Police Uniform Cleaning and Related Services

MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
City of Marlborough
MARLBOROUGH, MASSACHUSETTS 01752
INVITATION FOR BIDS
POLICE UNIFORM CLEANING AND RELATED SERVICES
PD 2026-02
CONTACT INFORMATION
Krista Holmi, C.P.O.
Procurement Office
140 Main Street, 3rd Floor
Marlborough, MA 01752
Direct #508-460-3707
kholmi@marlborough-ma.gov

TABLE OF CONTENTS
INVITATION FOR BIDS
Police Uniform Cleaning and Related Services - Contract #PD 2026-02
I. GENERAL INFORMATION AND BID SUBMISSION REQUIREMENTS ........................... 1
II. PURCHASE DESCRIPTION / SCOPE OF SERVICES.................................................. 3
III. MINIMUM QUALIFICATIONS (RESPONSIBILITY QUIREMENTS).......... ..................... 7
IV. REFERENCES ...................................................................................................... 7
V. BASIS FOR EVLAUATIO AND AWARD............................................................................ 7
VI. INSTRUCTIONS FOR COMPLETING BID FORMS..................................................... 8
VII. SAMPLE CONTRACT ........................................................................................... 9
APPENDICES
Appendix A - Reference Form (Include with Bidder Submission Form B1) ....................20
Appendix B1 - Unit Price Bid Form (Bidder Submission)............................................. 21

MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
City of Marlborough
Marlborough, MA 01752
I. General Information and Bid Submission Requirements
1.1 Pursuant to Chapter 30B of the Massachusetts General Laws, the City of Marlborough
by its Police Department is seeking sealed bids from qualified vendors to provide professional
laundry and dry-cleaning services for Police uniforms, plain/civilian, clothing and blankets,
including sewing alterations and minor repairs for approximately 74 officers on an as needed
basis. The initial term contract term shall be three years commencing July 1, 2026 through June
30, 2029, with options to renew for up to two (2) additional one-year terms (FY30 and FY31),
exercisable in the City's sole discretion. All terms, including any renewal options, are subject to
annual appropriation.
1.2 The Invitation for Bids (IFB) package is available at the Procurement Office website by
registering and downloading the bid documents at https://www.marlborough-ma.gov/bids as of
April 15, 2026 at 2:00 PM and sealed bids will be accepted by the Chief Procurement Officer, in
person, via US Mail, FedEx, UPS, other prepaid carrier service or via City Hall drop boxes located
at the front and rear of City Hall,140 Main Street, Marlborough, MA 01752 until April 29, 2026,
at 2:00 P.M., at which time all bids will be publicly opened and read aloud. Bids must be clearly
identified on the bid envelope as "BID: Police Uniform Cleaning Services Contract #PD 2026-02 [
Company Name]" . The City will not be responsible for the premature opening of any bid not
properly identified, and any such bids may be rejected.
1.3 It is anticipated that the contract will be awarded within sixty (60) calendar days after the
bid opening unless extended and is subject to a Fiscal Year 2027 budget appropriation. The time
for award may be extended for up to thirty (30) additional days by mutual agreement between
the City and the apparent lowest responsive and responsible bidder.
1.4 If any changes are made to this procurement, an addendum will be issued. Addenda will
be emailed to all bidders on record as having received the bid documents via the Procurement
Office website. If the City issues any addenda to this procurement, each bidder shall acknowledge
on the Bid Form the receipt of each addendum by addendum number and date. Please note: It is
a bidder's responsibility to ascertain if any addenda have been issued and to obtain a copy prior
to the bid submission deadline.
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MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
1.5 Questions concerning this Bid must be submitted in writing c/o the Chief Procurement
Officer via email to kholmi@marlborough-ma.gov by 2:00 PM on April 23, 2026. Written
responses will be emailed to all bidders on record as having received the IFB. All questions and
answers will be incorporated into this IFB.
