HomeMy WebLinkAbout12/18/2013 - STAFF REPORTS - 2.N. ALM SA9
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C'Q<fFOit City Council Staff Report
DATE: December 18, 2013 CONSENT CALENDAR
SUBJECT: RESCIND AWARD OF IFB 13-13 AND AWARD RE-BID 14-06 FOR
UNIFORM RENTAL AND CLEANING SERVICES FOR VARIOUS
DEPARTMENTS
FROM: David H. Ready, City Manager
BY: Maintenance and Facilities
SUMMARY
Staff recommends the City Council consider rescinding the award of IFB 13-13 and
Agreement No. 5615 with Cintas Corporation, and award the rebid of IFB 14-06 for
uniform rental and cleaning services for the City's maintenance personnel for the
Aviation, Facilities, Fleet, Parks, Recreation, and Streets departments.
RECOMMENDATION:
1. Rescind the award of IFB 13-13 to Cintas Corporation and direct Staff to close
Agreement No. 5615.
2. Approve an Agreement with Prudential Overall Supply for IFB 14-06, for uniform
rental and cleaning services on the basis of unit prices for an estimated base
amount of $46,237.68 per year, for the initial three-year term, with two 1 year
optional renewals.
3. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Facilities Maintenance Department prepared the specifications and worked closely
with Procurement to conduct Invitation for Bid 13-13 in the spring of this year. On May
15, 2013 the City Council approved an agreement with the incumbent Cintas
Corporation.
During the contract execution phase it was discovered by Cintas Corporation that the
City's Facilities Maintenance Department had provided inaccurate bid specifications and
counts, therefore making the pricing null and void and not reflective of the award made
ITEM NO. �_U—
City Council Staff Report
December 18, 2013-- Page 2
Uniform Rental And Cleaning Services
by the City Council. Facilities staff carefully reviewed and corrected their specifications
and employee counts and Procurement prepared the re-bid IFB 14-06 which was
advertised, posted and distributed October 2151 to 11 uniform companies. Three bids
were received by the November 21 st deadline and are tabulated below:
Company: Base Bid Amount for
initial 3 year term
Prudential Overall Supply $46,237.68
Aramark Uniform Services $46,410.12
Cintas $62,208.76
Total estimated base compensation amount is calculated utilizing unit pricing as
provided in the Bid and the estimated employee counts for the respective departments.
During the term of the agreement as employee counts either increase or decrease with
the approval of the Director of Facilities, the base compensation will change
accordingly.
As industry standard, the agreement provides for initial set-up fees and exchange fees
that will be approximately an additional 10% ($4,624) of the base bid price for the first
year of the agreement.
At the mutual consent of the parties, the agreement may be extended for two (2) one (1)
year renewal options, and the unit prices shall be adjusted (increased or decreased)
based upon the CPI index for the Los Angeles/Anaheim/ Riverside Areas.
Staff is recommending the City Council award the Uniform Rental and Cleaning
Services Agreement for the City's maintenance personnel to Prudential Overall Supply,
with a local facility in Indio, California, who was the lowest, responsive, responsible
bidder to rebid IFB 14-06.
FISCAL IMPACT:
#415-6200-43290 Aviation #520-5470-43290 Fleet
#520-5641-43290 Facilities Maintenance #001-2451-43290 Parks/Recreation
#001-4201-43290 Street Maintenance #001-4210-43290 Parks/Downtown
Q'u 2, 'Patrick Sweeney-a David H. Ready
Director of Facilities City Manager
Attachment:
Contract Services Agreement
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CONTRACT SERVICES AGREEMENT
UNIFORM RENTAL AND CLEANING SERVICES
THIS CONTRACT SERVICES AGREEMENT ( "Agreement") is entered into, and
effective on 201_, between the CITY OF PALM SPRINGS, a California
charter city and municipal corporation, ("City") and Prudential Overall Supply, a Corporation,
("Contractor"). City and Contractor are individually referred to as "Party" and are collectively
referred to as the "Parties".
RECITALS
A. City has determined that there is a need for uniform rental and cleaning services
for various City Departments project ("Project").
B. Contractor has submitted to City a proposal to provide uniform rental and
cleaning services to City for the Project under the terms of this Agreement.
C. Contractor is qualified by virtue of its experience, training, education, reputation,
and expertise to provide these services and has agreed to provide such services as provided in
this Agreement.
D. City desires to retain Contractor to provide such Contract services.
In consideration of these promises and mutual obligations, covenants, and conditions, the
Parties agree as follows:
AGREEMENT
1. SERVICES OF CONTRACTOR
1.1 Scope of Services. In compliance with all terms and conditions of this
Agreement, Contractor agrees to perform the Contract services set forth in the Scope of Services
described in Exhibit "A" (the "Services" or "Work") , which is attached and incorporated by
reference. As a material inducement to the City entering into this Agreement, Contractor
represents and warrants that Contractor is a provider of first class work and Contract services and
that Contractor is experienced in performing the Work and Services contemplated and, in light of
such status and experience, Contractor covenants that it shall follow the highest Contract
standards in performing the Work and Services required in this Agreement. For purposes of this
Agreement, the phrase "highest Contract standards" shall mean those standards of practice
recognized as high quality among well-qualified and experienced Contracts performing similar
work under similar circumstances.
1.2 Contract Documents. The Agreement between the Parties shall consist of the
following: (1) this Agreement; (2) the Scope of Services; (3) the City's Request for Proposals;
and, (4) the Contractor's signed, original proposal submitted to the City ("Contractor's
Proposal"), (collectively referred to as the "Contract Documents"). The City's Request for
Proposals and the Contractor's Proposal, which are both attached as Exhibits "B" and "C",
respectively, are incorporated by reference and are made a part of this Agreement. The Scope of
Services shall include the Contractor's Proposal. All provisions of the Scope of Services, the
City's Request for Proposals and the Contractor's Proposal shall be binding on the Parties.
Should any conflict or inconsistency exist in the Contract Documents, the conflict or
inconsistency shall be resolved by applying the provisions in the highest priority document,
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which shall be determined in the following order of priority: (0)the provisions of the Scope of
Services (Exhibit "A"); (21d) the provisions of the City's Request for Proposal (Exhibit `B");
(P) the terms of this Agreement; and, (4`h) the provisions of the Contractor's Proposal (Exhibit
«C„).
1.3 Compliance with Law. Contractor warrants that all Services rendered shall be
performed in accordance with all applicable federal, state, and local laws, statutes, ordinances
lawful orders, rules, and regulations.
1.4 Licenses, Permits. Fees, and Assessments. Contractor represents and warrants
to City that it has obtained all licenses, permits, qualifications, and approvals of whatever nature
that are legally required to practice its profession and perform the Work and Services required by
this Agreement. Contractor represents and warrants to City that Contractor shall, at its sole cost
and expense, keep in effect at all times during the term of this Agreement, any license, permit,
qualification, or approval that is legally required for Contractor to perform the Work and
Services under this Agreement. Contractor shall have the sole obligation to pay for any fees,
assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and
arise from or are necessary for the Contractor's performance of the Work and Services required
by this Agreement. Contractor shall indemnify, defend, and hold harmless City against any such
fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the
fullest extent permitted by law.
