RFSB No. 227001 - Augusta Civic Center Linen Service

City of Augusta
Invitation to Bid
Bid # 227001
REQUEST FOR SEALED BIDS
For
Augusta Civic Center - Linen Services
RFSB Release Date:
June 3, 2026
Bid Submittal Deadline
July 9, 2026, 2:00 P.M.
Questions with regard to submissions, process, or bids can
be emailed to:
Jess Carr, Food and Beverage Director
jess.carr@augustaciviccenter.org
City of Augusta * 16 Cony Street* Augusta, Maine 04330 * (207) 626-2300 * www.augustamaine.gov

REQUEST FOR SEALED BIDS
For
Augusta Civic Center - Linen Services
NOTICE IS HEREBY GIVEN that the City of Augusta ("City") is issuing this Request for
Sealed Bids ("RFSB") for preparation of
"Augusta Civic Center - Linen Services"
Vendors are solely responsible for ensuring bid packets are received by the City on or before the
submittal deadline. Bid packets must be received no later than Thursday, July 9, 2026 at 2:00
P.M. at the following address:
City of Augusta
Development Services Office
1st Floor
16 Cony Street
Augusta, ME 04330
An original copy must be signed by a representative authorized to bind the company. Bids
submitted by facsimile or email are not acceptable and will not be considered. The original signed
bid shall be submitted in sealed package with the name of the Vendor and RFSB 227001
"Augusta Civic Center - Linen Services" clearly marked on the outside of the package.
Failure to comply with the requirements set forth in this bid may result in disqualification. Bids
and/or modifications received subsequent to the hour and date specified above will not be
considered. Submitted bids may be withdrawn at any time prior to the submission time
specified in this bid, provided notification is received in writing before the submittal deadline.
Bids cannot be changed or withdrawn after the submittal deadline. No handwritten notations or
corrections will be allowed. The responding Vendor is solely responsible for all costs related to the
preparation of the bid.
The City reserves the right to reject all bids and to waive any minor informalities or irregularities
contained in any bid. Acceptance of any bid submitted pursuant to this RFSB shall not constitute
any implied intent to enter into a contract.
The contract award, if any, will be made to the Vendor who, in the City's sole discretion, is best
able to perform the required services in a manner most beneficial to the City.
The RFSB is available on the City of Augusta website. (www.augustamaine.gov).
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This RFSB includes the following documents and information:
1. Invitation to Bid - Request for Sealed Bid
2. Introduction to the City of Augusta
3. Scope of Services
4. Project Schedule
5. RFSB Submission Instructions
6. Special Conditions
7. Attachment 1 - Professional Services Agreement Template
8. Attachment 2 - Bid Form
9. Attachment 3 - Specifications/Quote Form
10. Attachment 4 - Evaluation Criteria
11. Attachment 5 - Value Added Services
12. Attachment 6 - RFSB Acceptance Form
Bids submitted by facsimile or email are not acceptable and will not be considered. The original
signed bid shall be submitted in sealed package with the name of the Vendor, "Augusta Civic
Center - Linen Services" and bid number 227001 clearly marked on the outside of the package. The
provided specifications/quote form (Attachment 3) shall be used to provide costs associated with the
work being requested.
The Bid Packet shall be received by the City of Augusta by 2:00 P.M. on Thursday, July 9,
2026 for a bid to be considered. The Bid should be addressed as follows:
City of Augusta
Development Services Office
1st Floor
16 Cony Street
Augusta, ME 04330
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Introduction
The City is accepting sealed bids from qualified Vendors to provide services, installation, equipment,
and products associated with "Augusta Civic Center - Linen Services" The scope of services and
the general conditions thereof are included in this document.
The RFSB is intended to provide a common and uniform set of instructions to guide bidders through
the development of bids.
There is no expressed or implied obligation for the City of Augusta to reimburse responding firms for
any expenses incurred in preparing bids in response to this request. Materials submitted by
respondents are subject to public inspection under the Maine Freedom of Access Act.