1.6 A bidder may correct, modify, or withdraw a bid by written notice received by the City
prior to the time and date set for the bid opening. Bid modifications must be submitted in a
separately sealed envelope clearly labeled, "Modification No. ___." Each modification must be
numbered in sequence and must reference the original bid identification.
1.7 After the bid opening, a bidder may not change any provision of the bid in a manner
prejudicial to the interests of the City or fair competition. Minor informalities will be waived, or
the bidder will be allowed to correct them. If a mistake and the intended bid are clearly evident
on the face of the bid document, the mistake will be corrected to reflect the intended correct bid,
and the bidder will be notified in writing; the bidder may not withdraw the bid. A bidder may
withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended
correct bid is not similarly evident.
1.8 There is no pre-bid conference scheduled for this IFB. To inspect items for professional
cleaning under the contract, contact the Police Department at 508-485-1212 during normal
business hours or by email request to the Chief Procurement Officer at kholmi@marlborough-
ma.gov,
1.9 The City reserves the right to accept or reject any and all bids, in whole or in part, or to
cancel this procurement, if the City determines that cancellation or rejection serves the best
interests of the City.
1.10 All bid prices submitted in response to this IFB must remain firm for sixty (60) calendar
days following the bid opening unless extended in writing per 1.3.
1.11 If, at the time of the scheduled bid opening, City Hall is closed due to uncontrolled events,
such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed until 10:00
A.M. on the next normal business day. Bids will be accepted until that date and time.
1.12 One original, one copy and one electronic copy in pdf form of the vendor's bid is
required.
1.13 The following forms and/or certifications must be submitted with the bid:
(a)Bid Form including Non-collusion
(b)Bid Unit Pricing Sheets
(c)Reference Form
All forms are appended to the bid documents and incorporated herein by reference.
1.14 A bid must be signed as follows:
(a)If the bidder is an individual, by her/him personally;
(b)If the bidder is a partnership, by the name of the partnership, followed by the
signature of each general partner;
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MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
(c)If the bidder is a corporation, by the authorized officer or other authorized.
affixed and;
(d)If a limited liability company, by the owner-manager.
1.15 No performance bond will be required under this IFB.
1.16 No bid deposit is required under this IFB.
1.17 Purchases of goods and services by the City of Marlborough are exempt from the payment
of Federal Excise Taxes and Massachusetts Sales Tax, and any such taxes must not be included in
any price computations. The City's MA Tax Exemption Certificate can be obtained from the
City's Auditor Office upon contract award.
1.18 Bids which are incomplete, conditional, not properly endorsed, or signed, or which are
otherwise contrary to these instructions may be rejected.
1.19 In accordance with the provisions of applicable statutes, laws, rules, regulations, and
ordinances, the City of Marlborough does not discriminate in employment or the provision of
services and all qualified contractors will receive consideration without regard to race, age, color,
religious creed, gender, handicap, sexual orientation, veteran's status or national origin.
1.20 The Prevailing Wage Law, M.G.L. c149, 26-27D, is not applicable to these services.
1.21 The City reserves the right to make such inquiries, as may be required, to determine
whether any or all bidders are responsible and capable of performing under the terms of the
proposed contract.
1.22 Tie Bids- In the event of a tie bid, the City reserves the right to determine the award by a
method consistent with M.G.L. c.30B, including but not limited to a coin toss or drawing.
II. Purchase Description/Scope of Services
The contract term for the professional laundry and dry-cleaning services required by the Police
Department will be for a three (3)-year term commencing July 1, 2026 through June 30, 2029 (Initial Term),
contingent upon and subject to an appropriation in each fiscal year, with options to renew for two (2)
additional one-year terms from July 1, 2029 through June 30, 2030 (Option Year 1), and July 1, 2030
through June 30, 2031 (Option Year 2). The option to renew after the fiscal year in which the contract is
executed is at the sole discretion of the City. This is a fixed-unit price contract for each category of items.
The City will pay only for services rendered. This is an on-call, as-needed contract. No minimum quantity
of services is guaranteed.