1.5 Familiarity with Work. By executing this Agreement, Contractor warrants that
Contractor(a) has thoroughly investigated and considered the Scope of Services to be performed,
(b) has carefully considered how the Services should be performed, and (c) fully understands the
facilities, difficulties, and restrictions attending performance of the Services under this
Agreement. If the Services involve work upon any site, Contractor warrants that Contractor has
or will investigate the site and is or will be fully acquainted with the conditions there existing,
prior to commencement of any Services. Should the Contractor discover any latent or unknown
conditions that will materially affect the performance of the Services, Contractor shall
immediately inform the City of such fact and shall not proceed except at Contractor's risk until
written instructions are received from the City.
1.6 Care of Work. Contractor shall adopt reasonable methods during the term of the
Agreement to furnish continuous protection to the Work and the equipment, materials, papers,
documents, plans, studies, and/or other components to prevent losses or damages. Contractor
shall be responsible for all such damages, to persons or property, until acceptance of the Work by
the City, except such losses or damages as may be caused by City's own negligence.
1.7 Further Responsibilities of Parties. Parties agree to use reasonable care and
diligence to perform their respective obligations under this Agreement. Parties agree to act in
good faith to execute all instruments, prepare all documents, and take all actions as may be
reasonably necessary to carry out the purposes of this Agreement.
1.8 Additional Services. City shall have the right at any time during the performance
of the Services, without invalidating this Agreement, to order extra work beyond that specified in
the Scope of Services or make changes by altering, adding to, or deducting from such Work. No
such extra work may be undertaken unless a written order is first given by the City to the
Contractor, incorporating any adjustment in (i) the Maximum Contract Amount, as defined
below, and/or (ii) the time to perform this Agreement. Any adjustments must also be approved
in writing by the Contractor. Any increase in compensation of up to twenty-five percent (25%)
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of the Maximum Contract Amount or $25,000, whichever is less, or in the time to perform of up
to thirty (30) days, may be approved by the City Manager, or his designee, as may be needed to
perform any extra work. Any greater increases, occurring either separately or cumulatively,
must be approved by the Palm Springs City Council. It is expressly understood by Contractor
that the provisions of this section shall not apply to the services specifically set forth or
reasonably p p contemplated within the Scope of Services.
2. COMPENSATION
2.1 Maximum Contract Amount. For the Services rendered under this Agreement,
Contractor shall be compensated by City in accordance with the Schedule of Compensation,
which is attached as Exhibit "D" and incorporated in this Agreement by reference.
Compensation shall not exceed the maximum contract amount of Forty Six Thousand Two
Hundred Thirty Seven Dollars and Sixty Eight Cents, ($46,237.68) ("Maximum Contract
Amount"), except as may be provided under Section 1.8. The method of compensation shall be
as set forth in Exhibit "D." Compensation for necessary expenditures for reproduction costs,
telephone expenses, and transportation expenses must be approved in advance by the Contract
Officer designated under Section 4.2 and will only be approved if such expenses are also
specified in the Schedule of Compensation. The Maximum Contract Amount shall include the
attendance of Contractor at all Project meetings reasonably deemed necessary by the City.
Contractor shall not be entitled to any increase in the Maximum Contract Amount for attending
these meetings. Contractor accepts the risk that the services identified in the Scope of Services
may be more costly and/or time-consuming than Contractor anticipates, that Contractor shall not
be entitled to additional compensation, and that the provisions of Section 1.8 shall not be
applicable to the services identified in the Scope of Services. The maximum amount of city's
payment obligation under this section is the amount specified in this Agreement. If the City's
maximum payment obligation is reached before the Contractor's Services under this Agreement
are completed, Contractor shall complete the Work and City shall not be liable for payment
beyond the Maximum Contract Amount.
2.2. Method of Payment. Unless another method of payment is specified in the
Schedule of Compensation (Exhibit "D"), in any month in which Contractor wishes to receive
payment, Contractor shall submit to the City an invoice for services rendered prior to the date of
the invoice. The invoice shall be in a form approved by the City's Finance Director and must be
submitted no later than the tenth (10) working day of such month. Such requests shall be based
upon the amount and value of the services performed by Contractor and accompanied by such
reporting data including an itemized breakdown of all costs incurred and tasks performed during
the period covered by the invoice, as may be required by the City. City shall use reasonable
efforts to make payments to Contractor within forty-five (45) days after receipt of the invoice or
as soon as is reasonably practical. There shall be a maximum of one payment per month.
2.3 Changes in Scone. In the event any change or changes in the Scope of Services
is requested by City, Parties shall execute a written amendment to this Agreement, specifying all
proposed amendments, including, but not limited to, any additional fees. An amendment may be
entered into:
A. To provide for revisions or modifications to documents, work product, or
work, when required by the enactment or revision of any subsequent law; or
B. To provide for additional services not included in this Agreement or not
customarily furnished in accordance with generally accepted practice in Contractor's profession.
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2.4 Appropriations. This Agreement is subject to and contingent upon funds being
appropriated by the City Council for each fiscal year covered by the Agreement. If such
appropriations are not made, this Agreement shall automatically terminate without penalty to the
City.
3. SCHEDULE OF PERFORMANCE
3.1 Time of Essence. Time is of the essence in the performance of this Agreement.
The time for completion of the services to be performed by Contractor is an essential condition
of this Agreement. Contractor shall prosecute regularly and diligently the Work of this
Agreement according to the agreed upon attached Schedule of Performance (Exhibit "E"),
incorporated by reference.
3.2 Schedule of Performance. Contractor shall commence the Services under this
Agreement upon receipt of a written notice to proceed and shall perform all Services within the
time period(s) established in the Schedule of Performance. When requested by Contractor,
extensions to the time period(s) specified in the Schedule of Performance may be approved in
writing by the Contract Officer, but such extensions shall not exceed one hundred eighty (180)
days cumulatively; however, the City shall not be obligated to grant such an extension.
3.3 Force Maieure. The time period(s) specified in the Schedule of Performance for
performance of the Services rendered under this Agreement shall be extended because of any
delays due to unforeseeable causes beyond the control and without the fault or negligence of the
Contractor (financial inability excepted) if Contractor, within ten (10) days of the
commencement of such delay, notifies the Contract Officer in writing of the causes of the delay.
Unforeseeable causes include, but are not limited to, acts of God or of the public enemy,
unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots,
strikes, freight embargoes, wars, and/or acts of any governmental agency, including the City.
The City Manager shall ascertain the facts and the extent of delay, and extend the time for
performing the Services for the period of the enforced delay when and if in the judgment of the
City Manager such delay is justified. The City Manager's determination shall be final and
conclusive upon the Parties to this Agreement. In no event shall Contractor be entitled to
recover damages against the City for any delay in the performance of this Agreement, however
caused, Contractor's sole remedy being extension of the Agreement under this section.
3.4 Term. Unless earlier terminated under this Agreement, this Agreement shall
commence upon the effective date of this Agreement and continue in full force and effect until
completion of the Services. However, the term shall not exceed three (3) years from the
commencement date, with two (1) one year renewal options upon mutual consent of the City and
the Contractor, except as otherwise provided in the Schedule of Performance described in
Section 3.2 above. Any extension must be through mutual written agreement of the Parties.
3.5 Termination Prior to Expiration of Term. City may terminate this Agreement
for its convenience at any time, without cause, in whole or in part, upon giving Contractor thirty
(30) days written notice. Where termination is due to the fault of Contractor and constitutes an
immediate danger to health, safety, and general welfare, the period of notice shall be such shorter
time as may be determined by the City. Upon such notice, City shall pay Contractor for Services
performed through the date of termination. Upon receipt of such notice, Contractor shall
immediately cease all work under this Agreement, unless stated otherwise in the notice or by
written authorization of the Contract Officer. After such notice, Contractor shall have no further
claims against the City under this Agreement. Upon termination of the Agreement under this 06
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section, Contractor shall submit to the City an invoice for work and services performed prior to
the date of termination. Contractor may terminate this Agreement, with or without cause, upon
sixty (60) days written notice to the City, except that where termination is due to material default
by the City, the period of notice may be such shorter time as the Contractor may determine.
