads, bed/incontinent pads, clothing protectors, rubber rugs with carpet, dust mops,

washable briefs and laundry bags. Bedspreads should be twin size. Adult bibs should

be 18 inches by 30 inches. Mattress Pads should be twin size. Bed/Incontinent pads

should be 34 inches by 36 inches. Clothing protectors should be 17 inches by 38

inches. Rubber rugs with carpet should be 3 feet by 5 feet or 4 feet by 6 feet. Dust

Mops should be 24 inches or 48 inches. Washable Briefs should be size inclusive. The

linens (bedspread, adult bib, mattress pad, bed/incontinent pad, and clothing

protector) shall be hemmed at top and bottom and have reinforced salvaged sides. All

linens (bedspread, adult bibs, mattress pads, bed/incontinent pad, and clothing

protector) shall not have any fringed, raw edges or seams. All adult bibs shall have

Velcro closures and be 85 percent cotton and 15 percent polyester.

2.2.5. Equipment and Materials

The Contractor shall furnish all equipment necessary to perform these services. If

carts are necessary, the cart casters shall be the non-marking type. The equipment and

materials provided by the Contractor (laundry carts, soiled linen bags, linens, etc.)

shall remain the property of the Contractor. The Contracting Agency will take

reasonable precautions that the Contractor’s equipment is maintained and utilized in

a safe manner and shall report any breakage or damage to the Contractor’s

Representative immediately. The Contracting Agency shall be responsible for

replacement cost on equipment on a prorated basis as determined by age and initial

purchase cost when said damage or loss occurs while items are in Contracting

Agency’s custody. Documentation of initial purchase cost shall be provided to the

Contracting Agency upon request. The Contractor shall bear the burden of proof that

such loss or damage did occur while said items were in the Contracting Agency’s

custody. Any requests for claimed additional loss by the Contractor shall be required

to include proof to the satisfaction of the Contracting Agency that the loss did occur.

All linen claimed to have been lost, stolen, or maliciously damaged will be billed

separately and include all supporting documentation as required by the Contracting

Agency. Any requests for claimed additional loss by the Contractor shall require

written proof to the satisfaction of the Contracting Agency that the loss did occur.

Routine replacement cost of linen shall be included in the individual bid price of each

item and based upon industry standard rates. Replacements will be automatic in cases

of normal wear and tear at no additional cost to the Contracting Agency.

2.2.6. Damages

The Contractor is responsible for damages to linen other than normal wear and tear.

The Contractor will replace, at the Contractor’s own cost, state owned articles that are

damaged, lost, or destroyed while in the Contractor’s possession. Items that are

beyond cleaning should be separated out and, after securing permission from the

appropriate Contracting Agency Representative, may be disposed of by the

Contractor. The Contractor shall provide a complete itemized list(s) to the Contracting

Agency Representative of all items prior to disposal.

2.2.7. Performance

All laundry and linen rental services must be performed at the Contracting Agency’s

convenience so as not to interrupt its normal operations. Services may be provided at

a large range of facilities. Each agency may have more than one location in different

regions of the State. Most agencies operate on a Monday-Friday, 8:00 AM to 5:00 PM

business hours schedule. Some agencies may require ad hoc pickup and delivery.

Contractor personnel may be required to sign-in and sign-out at state facilities.

Security provisions for all state facilities must be strictly observed. All Contractor

personnel must be uniformed or have visible identification at all times and personnel

may be required to provide photographic identification for inspection upon entering

state facilities. The Contractor is advised that for all state facilities, Contractor

personnel shall strictly abide by all state policies and procedures at all times.

Deviations from these policies by the Contractor or its personnel will not be tolerated

and will be considered grounds for contract termination.

2.3. Sampling, Inspection and Test Procedures

Unless otherwise specified, evaluation shall be based on performance during actual use. The

successful bidder shall provide product samples within five (5) working days after notification,

at no cost to the State of Mississippi. Samples may be randomly selected and tested for

compliance. Nonconforming items may result in rejection or other contractual remedies.

2.4. Preparation and Delivery

All packaging shall conform to current trade standards. Clean linens shall be bundled according

to agency specifications, securely wrapped, and sealed to eliminate dirt and dust. Bundles shall

be of manageable size for handling. Products shall be furnished in manufacturer-sealed

containers as initial inventory, and subsequent deliveries shall be based on actual usage or as

determined by the Contracting Agency.

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

Smart Number	1130-26-R-IFBD-00034	Advertised Date	12/15/2025 11:00 AM
RFx #	3160007773	Submission Date	01/30/2026 2:00 PM
RFx Status	Open	Major Procurement Category	COMMODITIES
RFx Opening Date	01/30/2026 2:00 PM	Sub Procurement Category	SUPPLIES - NON-TECHNOLOGY
RFx Type	Invitation for Bid
Agency
RFx Description	Bid for Laundry and Linen Rental

PRODUCT CATEGORY	PRODUCT DESCRIPTION
98300	Serv RentJanLaund

Attachments Attachment A
Attachments Attachment B
Attachments Attachment C
Attachments Attachment D
Attachments Attachment E
Attachments Attachment F
Attachments Attachment G
Attachments Format and Guidelines for Proposal

Name	Ashley Smith	Email	ASHLEY.SMITH@DFA.MS.GOV
Phone	6013595406	Fax

Bid for Laundry and Linen Rental

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See also