During the evaluation process, the City of Augusta reserves the right, where it may serve the
City's best interest, to request additional information or clarification from bidders, or to allow
corrections of errors or omissions. At the discretion of the City of Augusta, firms submitting bids
may be requested to make oral presentations as part of the evaluation process.
The City reserves the right to retain all bids submitted and to use any idea(s) in a bid regardless
of whether that bid is selected. Submission of a bid indicates acceptance by the firm of the conditions
contained in the request for sealed bids, unless clearly and specifically noted in the bid submitted
and confirmed in the contract between the City of Augusta and the firm selected.
It is anticipated the selection of a firm will be completed within four (4) weeks of the submittal of
bids. Following the notification of the selected firm, a recommendation and proposed contract
will be prepared for review and approval by the City Manager. The City reserves the right to reject
any or all bids, to waive any non-material irregularities or information in any bid, and to accept or
reject any items or combination of items.
Bids must be responsive to City's request. The City shall determine the most responsive and
qualified Vendor providing the best service at the most reasonable cost. Cost alone shall not be the
determinative factor.
The request for sealed bids does not obligate the City to award a contract or complete the project and
the City reserves the right to cancel the solicitation if deemed in its best interest.
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Background
The City of Augusta is the capital of Maine and is located approximately 60 miles north of Portland
and approximately 75 miles south of Bangor. It has a population of approximately 18,000 that more
than doubles in population 5 days per week, with visitors that work, shop, and conduct business in the
city.
Located in the capital of Maine, the Augusta Civic Center serves as the primary public assembly facility
in the area. Built in 1973, the Center is owned by the City and offers over 48,000 total square feet of
meeting space with a main auditorium of 24,576 square feet and 23 meeting rooms, including two
ballrooms. The facility hosts a variety of events consisting of conventions, conferences, tradeshows,
banquets, concerts, basketball tournaments and other local civic activities.
Site Visit
Bidders are not required to attend a site visit, however, site visits are available upon request. To
request and schedule a site visit to review the RFSB, please contact Jess Carr, Food and Beverage
Director, 207-626-2405 ext. 3717, jess.carr@augustaciviccenter.org.
Scope of Services
Overview
The Augusta Civic Center is seeking proposals from qualified vendors to provide linen rental,
laundering, delivery, pickup, and related services for all confirmed events and ongoing facility
operations.
The Augusta Civic Center is a full-service convention and event facility hosting more than 500 events
annually. Event types and attendance levels vary significantly throughout the year, with multiple events,
meetings, and meal functions often occurring simultaneously. The facility serves approximately
150,000 meals annually.
The successful CONTRACTOR must have sufficient inventory, staffing, and operational capacity to
support the Augusta Civic Center's event-driven business model. Linen requirements fluctuate based on
event schedules, customer requests, and seasonal demand. Quantities may increase significantly during
periods of high activity and decrease during slower periods. The CONTRACTOR must be capable of
accommodating these fluctuations while maintaining consistent product quality and service levels.
The Augusta Civic Center regularly utilizes the following linen products:
Napkins
* Black
* Red
* Burgundy
* Navy Blue
* Royal Blue
* Light Blue
* Hunter/Forest Green
* Gold
* Purple
* Gray
* Orange
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* White
* Brown
Black is the Augusta Civic Center's standard napkin color when no specific color is requested by a
customer. Additional colors may be requested periodically. Vendors shall indicate all available napkin
colors and inventory quantities in their proposal response.
Napkin usage ranges from approximately 100 to 4,000 per week depending on event activity, with an
average weekly usage of 300 to 600 napkins.
Standard Table Covers
* White 72" x 72" (5-foot round tables)
* White 54" x 108" (classroom setups, exhibitor tables, buffet lines, registration tables, and similar
uses)
* Black 54" x 108" (exhibitor tables, buffet lines, registration tables, auction tables, bars, and
similar uses)
Average usage is approximately 100 to 400 of each size and color combination per week.
Specialty Table Covers
* White 120" Round (floor-length drape on 5-foot round tables)
* Black 120" Round (floor-length drape on 5-foot round tables)
Average annual usage is approximately 400 of each size and color combination.