4. COORDINATION OF WORK
4.1 Representative of Contractor. The following principal of Contractor is
designated as being the principal and representative of Contractor authorized to act in its behalf
and make all decisions with respect to the Services to be performed under this Agreement: Nick
Miranda, Corporate Sales Representative. It is expressly understood that the experience,
knowledge, education, capability, expertise, and reputation of the foregoing principal is a
substantial inducement for City to enter into this Agreement. Therefore, the foregoing principal
shall be responsible during the term of this Agreement for directing all activities of Contractor
and devoting sufficient time to personally supervise the services performed hereunder. The
foregoing principal may not be changed by Contractor without prior written approval of the
Contract Officer.
4.2 Contract Officer. The Contract Officer shall be the City Manager or his/her
designee ("Contract Officer"). Contractor shall be responsible for keeping the Contract Officer
fully informed of the progress of the performance of the services. Contractor shall refer any
decisions that must be made by City to the Contract Officer. Unless otherwise specified, any
approval of City shall mean the approval of the Contract Officer.
4.3 Prohibition Against Subcontracting or Assignments. The experience,
knowledge, capability, expertise, and reputation of Contractor, its principals and employees,
were a substantial inducement for City to enter into this Agreement. Therefore, Contractor shall
not assign full or partial performance of this Agreement, nor any monies due, voluntarily or by
operation of law, without the prior written consent of City. Contractor shall not contract with
any other entity to perform the Services required under this Agreement without the prior written
consent of City. If Contractor is permitted to subcontract any part of this Agreement by City,
Contractor shall be responsible to City for the acts and omissions of its subcontractor(s) in the
same manner as it is for persons directly employed. Nothing contained in this Agreement shall
create any contractual relationships between any subcontractor and City. All persons engaged in
the Work will be considered employees of Contractor. City will deal directly with and will make
all payments to Contractor. In addition, neither this Agreement nor any interest in this
Agreement may be transferred, assigned, conveyed, hypothecated, or encumbered voluntarily or
by operation of law, whether for the benefit of creditors or otherwise, without the prior written
consent of City. Transfers restricted in this Agreement shall include the transfer to any person or
group of persons acting in concert of more than twenty five percent (25%) of the present
ownership and/or control of Contractor, taking all transfers into account on a cumulative basis.
In the event of any such unapproved transfer, including any bankruptcy proceeding, this
Agreement shall be void. No approved transfer shall release Contractor or any surety of
Contractor from any liability under this Agreement without the express written consent of City.
4.4 Independent Contractor. The legal relationship between the Parties is that of an
independent contractor, and nothing shall be deemed to make Contractor a City employee.
A. During the performance of this Agreement, Contractor and its officers,
employees, and agents shall act in an independent capacity and shall not act or represent
themselves as City officers or employees. The personnel performing the Services under this
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Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction
and control. Neither City nor any of its officers, employees, or agents shall have control over the
conduct of Contractor or any of its officers, employees, or agents, except as set forth in this
Agreement. Contractor, its officers, employees, or agents shall not maintain an office or any
other type of fixed business location at City's offices. City shall have no voice in the selection,
discharge, supervision, or control of Contractor's employees, servants, representatives, or agents,
or in fixing their number, compensation, or hours of service. Contractor shall pay all wages,
salaries, and other amounts due its employees in connection with this Agreement and shall be
responsible for all reports and obligations respecting them, including but not limited to social
security income tax withholding, unemployment compensation, workers' compensation, and
other similar matters. City shall not in any way or for any purpose be deemed to be a partner of
Contractor in its business or otherwise a joint venturer or a member of any joint enterprise with
Contractor.
B. Contractor shall not have any authority to bind City in any manner. This
includes the power to incur any debt, obligation, or liability against City.
C. No City benefits shall be available to Contractor, its officers, employees,
or agents in connection with any performance under this Agreement. Except for Contract fees
paid to Contractor as provided for in this Agreement, City shall not pay salaries, wages, or other
compensation to Contractor for the performance of Services under this Agreement. City shall
not be liable for compensation or indemnification to Contractor, its officers, employees, or
agents, for injury or sickness arising out of performing Services. If for any reason any court or
governmental agency determines that the City has financial obligations, other than under Section
2 and Subsection 1.8 in this Agreement, of any nature relating to salary, taxes, or benefits of
Contractor's officers, employees, servants, representatives, subcontractors, or agents, Contractor
shall indemnify City for all such financial obligations.
5. INSURANCE
5.1 Types of Insurance. Contractor shall procure and maintain, at its sole cost and
expense, the insurance described below. The insurance shall be for the duration of this
Agreement and includes any extensions, unless otherwise specified in this Agreement. The
insurance shall be procured in a form and content satisfactory to City. The insurance shall apply
against claims which may arise from the Contractor's performance of Work under this
Agreement, including Contractor's agents, representatives, or employees. In the event the City
Manager determines that the Work or Services to be performed under this Agreement creates an
increased or decreased risk of loss to the City, the Contractor agrees that the minimum limits of
the insurance policies may be changed accordingly upon receipt of written notice from the City
Manager or his designee. Contractor shall immediately substitute any insurer whose A.M. Best
rating drops below the levels specified in this Agreement. Except as otherwise authorized below
for Contract liability (errors and omissions) insurance, all insurance provided under this
Agreement shall be on an occurrence basis. The minimum amount of insurance required shall be
as follows:
A. Errors and Omissions Insurance. Contractor shall obtain and maintain in
full force and effect throughout the term of this Agreement, standard industry form Contract
liability (errors and omissions) insurance coverage in an amount of not less than one million
dollars ($1,000,000.00) per occurrence and two-million dollars ($2,000,000.00) annual
aggregate, in accordance with the provisions of this section.
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(1) Contractor shall either: (a) certify in writing to the City that
Contractor is unaware of any Contract liability claims made against Contractor and is unaware of
any facts which may lead to such a claim against Contractor; or (b) if Contractor does not
provide the certification under (a), Contractor shall procure from the Contract liability insurer an
endorsement providing that the required limits of the policy shall apply separately to claims
arising from errors and omissions in the rendition of services under this Agreement.
(2) If the policy of insurance is written on a "claims made" basis, the
policy shall be continued in full force and effect at all times during the term of this Agreement,
and for a period of three (3) years from the date of the completion of the Services provided
hereunder. In the event of termination of the policy during this period, Contractor shall obtain
continuing insurance coverage for the prior acts or omissions of Contractor during the course of
performing Services under the terms of this Agreement. The coverage shall be evidenced by
either a new policy evidencing no gap in coverage, or by obtaining separate extended "tail"
coverage with the present or new carrier or other insurance arrangements providing for complete
coverage, either of which shall be subject to the written approval by the City Manager.
(3) In the event the policy of insurance is written on an "occurrence"
basis, the policy shall be continued in full force and effect during the term of this Agreement, or
until completion of the Services provided for in this Agreement, whichever is later. In the event
of termination of the policy during this period, new coverage shall immediately be obtained to
ensure coverage during the entire course of performing the Services under the terms of this
Agreement.
