SLCo SHE133298 Commercial Laundry Maintenance & Repair - RFC

Project Description: The County seeks a qualified service provider to perform quarterly scheduled and as-needed on-site preventative maintenance, repairs, and replacement parts at the Jail facilities. The resulting contract will require the Contractor to supply all necessary parts and labor. Off-site repairs may be permitted at the County’s discretion on a case-by-case basis.
Salt Lake County Jail operates multiple commercial laundry appliances and related devices (collectively referred to as “the equipment”) that are used daily to launder inmate clothing and linens. Contractor is to supply all necessary parts and labor, as authorized by the County through an issued Purchase Order (PO). The Jail consists of two facilities:
Adult Detention Center (ADC) – Metro Jail
3415 South 900 West, South Salt Lake City, UT 84119
Oxbow Jail
3148 South 1100 West, South Salt Lake City, UT 84119
Contractor is to provide on-site preventative maintenance, repair services, and replacement parts for the following equipment currently in use at both Jail locations (the pricing schedule is illustrative and not exhaustive):
• One (1) Milnor washer
• Five (5) UniMac washers
• Eight (8) UniMac dryers
• Two (2) Huebsch originator washers
The contracted quarterly preventative maintenance price shall include all normal labor and parts required to keep the equipment operational. During each preventative maintenance visit:
• All authorized machines must be serviced during the same visit.
• Contractor shall perform a full preventative maintenance inspection on each piece of equipment and complete minor adjustments and repairs as appropriate for each machine type. Preventative maintenance tasks include but are not limited to:
o Cleaning and vacuuming
o Oiling and lubricating
o Evaluating grease/lube levels, drive belts, water inlets, discharge outlets, vents, air switches, cyclone, window/door seals, and overall operational condition
o Checking bolts, screws, weld points for loosening or wear
o Perform minor repairs identified during inspection
Equipment replacement is outside the scope of this contract and will be procured in a competitive solicitation process separately under County policy. This contract does not prevent the Contractor from bidding on replacement equipment and does not grant any preference or advantage in such solicitations.
In the event equipment is replaced, preventative maintenance shall not be performed or billed during the warranty period unless authorized or requested by the County, the warranty requires preventative maintenance, or the work is outside the warranty scope and will not void the warranty.
This contract includes “as-needed” repair services when authorized by a County-issued Purchase Order (PO). Repairs beyond preventative maintenance scope shall be billed at an hourly labor rate plus parts. The Contractor shall supply all parts required for repairs.
When a machine is broken and needs the Contractor’s attention the Sheriff’s Office may choose either wait for the next preventative maintenance visit, or to request a special trip for repair. Contractor must be available for an on-site diagnostic visit on the next business day after receiving a repair request. Contractor must obtain a unique PO number from the County and include it on all related invoices.
Contractor must provide on-site emergency service within 10 hours, 24/7/365 (366 days in leap years).
Off-Site Repairs may be approved by the County on a case-by-case basis.
After diagnostic evaluation, and before performing repairs beyond preventative maintenance, the Contractor must:
• Provide a firm cost quote in writing.
• Obtain written PO authorization from the County.
• If repair costs are likely to approach or exceed replacement cost, Contractor must stop work immediately and notify the Jail Facility Management Division Supervisor and await further instruction. If the Supervisor is unavailable, the Assistant Supervisor may authorize next steps.
The awarded Contractor shall use new Original Equipment Manufacturer (OEM) parts for all maintenance and repairs. If non-OEM or used parts are recommended (e.g., OEM unavailable), Contractor must obtain prior approval from the Jail Facility Management Division Supervisor.
Contractor shall provide a means of communication that the County can use to place repair requests 365 days per year (please provide the means of communication in the spaces provided in the Specifications document and the Bid Portal.