Residential & Business Services: Provision of Linen for Catered Events

Tender description

The supply of linen (or appropriate alternative) for catered events run by the university’s Residential & Business Services (RBS) Event Operations team. Our objective is to partner with a laundry service that offers a comprehensive leasing solution, including stock provision, selection, laundering, and return, while maintaining a flexible par stock that adapts to commercial business demands. Lot 1: Currently, RBS maintains a par stock of linen that we own, with a laundry service providing a pick-up, laundering, and return service based on demand. However, the existing linen stock no longer meets the high-quality standards expected by the University, impacting the level of service we provide. Our objective is to partner with a laundry service that offers a comprehensive leasing solution, including stock provision, selection, laundering, and return, while maintaining a flexible par stock that adapts to commercial business demands. This approach will: Ensure consistently high-quality linens that meet University standards. Improve operational efficiency with a seamless supply chain. Enhance sustainability efforts by reducing waste and ensuring eco-friendly laundering practices. Minimise financial exposure by eliminating the need for large capital investments in linen purchasing and replacement. By implementing this model, we align with the University’s strategic goals of quality, sustainability, and financial responsibility while ensuring a more adaptable and cost-effective linen management system. Tenderers should propose cost-effective solutions, such as, but not limited to bulk hire discounts, and are asked to consider innovative proposals for introducing innovative linen alternatives that enhance functionality and aesthetics, but are in line with our stated objectives above. The supplier shall comply with all relevant industry regulations and standards and will ideally be a member of the Textile Services Association or equivalent. The peak business season for RBS events occurs during the summer, with up to five dinners per week. Event sizes vary significantly from intimate dinners for 16 guests, requiring four tablecloths and 16 napkins, to larger dinners for 150 guests, which require 15 round tablecloths, 10 trestle tablecloths, and 160 napkins. Additionally, Summer Graduation Garden parties host 2,000 guests per day over five days, requiring 50 round tablecloths and 50 trestle tablecloths per day. Deliveries / collections are likely to be required twice a week, but the university would be open to suggestions as to how this might be managed to minimise carbon, whilst ensuring availability of linens to ensure catering operations can be maintained. All linen must present a pristine and professional appearance to align with the high-quality standards expected in a 4-star hotel environment.