B. Workers' Compensation Insurance. Contractor shall obtain and maintain,
in full force and effect throughout the term of this Agreement, workers' compensation insurance
in at least the minimum statutory amounts, and in compliance with all other statutory
requirements, as required by the State of California. Contractor agrees to waive and obtain
endorsements from its workers' compensation insurer waiving subrogation rights under its
workers' compensation insurance policy against the City and to require each of its
subcontractors, if any, to do likewise under their workers' compensation insurance policies. If
Contractor has no employees, Contractor shall complete the City's Request for Waiver of
Workers' Compensation Insurance Requirement form.
C. Commercial General Liability Insurance. Contractor shall obtain and
maintain, in full force and effect throughout the term of this Agreement, a policy of commercial
general liability insurance written on a per occurrence basis with a combined single limit of at
least one million dollars ($1,000,000.00) and two million dollars ($2,000,000.00) general
aggregate for bodily injury and property damage including coverages for contractual liability,
personal injury, independent contractors, broad form property damage, products and completed
operations.
D. Business Automobile Insurance. Contractor shall obtain and maintain, in
full force and effect throughout the term of this Agreement, a policy of business automobile
liability insurance written on a per occurrence basis with a single limit liability in the amount of
one million dollars ($1,000,000.00) bodily injury and property damage. The policy shall include
coverage for owned, non-owned, leased, and hired cars.
E. Employer Liability Insurance. Contractor shall obtain and maintain, in
full force and effect throughout the term of this Agreement, a policy of employer liability
insurance written on a per occurrence basis with a policy limit of at least one million dollars 09
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($1,000,000.00) for bodily injury or disease.
5.2 Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City Manager or his/her designee prior to
commencing any work or services under this Agreement. Contractor guarantees payment of all
deductibles and self-insured retentions. City reserves the right to reject deductibles or self-
insured retentions in excess of $10,000, and the City Manager or his/her designee may require
evidence of pending claims and claims history as well as evidence of Contractor's ability to pay
claims for all deductible amounts and self-insured retentions proposed in excess of$10,000.
5.3 Other Insurance Requirements. The following provisions shall apply to the
insurance policies required of Contractor under this Agreement:
5.3.1 For any claims related to this Agreement, Contractor's coverage shall be
primary insurance with respect to the City and its officers, council
members, officials, employees, agents, and volunteers. Any insurance or
self-insurance maintained by the City and its officers, council members,
officials, employees, agents, and volunteers shall be in excess of
Contractor's insurance and shall not contribute with it.
5.3.2 Any failure to comply with reporting or other provisions of the policies,
including breaches of warranties, shall not affect coverage provided to
City and its officers, council members, officials, employees, agents, and
volunteers.
5.3.3 All insurance coverage and limits provided by Contractor and available or
applicable to this Agreement are intended to apply to each insured,
including additional insureds, against whom a claim is made or suit is
brought to the full extent of the policies. Nothing contained in this
Agreement or any other agreement relating to the City or its operations
shall limit the application of such insurance coverage.
5.3.4 No required insurance coverages may include any limiting endorsement
which substantially impairs the coverages set forth in this Agreement(e.g.,
elimination of contractual liability or reduction of discovery period),
unless the endorsement has first been submitted to the City Manage qua
approved in writing.
5.3.5 Contractor agrees to require its insurer to modify insurance endorsements
to delete any exculpatory wording stating that failure of the insurer to mail
written notice of cancellation imposes no obligation, or that any party will
"endeavor" (as opposed to being required) to comply with the
requirements of the endorsements. Certificates of insurance will not be
accepted in lieu of required endorsements, and submittal of certificates
without required endorsements may delay commencement of the Project.
It is Contractor's obligation to ensure timely compliance with all insurance
submittal requirements as provided in this Agreement.
5.3.6 Contractor agrees to ensure that subcontractors, and any other parties
involved with the Project who are brought onto or involved in the Project
by Contractor, provide the same minimum insurance coverage required of
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Contractor. Contractor agrees to monitor and review all such coverage
and assumes all responsibility for ensuring that such coverage is provided
in conformity with the requirements of this section. Contractor agrees that
upon request, all agreements with subcontractors and others engaged in
the Project will be submitted to the City for review.
5.3.7 Contractor acknowledges and agrees that any actual or alleged failure on
the part of the City to inform Contractor of non-compliance with any
insurance requirement in no way imposes any additional obligations on the
City nor does it waive any rights in this or any other regard.
5.3.8 Contractor shall provide proof that policies of insurance required in this
Agreement, expiring during the term of this Agreement, have been
renewed or replaced with other policies providing at least the same
coverage. Proof that such coverage has been ordered shall be submitted
prior to expiration. Endorsements as required in this Agreement
applicable to the renewing or new coverage shall be provided to City no
later than ten (10) days prior to expiration of the lapsing coverage.
5.3.9 Requirements of specific insurance coverage features or limits contained
in this section are not intended as limitations on coverage, limits, or other
requirements, or as a waiver of any coverage normally provided by any
given policy. Specific reference to a given coverage feature is for
purposes of clarification only as it pertains to a given issue, and is not
intended by any party or insured to be limiting or all-inclusive.
5.3.10 The requirements in this section supersede all other sections and
provisions of this Agreement to the extent that any other section or
provision conflicts with or impair the provisions of this section.
5.3.11 Contractor agrees to provide immediate notice to City of any claim or loss
against Contractor arising out of the Work performed under this
Agreement and for any other claim or loss which may reduce the
insurance available to pay claims arising out of this Agreement. City
assumes no obligation or liability by such notice, but has the right (but not
the duty) to monitor the handling of any such claim or claims if they are
likely to involve City, or to reduce or dilute insurance available for
payment of potential claims.
5.3.12 Contractor agrees that the provisions of this section shall not be construed
as limiting in any way the extent to which the Contractor may be held
responsible for the payment of damages resulting from the Contractor's
activities or the activities of any person or person for which the Contractor
is otherwise responsible.
5.4 Sufficiency of Insurers. Insurance required in this Agreement shall be provided
by authorized insurers in good standing with the State of California. Coverage shall be provided
by insurers admitted in the State of California with an A.M. Best's Key Rating of B++, Class
VII, or better, unless such requirements are waived in writing by the City Manager or his
designee due to unique circumstances.
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5.5 Verification of Coverage. Contractor shall furnish City with both certificates of
insurance and endorsements, including additional insured endorsements, affecting all of the
coverages required by this Agreement. The certificates and endorsements are to be signed by a
person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be
received and approved by the City before work commences. City reserves the right to require
Contractor's insurers to provide complete, certified copies of all required insurance policies at
any time. Additional insured endorsements are not required for Errors and Omissions and
Workers' Compensation policies.
Verification of Insurance coverage may be provided by: (1) an approved General and/or
Auto Liability Endorsement Form for the City of Palm Springs or(2) an acceptable Certificate of
Liability Insurance Coverage with an approved Additional Insured Endorsement with the
following endorsements stated on the certificate:
1. "The City of Palm Springs, its officials, employees, and agents are named as an
additional insured... " ("as respects City of Palm Springs Contract No. or 'for any and all
work performed with the City"may be included in this statement).
2. "This insurance is primary and non-contributory over any insurance or self-
insurance the City may have..." ("as respects City of Palm Springs Contract No. " or 'for any
and all work performed with the City" may be included in this statement).
3. "Should any of the above described policies be canceled before the expiration
date thereof, the issuing company will mail 30 days written notice to the Certificate Holder
named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose
no obligation or liability of any kind upon the company, its agents or representative" is not
acceptable and must be crossed out.
4. Both the Workers' Compensation and Employers' Liability policies shall contain
the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees,
agents, and volunteers.