Kitchen Linen Products
* Black Aprons
* Kitchen Towels
Average usage is approximately 100 to 150 black aprons per week and 400 kitchen towels per week.
All quantities provided are estimates based on historical usage and are intended for planning and
bidding purposes only. Actual quantities may vary based on event schedules, customer requirements,
and facility activity levels. The Augusta Civic Center does not guarantee minimum purchase quantities
under any resulting contract.
Deliverables
The selected Vendor shall furnish all products, services, equipment, coordination, and documentation
necessary to support linen operations at the Augusta Civic Center. Deliverables shall include, but are
not limited to, the following:
1. Product Supply & Availability
Vendor shall provide a complete inventory list of available linen products, including but not limited to:
* Napkin colors and sizes
* Tablecloth colors and sizes
* Specialty and custom-order linens
* Apron styles, colors, and sizes
* Kitchen towel types and sizes
* Any additional linen products available for event use
Vendor shall ensure sufficient inventory levels to meet the operational needs of the Augusta Civic
Center and provide timely replenishment to support event demand.
Vendor shall identify available inventory quantities for all standard products and maintain inventory
levels sufficient to support peak event periods and high-volume business demands.
2. Product List & Pricing Structure
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Vendor shall provide a complete product catalog and pricing schedule, including:
* Item descriptions and specifications
* Unit pricing
* Bundle or package pricing, if applicable
* Volume discounts or tiered pricing, if offered
* Pricing for specialty or custom-order items
* Any applicable minimum order requirements
3. Equipment Provision
Vendor shall furnish and maintain all equipment necessary to support linen operations, including:
* A minimum of six (6) commercial laundry carts
* Five (5) towel racks with collection bags
All equipment shall be commercial-grade and suitable for high-volume convention and event facility
operations.
4. Equipment Maintenance & Service
Vendor shall provide ongoing maintenance and service for all supplied equipment, including:
* Routine preventative maintenance
* Repair and replacement of damaged equipment
* Emergency service response procedures
* Replacement of equipment that no longer meets operational standards
5. Delivery & Inventory Management
Vendor shall provide regular delivery and pickup services based on agreed-upon schedules and event
requirements.
Vendor shall:
* Coordinate deliveries and pickups around Civic Center operations
* Ensure accurate order fulfillment
* Provide packing slips or delivery documentation with each order
* Maintain sufficient inventory to support scheduled events and anticipated demand fluctuations
* Assist with inventory management recommendations when requested
Vendor shall maintain a regularly scheduled delivery and pickup schedule mutually agreed upon by the
Augusta Civic Center and the CONTRACTOR. The schedule may be modified as necessary to
accommodate event activity, seasonal demand, and operational requirements. Vendor shall be capable
of providing emergency delivery service within forty-eight (48) hours when operationally feasible and
necessary to support Civic Center events.
6. Linen Quality Standards
Vendor shall ensure all linens delivered are:
* Professionally laundered and pressed
* Free of stains, tears, excessive wear, and odors
* Event-ready upon delivery
* Suitable for immediate customer use
The Augusta Civic Center reserves the right to reject any linen products that do not meet these
standards. Vendor shall replace any rejected linens at no additional cost within twenty-four (24) hours,
or sooner when required to support scheduled events. Repeated delivery of damaged, stained,
incomplete, or unusable orders may result in service credits or other remedies as determined by the
City.
7. Staff Training & Support
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Vendor shall provide training for authorized Augusta Civic Center personnel responsible for linen
ordering, inventory management, and equipment use.
Initial training shall be provided within one (1) week of the first delivery of linens and equipment at the
start of the contract term.
Additional training shall be provided as reasonably requested during the contract period.
8. Regulatory Compliance
Vendor shall comply with all applicable federal, state, and local laws, regulations, and industry
standards related to laundering, transportation, workplace safety, and sanitation.