All unit pricing must remain firm throughout each fiscal year term of the contract. All subsequent fiscal
years to the fiscal year in which this contract is awarded are contingent upon and subject to appropriation
and to any police collective bargaining agreement (CBA).
Special handling of cleaning articles contaminated with blood borne pathogens (Hepatitis, HIV/AIDS virus,
etc.) or other medical/biohazards and non-medical chemicals will be required.
Maintain the important qualities of fabric while cleaning items.
All cleaned items must be pressed and put on hangers.
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MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
Scope of Services:
1. ITEMS: Police Uniform and plain/civilian clothing items to be laundered or dry cleaned may
include but are not limited to: uniform pants or skirts, shirts or blouses, polo style tops,
sweaters, uniform jackets, rain/winter coats, suit jackets or sport coat/blazers, suit pants or
slacks or skirts, neckties, hat covers, mittens, gloves, bullet proof vest covers.
MISCELLANEOUS ITEMS: Blankets
SEWING ALTERNATIONS OR REPAIRS: If requested, Vendor shall make sewing alterations such as
uniform shirt (take in or let out waist or seat areas), uniform pants (take in or let out waist or seat
areas), patches, name tags, cuffs, and hems and/or make minor repairs to items such as zippers,
buttons, and rips/tears. Cost for these services shall be identified on the bid form.
2. DROP OFF AND PICK UP.
2.1 Drop Off and Pick Up of laundry or dry-cleaning items will be made by individual Police
personnel, as needed. The maximum time allowed for the cleaning of items is three (3) business
days, in that seventy-two (72) hours after the items are dropped off by the employee to the
vendor, they shall be ready for pick-up by the employee.
2.2 Service Location Requirement
Bidders must satisfy one of the following service delivery options:
Option A - Local Facility:
The bidder shall maintain a physical business location within the City of Marlborough or an
abutting municipality for the duration of the contract.
OR
Option B - Pickup and Delivery:
The bidder shall provide pickup and delivery services in accordance with Section 2.3. No additional
fees for pickup and delivery shall be charged unless separately identified on the bid form.
Failure to maintain the selected service option throughout the contract term may result in
termination.
2.3 As an alternative, a vendor may offer pickup and delivery service from the Marlborough Police
Station located at 355 Bolton Street, subject to the following conditions:
2.3.1 Pickup and delivery is offered six (6) days per week, Monday through Saturday.
2.3.2 Vendor provides a facility where laundry can be stored, organized, picked up and dropped
off by individual police personnel. There is no storage space at the Police Department facility. For
example, a lighted walk-in-storage trailer that can be used to hang and organize laundry to be
picked up and dropped off. Any fees associated with permitting a storage trailer is at the vendor's
expense. The trailer would also need to be kept clear and available during snow events and
inclement weather. A regularly scheduled drop off and pick up so police personnel can address
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MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
any problems, issues, missing laundry items with a person from the vendor's company. Any loss
or damage to any laundry will be at the vendor's expense.
2.3.3 Vendor is responsible for providing laundry slips and supply 30" x 40" nylon drawstring bags
for employee's soiled items. Red Biohazard Bags with laundry slip attached on the outside of the
bag describing the type of biohazard contamination (blood, urine, vomit etc.) will be used.
3. YEARLY ESTIMATES:
Charges for monthly cleaning will be directly related to usage and, as such, a firm contract value
is not available. Estimates are provided only for the purpose of establishing unit pricing. The
estimated annual contract value shall not exceed $25,000.00 per year, unless additional funds
are appropriated by the City Council. The estimated number of units per item may vary, which
are based on an analysis of services provided in prior years and do not represent a guarantee of
the volume of services to be provided under the contract. Unit prices shall be used to calculate
annual and multi-year costs for evaluation purposes. Estimated quantities shall be applied
equally to each contract year for bid comparison only.
For evaluation purposes, estimated quantities shall be applied uniformly across all bidders. The
City reserves the right to adjust estimated quantities if deemed inconsistent with historical
usage for purposes of ensuring a fair and balanced evaluation.