In addition to the endorsements listed above, the City of Palm Springs shall be named the
certificate holder on the policies. All certificates of insurance and endorsements are to be
received and approved by the City before work commences. All certificates of insurance must
be authorized by a person with authority to bind coverage, whether that is the authorized
agent/broker or insurance underwriter. Failure to obtain the required documents prior to the
commencement of work shall not waive the Contractor's obligation to provide them.
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6. INDEMNIFICATION
6.1 Indemnification and Reimbursement. To the fullest extent permitted by
law, Contractor shall defend (at Contractor's sole cost and expense), indemnify, protect, and hold
harmless City, its elected officials, officers, employees, agents, and volunteers (collectively the
"Indemnified Parties"), from and against any and all liabilities, actions, suits, claims, demands,
losses, costs, judgments, arbitration awards, settlements, damages, demands, orders, penalties,
and expenses including legal costs and attorney fees (collectively "Claims"), including but not
limited to Claims arising from injuries to or death of persons (Contractor's employees included),
for damage to property, including property owned by City, from any violation of any federal,
state, or local law or ordinance, and from errors and omissions committed by Contractor, its
officers, employees, representatives, and agents, that arise out of or relate to Contractor's
performance under this Agreement. This indemnification clause excludes Claims arising from
the sole negligence or willful misconduct of the City, its elected officials, officers, employees,
agents, and volunteers. Under no circumstances shall the insurance requirements and limits set
forth in this Agreement be construed to limit Contractor's indemnification obligation or other
liability under this Agreement. Contractor's indemnification obligation shall survive the
expiration or earlier termination of this Agreement until all actions against the Indemnified
Parties for such matters indemnified are fully and finally barred by the applicable statute of
limitations or, if an action is timely filed, until such action is final. This provision is intended for
the benefit of third party Indemnified Parties not otherwise a party to this Agreement.
6.2 Desian Contract Services Indemnification and Reimbursement. If the
Agreement is determined to be a "design Contract services agreement" and Contractor is a
"design Contract" under California Civil Code Section 2782.8,then:
A. To the fullest extent permitted by law, Contractor shall indemnify, defend
(at Contractor's sole cost and expense), protect and hold harmless City and its elected officials,
officers, employees, agents and volunteers and all other public agencies whose approval of the
project is required, (individually"Indemnified Party"; collectively "Indemnified Parties") against
any and all liabilities, claims,judgments, arbitration awards, settlements, costs, demands, orders
and penalties (collectively "Claims"), including but not limited to Claims arising from injuries or
death of persons (Contractor's employees included) and damage to property, which Claims arise
out of, pertain to, or are related to the negligence, recklessness or willful misconduct of
Contractor, its agents, employees, or subcontractors, or arise from Contractor's negligent,
reckless or willful performance of or failure to perform any term, provision, covenant or
condition of this Agreement ("Indemnified Claims"), but Contractor's liability for Indemnified
Claims shall be reduced to the extent such Claims arise from the negligence, recklessness or
willful misconduct of the City and its elected officials, officers, employees, agents and
volunteers.
B. The Contractor shall require all non-design-Contract sub-contractors, used
or sub-contracted by Contractor to perform the Services or Work required under this Agreement,
to execute an Indemnification Agreement adopting the indemnity provisions in sub-section 6.1 in
favor of the Indemnified Parties. In addition, Contractor shall require all non-design-Contract
sub-contractors, used or sub-contracted by Contractor to perform the Services or Work required
under this Agreement, to obtain insurance that is consistent with the Insurance provisions as set
forth in this Agreement, as well as any other insurance that may be required by Contract Officer.
7. REPORTS AND RECORDS
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7.1 Accounting Records. Contractor shall keep complete, accurate, and detailed
accounts of all time, costs, expenses, and expenditures pertaining in any way to this Agreement.
Contractor shall keep such books and records as shall be necessary to properly perform the
Services required by this Agreement and to enable the Contract Officer to evaluate the
performance of such Services. The Contract Officer shall have full and free access to such books
and records at all reasonable times, including the right to inspect, copy, audit, and make records
and transcripts from such records.
7.2 Reports. Contractor shall periodically prepare and submit to the Contract Officer
such reports concerning the performance of the Services required by this Agreement, or as the
Contract Officer shall require. Contractor acknowledges that the City is greatly concerned about
the cost of the Work and Services to be performed under this Agreement. For this reason,
Contractor agrees that Contractor shall promptly notify the Contract Officer the estimated
increased or decreased cost if Contractor becomes aware of any facts, circumstances, techniques,
or events that may or will materially increase or decrease the cost of the contemplated Work or
Services. If Contractor is providing design services, Contractor shall promptly notify the
Contract Officer the estimated increased or decreased cost for the project being designed if
Contractor becomes aware of any facts, circumstances, techniques, or events that may or will
materially increase or decrease the cost of the design services.
7.3 Ownership of Documents. All drawings, specifications, reports, records,
documents, memoranda, correspondence, computations, and other materials prepared by
Contractor, its employees, subcontractors, and agents in the performance of this Agreement shall
be the property of City and shall be promptly delivered to City upon request of the Contract
Officer or upon the termination of this Agreement. Contractor shall have no claim for further
employment or additional compensation as a result of the exercise by City of its full rights of
ownership of the documents and materials. Any use of such completed documents for other
projects and/or use of incomplete documents without specific written authorization by the
Contractor will be at the City's sole risk and without liability to Contractor, and the City shall
indemnify the Contractor for all resulting damages. Contractor may retain copies of such
documents for their own use. Contractor shall have an unrestricted right to use the concepts
embodied tin this Agreement. Contractor shall ensure that all its subcontractors shall provide for
assignment to City of any documents or materials prepared by them. In the event Contractor
fails to secure such assignment, Contractor shall indemnify City for all resulting damages.
7.4 Release of Documents. All drawings, specifications, reports, records,
documents, and other materials prepared by Contractor in the performance of services under this
Agreement shall not be released publicly without the prior written approval of the Contract
Officer. All information gained by Contractor in the performance of this Agreement shall be
considered confidential and shall not be released by Contractor without City's prior written
authorization.
7.5 Audit and Inspection of Records. After receipt of reasonable notice and during
the regular business hours of City, Contractor shall provide City, or other agents of City, such
access to Contractor's books, records, payroll documents, and facilities as City deems necessary
to examine, copy, audit, and inspect all accounting books, records, work data, documents, and
activities directly related to Contractor's performance under this Agreement. Contractor shall
maintain such books, records, data, and documents in accordance with generally accepted
accounting principles and shall clearly identify and make such items readily accessible to such
parties during the term of this Agreement and for a period of three (3) years from the date of
final payment by City hereunder. 14
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8. ENFORCEMENT OF AGREEMENT
8.1 California Law and Venue. This Agreement shall be construed and interpreted
both as to validity and as to performance of the Parties in accordance with the laws of the State
of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation
to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of
California, or any other appropriate court in such County, and Contractor covenants and agrees
to submit to the personal jurisdiction of such court in the event of such action.
8.2 Interpretation. This Agreement shall be construed as a whole according to its
fair language and common meaning to achieve the objectives and nuroo_ses of the Parties. The
terms of this Agreement are contractual and the result of negotiation between the Parties.
Accordingly, any rule of construction of contracts (including, without limitation, California Civil
Code Section 1654) that ambiguities are to be construed against the drafting party, shall not be
employed in the interpretation of this Agreement. The caption headings of the various sections
and paragraphs of this Agreement are for convenience and identification purposes only and shall
not be deemed to limit, expand, or define the contents of the respective sections or paragraphs.