9. Additional Charges
No charges shall be assessed for:
* Shelved inventory
* Energy or environmental surcharges
* Emergency or special deliveries
* Late-order fees
* Inventory holding fees
* Replacement of normal wear-and-tear items
For purposes of this contract, "shelved inventory" shall mean extra inventory ordered in advance for
upcoming events or unused inventory remaining from previous events. The Augusta Civic Center will
account for shelved inventory when placing future orders to minimize over-ordering.
10. Emergency Support & Contingency Planning
Vendor shall maintain contingency plans to address:
* Inventory shortages
* Supply chain disruptions
* Equipment failures
* High-volume event periods
* Short-notice event additions or changes
* Emergency replacement needs
Vendor shall identify emergency contact procedures and response expectations within its proposal.
11. Equipment Replacement & Upgrades
Vendor shall replace or upgrade supplied equipment as necessary to maintain safe and effective
operation throughout the contract term.
12. Loss and Damage Policy
Vendor shall clearly identify all charges, procedures, and responsibilities related to lost, damaged,
stained, or destroyed linens and equipment.
The policy shall include:
* Definitions of normal wear and tear
* Replacement cost methodology
* Procedures for reporting losses or damage
* Timeframes for dispute resolution
* Documentation requirements for any assessed charges
The Augusta Civic Center shall not be responsible for normal wear and tear resulting from ordinary use.
13. Implementation Plan
Vendor shall submit a transition and implementation plan that includes:
* Initial delivery schedule
* Equipment installation timeline
* Inventory stocking plan
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* Staff training schedule
* Go-live coordination process
14. Itemized Bid & Financial Terms
Vendor shall submit a detailed bid including:
* Product pricing
* Equipment costs, if any
* Delivery and service costs
* Pricing for specialty linens
* Any rebates, incentives, discounts, or value-added services
Vendor shall complete and submit all required pricing information contained within the
Specifications/Quote Form.
15. Minimum Inventory Requirements
Vendor shall identify minimum on-hand inventory levels for the following frequently used items:
* Black napkins
* White 72" x 72" tablecloths
* White 54" x 108" tablecloths
* Black 54" x 108" tablecloths
* Black aprons
* Kitchen towels
Vendor shall demonstrate the ability to provide quantities necessary to support the Augusta Civic
Center's peak operating periods and event schedules.
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Project Schedule
The City will not give verbal answers to clarifications regarding information in this RFSB, or
verbal instructions prior to the submission deadline. All clarifications shall be submitted in
writing. A verbal statement regarding same by any person shall be non-binding. The City is not
liable for any increased costs resulting from the Vendor accepting verbal directions.
The bid will cover the period of August 1, 2026 to July 31, 2029, with (2), one -year extension
options if agreed by both parties in writing.
The selected bidder shall be responsible for coordinating a product and equipment transition with the
Food and Beverage Director to be in place by August 1, 2026.
Project Schedule:
The anticipated schedule for this RFSB and associated project is as follows. The City
reserves the right to modify this schedule as necessary and in its best interest.
Estimated Schedule Date
RFSB Issued June 3, 2026
Bid Submittal Deadline July 9, 2026 (2:00 P.M.)
Contract Award (No Later Than) July 23, 2026
Contract Start Date August 1, 2026
Contract End Date July 31, 2029
August 1, 2029 - July 31,
Optional Contract One-Year
2030, and August 1, 2030 -
Extension
July 31, 2031
Inquiries concerning the subject of the Request for Sealed Bids shall be made to:
Jess Carr
Food and Beverage Director
jess.carr@augustaciviccenter.org
Submission of Sealed Bid Packet
Bids submitted by facsimile or email are not acceptable and will not be considered. The original
signed bid shall be submitted in sealed package with the name of the Vendor, "Augusta Civic Center
- Linen Services" and bid number 227001 clearly marked on the outside of the package. The
provided bid form (Attachment 2) shall be used to provide costs associated with the work being
requested.
The Sealed Bid Packet shall be received by the City of Augusta by 2:00 P.M. on Thursday,
July 9, 2026, for a bid to be considered. The Bid should be addressed as follows:
City of Augusta
Development Services Office
1st Floor
16 Cony Street
Augusta, ME 04330
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