4. BILLING:
Vendor shall submit invoices, including an itemized listing of provided services, to the City on a
monthly basis for payment to be coordinated through the Marlborough Police Department. Form
of invoice shall include Invoice #, date, employee name and description of service performed
(laundered, dry-cleaned, alterations, repairs etc.) All payments will be made within thirty (30) days
of receipt of a correct itemized invoice in accordance with M.G.L. c.41, 56 as approved by the
City Auditor. Payments made under the contract shall not exceed the annual contract
appropriation.
5. CONTRACT TERMS AND CONDITIONS:
5.1 The City's General Terms and Conditions apply to this contract. Bidder shall acknowledge
acceptance of the City's General Terms and Conditions by submitting with its bid a signed original
"City's General Terms and Conditions" form.
5.2 The successful bidder will be required to submit evidence of liability insurance required by
Section 6 below, by providing a "Certificate of Insurance" upon notice of an award of contract.
5.3 The successful bidder shall be required to execute a certification for the following upon award
of contract and prior to contract execution:
a. Certificate of Tax compliance per M.G.L. c. 62C, 49A;
b. Certificate of Unemployment Contribution per M.G.L. c. 151A, 19A; and
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MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
c. Non-Debarment per M.G.L. c. 29, 29F, as amended, c.152, as amended or any
other applicable debarment provision of any other chapter of the Massachusetts
General Laws or any rule or regulation promulgated thereunder.
5.4 In accordance with M.G.L. c. 149, 19C, the Vendor shall not knowingly use
undocumented workers in connection with the performance of the contract.
6. INSURANCE:
6.1 Vendor selected shall submit a Certificate of Insurance, including the City as an additional
named insured, in the limits specified in this section. Vendor's insurance shall be primary with no
contribution by the City's insurer.
6.1.1 Commercial General Liability Insurance for bodily injury and property damage in the amount
of $1,000,000 per occurrence with an aggregate of 3,000,000. Said insurance shall include
Premises & Operations, Products and Completed Operations, Personal and Advertising Injury,
Contractual Liability and Independent Contractors.
6.1.2 Automobile Insurance, applicable if vehicle is used in providing services specified, in the
amount of $1,000,000 C.S.L., including all owned, hired, borrowed and non-owned vehicles.
6.1.3 Workers' Compensation per statutory coverage and Employer's Liability in the amount of
$100,000 each accident/$500,000 disease-policy limit/$100,000 disease each employee or such
other amount as required by statute.
7. PERFORMANCE/MINIMUM CLEANING STANDARDS:
The City must receive a bid for all items specified for cleaning services under the bid to be
considered responsive.
Uniform and civilian clothing shall be washed (laundered) or dry cleaned as requested by the
employee. All services shall be performed in a timely, workmanlike manner to the satisfaction of
the City. All work is to conform to conventional garment cleaning standards including the
complete removal of soiling and odors resulting from normal wear of the garment, removal of
spots and stains in so far as possible and pressing in a manner appropriate to the garment. If such
standards are not met to the satisfaction of the Chief of Police or his designee, the contract may
be terminated ten days after a written notice has been issued by the City.
Unacceptable cleaning of clothing will result in the item(s) being returned to be re-cleaned at no
additional cost to the City.
8. OSHA REGULATIONS FOR BLOODBORNE PATHOGEN EXPOSURE CONTROL PLAN FOR POLICE
DEPARTMENTS IN MASSACHUSETTS.
When designated by the Marlborough Police Department, certain articles which have had contact
with bodily fluids shall be cleaned in accordance with OSHA STANDARDS ON BLOODBORNE
PATHOGENS per 29 CFR 1910.1030 regulations. Primarily, this cleaning will be for small amounts
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MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
of blood stain. Soaked items of clothing will be destroyed by the Marlborough Police Department.
The items to be cleaned in accordance with OSHA Standards are listed separately on the Bid Form.