8.3 Default of Contractor. Contractor's failure to comply with any provision of this
Agreement shall constitute a default.
A. If the City Manager, or his designee, determines that Contractor is in
default in the performance of any of the terms or conditions of this Agreement, he/she shall
notify Contractor in writing of such default. Contractor shall have ten (10) days, or such longer
period as City may designate, to cure the default by rendering satisfactory performance. In the
event Contractor fails to cure its default within such period of time, City shall have the right,
notwithstanding any other provision of this Agreement, to terminate this Agreement without
further notice and without prejudice of any remedy to which City may be entitled at law, in
equity, or under this Agreement. Contractor shall be liable for all reasonable costs incurred by
City as a result of such default. Compliance with the provisions of this section shall not
constitute a waiver of any City right to take legal action in the event that the dispute is not cured,
provided that nothing shall limit City's right to terminate this Agreement without cause under
Section 3.5.
B. If termination is due to the failure of the Contractor to fulfill its
obligations under this Agreement, City may, after compliance with the provisions of Section
8.3A, take over the work and prosecute the same to completion by contract or otherwise. The
Contractor shall be liable to the extent that the total cost for completion of the Services required
hereunder exceeds the Maximum Contract Amount (provided that the City shall use reasonable
efforts to mitigate such damages). The City may withhold any payments to the Contractor for
the purpose of set-off or partial payment of the amounts owed the City as previously stated. The
withholding or failure to withhold payments to Contractor shall not limit Contractor's liability
for completion of the Services as provided in this Agreement.
8.4 Waiver. No waiver of any provision of this Agreement shall be effective unless
in writing and signed by a duly authorized representative of the Party against whom enforcement
of a waiver is sought. Any waiver by the Parties of any default or breach of any covenant,
condition, or term contained in this Agreement, shall not be construed to be a waiver of any
subsequent or other default or breach, nor shall failure by the Parties to require exact, full, and
complete compliance with any of the covenants, conditions, or terms contained in this 15
13
Agreement be construed as changing the terms of this Agreement in any manner or preventing
the Parties from enforcing the full provisions.
8.5 Rights and Remedies Cumulative. Except with respect to rights and remedies
expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are
cumulative and the exercise by either Party of one or more of such rights or remedies shall not
preclude the exercise by it, at the same or different times, of any other rights or remedies for the
same default or any other default by the other Party.
8.6 Legal Action. In addition to any other rights or remedies, either Party may take
legal action, in law or in equity, to cure, correct, remedy or recover damages for any default, to
compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to
obtain any other remedy consistent with the purposes of this Agreement.
8.7 Attorney Fees. In the event any dispute between the Parties with respect to this
Agreement results in litigation or any non judicial proceeding, the prevailing Party shall be
entitled, in addition to such other relief as may be granted, to recover from the non-prevailing
Party all reasonable costs and expenses. These include but are not limited to reasonable attorney
fees, expert Contractor fees, court costs and all fees, costs, and expenses incurred in any appeal
or in collection of any judgment entered in such proceeding. To the extent authorized by law, in
the event of a dismissal by the plaintiff or petitioner of the litigation or non judicial proceeding
within thirty (30) days of the date set for trial or hearing, the other Party shall be deemed to be
the prevailing Party in such litigation or proceeding.
9. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
9.1 Non-liability of City Officers and Employees. No officer or employee of the
City shall be personally liable to the Contractor, or any successor-in-interest, in the event of any
default or breach by the City or for any amount which may become due to the Contractor or to its
successor, or for breach of any obligation of the terms of this Agreement.
9.2 Conflict of Interest. No officer or employee of the City shall have any direct or
indirect financial interest in this Agreement nor shall any such officer or employee participate in
any decision relating to the Agreement which effects their financial interest or the financial
interest of any corporation, partnership, or association in which he/she is, directly or indirectly,
interested in violation of any state statute or regulation. Contractor warrants that Contractor has
not paid or given, and will not pay or give, any third party any money or other consideration in
exchange for obtaining this Agreement.
9.3 Covenant Against Discrimination. In connection with its performance under
this Agreement, Contractor shall not discriminate against any employee or applicant for
employment because of race, religion, color, sex, age, marital status, ancestry, or national origin.
Contractor shall ensure that applicants are employed, and that employees are treated during their
employment, without regard to their race, religion, color, sex, age, marital status, ancestry, or
national origin. Such actions shall include, but not be limited to, the following: employment,
upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination;
rates of pay or other forms of compensation; and selection for training, including apprenticeship.
10. MISCELLANEOUS PROVISIONS
10.1 Patent and Copyright Infringement. To the fullest extent permissible under S
14
law, and in lieu of any other warranty by City or Contractor against patent or copyright
infringement, statutory or otherwise:
A. It is agreed that Contractor shall defend at its expense any claim or suit
against City on account of any allegation that any item furnished under this Agreement, or the
normal use or sale arising out of the performance of this Agreement, infringes upon any
presently existing U.S. letters patent or copyright and Contractor shall pay all costs and damages
finally awarded in any such suit or claim, provided that Contractor is promptly notified in writing
of the suit or claim and given authority, information and assistance at Contractor's expense for
the defense of same, and provided such suit or claim arises out of, pertains to, or is related to the
negligence, recklessness or willful misconduct of Contractor. However, Contractor will not
indemnify City if the suit or claim results from: (1) City's alteration of a deliverable, such that
City's alteration of such deliverable created the infringement upon any presently existing U.S.
letters patent or copyright; or (2) the use of a deliverable in combination with other material not
provided by Contractor when it is such use in combination which infringes upon an existing U.S.
letters patent or copyright.
B. Contractor shall have sole control of the defense of any such claim or suit
and all negotiations for settlement in the event City fails to cooperate in the defense of any suit or
claim, provided, however, that such defense shall be at Contractor's expense. Contractor shall
not be obligated to indemnify City under any settlement that is made without Contractor's
consent, which shall not be unreasonably withheld. If the use or sale of such item is enjoined as
a result of the suit or claim, Contractor, at no expense to City, shall obtain for City the right to
use and sell the item, or shall substitute an equivalent item acceptable to City and extend this
patent and copyright indemnity thereto.
10.2 Notice. Any notice, demand, request, consent, approval, or communication that
either party desires, or is required to give to the other party or any other person shall be in
writing. All notices shall be personally delivered, sent by pre-paid First Class U.S. Mail,
registered or certified mail, postage prepaid, return receipt requested, or delivered or sent by
facsimile with attached evidence of completed transmission. All notices shall be deemed
received upon the earlier of(i) the date of delivery to the address of the person to receive such
notice if delivered personally or by messenger or overnight courier; (ii) five (5) business days
after the date of posting by the United States Post Office if by mail; or (iii) when sent if given by
facsimile. Any notice, request, demand, direction, or other communication sent by facsimile
must be confirmed within forty-eight (48) hours by letter mailed or delivered. Other forms of
electronic transmission such as e-mails, text messages, and instant messages are not acceptable
manners of notice required hereunder. Notices or other communications shall be addressed as
follows:
To Ci : City of Palm Springs
Attention: City Manager&City Clerk
3200 E. Tahquitz Canyon Way
Palm springs, California 92262
Telephone: (760)323-8204
Facsimile: (760)323-8332
To Contractor: Prudential Overall Supply
81780 Trader Place
Indio, CA 92201
Attention: Nick Miranda
Telephone: 760-3 42-0645
Facsimile: 760-3 42-5 797
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10.3 Integrated Agreement. This Agreement constitutes the entire agreement
between the Parties and supersedes all prior negotiations, arrangements, agreements,
representations, and understandings, if any, made by or among the Parties with respect to the
subject matter in this Agreement.
10.4 Amendment. No amendments or other modifications of this Agreement shall be
binding unless through written agreement by all Parties.
10.5 Severability. Whenever possible, each provision of this Agreement shall be
interpreted in such a manner as to be effective and valid under applicable law. If any provision
of this Agreement shall be determined to be invalid by a final judgment or decree of a court of
competent jurisdiction, such provision shall be ineffective only to the extent of such prohibition
or invalidity, without invalidating the reminder of that provision, or the remaining provisions of
this Agreement unless the invalid provision is so material that its invalidity deprives either Party
of the basic benefit of their bargain or renders this Agreement meaningless.
10.5 Successors in Interest. This Agreement shall be binding upon and inure to the
benefit of the Parties' successors and assignees.
10.6 Third Party Beneficiary. Except as may be expressly provided for in this
Ayseement, nothing contained in this Agreement is intended to confer, nor shall this Agreement
be construed as conferring_ any rights, including, without limitation, any rights as a third-party
beneficiary or otherwise, upon any entity or person not a party to this Agreement.
111 Recitals. The above-referenced Recitals are hereby incorporated into the
Agreement as though fully set forth in this Agreement and each Party acknowledges and agrees
that such Party is bound_ for purposes of this Agreement, by the same.
10.8. Corporate Authority. Each of the undersigned represents and warrants that (i)
the Party for which he or she is executing this Agreement is duly authorized and existing, (ii) he
or she is duly authorized to execute and deliver this Agreement on behalf of the Party for which
he or she is signing, (iii) by so executing this Agreement, the Party for which he or she is signing
is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement
does not violate any provision of any other Agreement to which the Party for which he or she is
signing is bound.
16 18
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the dates stated
below.
"CITY"
City of Palm Springs
Date: By:
David H. Ready
City Manager
APPROVED AS TO FORM: ATTEST
By: By:
Douglas C. Holland, James Thompson,
City Attorney City Clerk
APPROVED BY CITY COUNCIL:
Date: Agreement No.
Corporations require two notarized signatures. One signature must be from Chairman of Board,President,or any Vice President. The
second signature must be from the Secretary,Assistant Secretary,Treasurer,Assistant Treasurer,or Chief Financial Officer.
CONTRACTOR NAME:
Check one Individual_Partnership_Corporation
Address
By By
Signature(Notarized) Signature(Notarized)
19
17
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
state Of California
County of
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I certify under PENALTY OF PERJURY under the laws
of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
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20
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EXHIBIT "A"
SCOPE OF SERVICES
SCOPE OF WORK, SPECIFICATIONS,AND SPECIAL CONDITIONS
UNIFORM RENTAL AND CLEANING SERVICES
1. Scope of Work:
Purpose: The purpose of this invitation to Bid (IFB) is to solicit bids from qualified firms to
perform uniform rental and cleaning services for the City of Palm Springs.
Background: The City of Palm Springs has seven different divisions that have employees that
are required to wear uniforms during the performance of their work duties (this does not include
either the Police or Fire Departments). The City provides for each employee to have a clean
uniform to wear each day while at work. A few employees do cross over from one department to
another which require their uniforms to be different and will split their required uniform count to
accommodate their job requirements. Not all employees wear a complete uniform (Shirt &
Pants/shorts) based on their job requirements. Some employees only require shirts.
Scope of Work: The Contractor shall furnish uniforms on a rental basis, uniform cleaning
services and pickup/delivery services for all participating City Divisions/locations listed, and any
additional City Divisions/locations that the City from time to time may designate.
The Contractor shall do any and all work and furnish all management supervision, labor,
materials, equipment, tools and appurtenances necessary for the performance and completion of
the contract in a manner called for herein and to the satisfaction of the City.
2. Uniform Specifications: The Contractor shall understand and agree that each new
uniform shall consist of one (1) shirt and one (1) pair of trousers OR shorts, as described
below.
2.1 Shirts: shall be regular style with short or long sleeves (City's option), two pockets with
buttons, and City's choice of solid color (white or various shades of blue).
2.2 Trousers: shall be City employees' choice of"jean," "straight" cut or flex pant with elastic
waist gathers on two sides. Trousers shall be vat dyed and Sanforized with zipper fly,
double stitched seat seams, bar tacked at points of stress, hemmed, not cuffed, City's
choice of color(s).
2.3 Patches: shall be dacron/cotton blend sanforized and embroidered of matching color.
2.4 Name and division emblems: shall be 1 '/z " x 3 '/2 " and shall be sewn onto the uniform
shirt above the pocket. A 4" round City seal emblem shall be sewn on the left shoulder.
Employee names and divisions will be furnished to the Contractor within five (5) days of
award of Contract.
2.5 Fabric: shall be the City's option of 65% dacron/35% cotton or 100% cotton. The City
reserves the right to designate which employee shall be outfitted with which fabric on an
19 21
individual basis. Divisions may have a portion of their employees in blends and a portion
in 100% cotton.
2.6 Coveralls: shall be City employee's choice of blend or 100% cotton.
3. Proper Fit: The Contractor must individually measure each City employee to assure the uniforms
to be supplied will fit properly. Following initial delivery, each employee shall have an
opportunity to secure adjustments to make certain his/her personal requirements are being met.
Contractor shall contact each employee within seven (7) days of initial delivery to check for
proper fit.
4. Starting Inventory: The City's work week is a four (4) day work schedule. The Contractor shall
begin the Contract period by furnishing nine (9) uniforms per employee which must consist of
nine (9) long or short sleeve shirts (whichever is appropriate as described herein) and nine (9) pair
of trousers or shorts.
5. Specifications for Uniform Rental and Cleaning Services:
5.1 Pickup and Delivery: All garments are to be maintained in a clean condition, satisfactory to
the City. The Contractor shall deliver laundered garments and pick-up dirty garments once
a week from each location serviced. The Contractor shall launder and return clean the
same number of garments turned in the previous week. The City and the Contractor shall
mutually agree upon which day(s) of the week the Contractor shall pick up and deliver the
uniforms.
5.2 Pressing: All blend garments may be tunnel finished and all 100% cotton garments must
be pressed. Following pressing, Contractor shall protect the uniforms from wrinkling
during the storage and delivery process. The City may reject any uniforms delivered with
wrinkles.
5.3 Continual Replacement: Contractor shall maintain garments with a constant good
appearance. Garment-for-garment replacements shall be made by Contractor as garments
become worn out or are damaged beyond repair. Each uniform shall be replaced when it
becomes stained, tom and/or when there is a hole in the uniform. Worn garments shall be
replaced at no cost to the City. Garments damaged beyond repair shall be replaced and the
City shall pay the applicable damage charge, as set forth in the Bid Proposal/Pricing page.
5.4 Repairs: Contractor shall understand and agree that repairs which are made to a uniform
must be neat, of professional quality, and can only be made to a uniform's seam.
5.5 Garment Control: At the time of garment pick-up and for each City location, Contractor
shall prepare a complete list of garments picked up (detailed by individual).
Prior to departure from each City location, Contractor shall acquire on the garment list
prepared, the countersignature of the location's Contract Manager (or his designee)
identified in Paragraph 10 of these specifications. The countersignature shall represent the
City's agreement as to the accuracy of the list.