III. MINIMUM QUALIFICATIONS (Responsibility Requirements)
Bidders must meet the following minimum qualifications to be deemed responsible:
3.1 Experience
Minimum of three (3) years providing laundry and/or dry-cleaning services of similar scope.
3.2 Operational Capability
Ability to meet the required turnaround time of seventy-two (72) hours.
3.3 Service Delivery
Ability to meet either the location requirement or pickup/delivery requirement as specified in
Section II.
3.4 Business Operations
Maintain regular business hours sufficient to support police personnel schedules.
3.5 Bidder's must have the ability, within ten days (10) days of being notified of the award of a
contract, execute such contract, which contract shall incorporate all contract terms and
conditions, specifications and scope of work to be performed under the contract.
IV. REFERENCES
4.1 Appendix A - Bidders must submit a complete list of business references for which the
vendor has completed cleaning services in the past three (3) years, with contact names, e-mail
and phone numbers.
4.2 Poor or unreachable references may be a basis for a determination that the bidder is not
a responsible bidder.
V. BASIS FOR EVALUATION AND AWARD
5.1 Basis of Award
The contract will be awarded to the lowest responsive and responsible bidder based on the
Total Evaluated Cost for the initial three-year term (FY27-FY29).
The Total Evaluated Cost shall be calculated by the City as follows:
(Estimated Quantity x Unit Price) for each item = Evaluated Item Cost
Sum of all Evaluated Item Costs = Total Annual Evaluated Cost
Total Evaluated Cost = Year 1 + Year 2 + Year 3
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MARLBOROUGH POLICE DEPARTMENT c.30B UNIFORM CLEANING BID
Where bidders propose price adjustments for Years 2 and 3, such adjustments shall be applied
to the preceding year's unit prices for evaluation purposes.
Estimated quantities are for evaluation purposes only and do not represent guaranteed
quantities.
5.2 All information pertaining to the bidder's bid shall be considered. At a minimum, each of the
issues set forth in the Invitation for Bids must be addressed by the bidder in order to be considered
responsive. Any bid proposal which does not respond to each issue in the Invitation for Bids shall
be rejected by the City as non-responsive.
5.3 The award of this contract will be made by the City's Chief Procurement Officer based on a
recommendation by the Chief of Police or his designee.
5.4 Any bidder presently debarred from entering into a public contract in the Commonwealth of
Massachusetts ("Commonwealth") pursuant to any laws or regulations of the Commonwealth will
not be awarded a contract. Any bidder who has been issued a Stop Work Order ("SWO") by the
Department of Industrial Accidents, Office of Investigations, pursuant to M.G.L. Chapter 152,
25C, is debarred from contracting with the City for a period of three (3) years from the date the
SWO was issued, even if the bidder presents evidence to the City of a valid worker's compensation
insurance policy and/or that all fines due to the Commonwealth have been paid.
5.5 Unbalanced Bids- The City reserves the right to reject any bid determined to be materially
unbalanced, including but not limited to bids where unit prices are significantly disproportionate
to estimated quantities.
VI. INSTRUCTIONS FOR COMPLETING THE BID SUBMITTAL FORMS
Bidders shall complete the Unit Price Bid Form B1 by entering a unit price for each listed item.
Bidders may propose either:
(a) Fixed unit pricing for all three years; OR
(b) Percentage adjustments for Years 2 and 3.
(c) Price Option Years (but not included in price evaluation)
The City will calculate all extended and total costs for evaluation purposes.
In the event of a discrepancy between unit prices and calculated totals, unit prices shall govern.
A Bid Form is the cover form to the Unit Pricing Bid Form and contains statutory certifications as
part of the bid submission as specified in 1.13, including the Certificate of Non-Collusion required
by M.G.L. Chapter 30B, 10. Any bid submitted without a properly executed Certificate of Non-
Collusion will be rejected.
For evaluation purposes, bidders shall provide either fixed pricing for Years 1-3 or clearly identify
any percentage adjustments for Years 2 and 3. The City will calculate total costs for each year
using the estimated quantities provided and determine the lowest total three-year cost.
PD 2026-02 Page 8