In order to facilitate comparison of the number of garments delivered to the prior week's
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list of garments picked up, Contractor shall deliver garments on hangers separated by
individual employees.
5.6 Repair Tags: Contractor shall supply each City location in the uniform program with
service tags which may be affixed to any garment(s) requiring repair. Said tag must
provide an opportunity for an employee to identify the nature of the required repair so that
the item can be pulled for repair during the next processing cycle. Uniforms turned in
tagged for repair shall be returned by Contractor repaired within the next delivery cycle or
replaced with a substitute garment if the repair cannot be made to comply with the next
delivery cycle.
5.7 Condition of Materials on Delivery: All uniforms shall be protected from precipitation and
against other damage while transit. The uniforms shall be in a dry, clean and serviceable
condition upon delivery. If, upon unloading, uniforms are found damaged or otherwise
unsuitable, they may be rejected by the City, at no cost to the City.
If rejected, the respective Contract Manager(s) will notify the Contractor and will forward
an affidavit descriptive of all such damages to the Contractor. The uniforms will be
reloaded onto the same carrier's truck for return to the Contractor or for other disposition as
the Contractor sees fit.
5.8 New Employees: New employees shall be supplied with uniforms within seven (7)
calendar days of written notification to the Contractor by the City and measurement of
employee by the Contractor's representative. Such notification, including the name(s) of
new employee(s), shall be given to the Contractor's Customer Service Representative
(route man) at the time agreed upon for delivery/pickup at that location. The Contractor
may supply used uniforms to new employees provided such uniforms are in good repair,
are of proper fit, and conform to all other City specifications.
5.9 Terminated Employees: The City shall provide Contractor with written notification of
terminated employees. Such notification, including the name(s) of such terminated
employee(s), shall be given to the Contractor's Customer Service Representative (route
man) at the time agreed upon for delivery/pickup at that location. Rental charges shall
cease upon delivery of such notification. Concurrent with, or within ten (10) calendar days
of, such notification of termination the City shall return the rental garments of the
terminated employee. City will pay any lost or damaged charges on the returned garments
in accordance with the provisions of the contract.
6. Quantities: The City is obligated during the term of the Contract to rent needed uniforms from
the Contractor, and the Contractor is obligated to supply the quantities which the City requires.
The City reserves the right to increase or decrease the number of employees served, at the unit
rental rates per the Bid Proposal/Pricing page. The quantities stated herein in "Special Conditions:
Supplement A", are given as a general guide for bidding and are NOT guaranteed amounts, but
they do represent the best estimate of the City based on most recent usage.
7. Delivery: The delivery of all uniforms associated with the Contract shall be F.O.B. Destination
to any City facility location.
8. Delivery and pick-up, City facility locations: The uniforms, as allocated, shall be delivered and
21 23
picked up at the following City facility locations on a weekly basis:
DEPARTMENT/DIVISION ADDRESS
Aviation: Custodial Maintenance, 3400 Tahquitz Canyon Way
Grounds Maintenance, Maintenance Tech Palm Springs, CA 92262
Recreation/Parks/Streets 425 N. Civic Drive
Facilities Maint., Fleet Op. Palm Springs, CA 92262
9. Contract Manager(s): The Contract will be performed under the direction and supervision of the
following Contract Managers for their respective City facility location:
CONTRACT MANAGER DEPARTMENT PHONE NUMBER
Bud Riffle Airport Operations 760-318-3846
Patrick Sweeney Facilities/Streets/Fleet/Parks 760-323-8170
Any reference to the Contract Manager in the contract shall mean the respective and appropriate
Contract Manager or his designated representative.
10. City Inspectors: City Inspectors (Contract Inspectors) are the Contract Managers and shall
inspect all work done and all materials furnished. Such inspections may extend to all or any part
of the work and to the preparation, furnishing or cleaning of the uniforms to be used. The
Inspector is not authorized to revoke, alter or waive any requirements of the contract, nor is he/she
authorized to approve or accept any portion of the complete project. He/she is authorized to call
the attention of the Contractor to any failure of the work or Uniforms to conform to the contract.
He/she will have the authority to reject uniforms or to suspend the work until the questions at issue
can be referred to and decided by the Contract Officer.
11. Lost Charge: The City understands and agrees that all rental garments remain the property of the
Contractor; therefore, if a uniform is lost or stolen, a charge will be recovered by the Contractor.
Lost and stolen charges are to be charged at the unit prices identified on the pricing pages of these
Bid documents. The Contractor shall identify the employee responsible for any loss and identify
the date said loss occurred. Notification to the City of any losses must be made by the Contractor
in a timely manner to provide an opportunity for the City to identify problem areas and to take
corrective action.
12. Damage Charges: The Contractor shall accept all normal wear and tear free of charge. In the
event that a garment is damaged in a situation other than normal wear and tear, the City
understands and accepts the fact that a damage charge will be assessed. Damage charges are to be
identified on the pricing pages of these Bid documents.
13. Additional Charges: Charges identified on the pricing pages of these Bid documents shall be
inclusive of any and all charges for rental, cleaning, delivery, pickup and any other service
necessary for performance of the contract. No additional charges for uniform rental, cleaning,
pickup and delivery will be honored by the City.
14. Correction of the Work: The Contractor shall promptly remove from the City facility locations
all Work rejected by the respective Contract Manager for failure to comply with the contract,
22 24
whether incorporated in the delivery or pickup count or not, and the Contractor shall promptly
replace and re-execute the work in accordance with the contract and without additional expense to
the City.
If the Contractor does not take action to remove such rejected Work within ten (10) days after
receipt of written notice, the respective Contract Manager may remove such Work, store the
materials, and replace the rejected Work with another Contractor's Work and deduct charges
therefore from monies due or to become due to the Contractor.
15. Warranty: The Contractor shall expressly represent, warrant and agree that all uniforms for rental
and/or cleaning services or Work provided or performed on or off City premises relative to this
Contract will:
A. Conform in all respects to the City's specifications, requirements or other descriptions;
B. Be fit for the purpose or purposes of intended use;
C. Conform to all applicable local, State, and Federal laws and regulations;
D. Be of good quality, merchantable, of good workmanship, of materials best suited for the
intended purposes, and free from defects of any kind or nature whatsoever.
Additionally, any usage statement, guarantee, or warranty stated in the Contractor's Bid relating to
uniform rental and cleaning services, or Work will be superseded by the terms and conditions
stated in the contract or in their absence by the following:
E. If said uniform rental and cleaning services or Work which is found to be defective in
material, workmanship or design fails or is found to be nonconforming with the terms and
conditions of the Agreement on any exchange date after the date of commencement of the
Agreement, it shall, at the City's option, be repaired or replaced by the Contractor at
absolutely no expense to the City.
F. All items delivered or supplied hereunder will be free and clear of all liens, encumbrances,
claims and security interests of whatever nature and substance. Upon request, the
Contractor will supply the city with documents satisfactory to it, evidencing the absence of
such liens, encumbrances, claims and security interests.
16. Public Access: The Contractor shall at all times conduct the Work in such a manner so as to
ensure the least obstruction to traffic practicable. The convenience of the general public and the
City employees shall be provided for in an adequate and satisfactory manner. Fire hydrants shall
be kept accessible to fire apparatus at all times.
17. Parking: the Contractor's representatives may only park or leave their vehicle(s) in areas
designated by the respective Contract Managers.
18. Uniform_ Disposition Upon Contract Expiration/Termination: Upon expiration of the
Agreement term, or termination of the Agreement, the City will not "buy-out" uniforms that are in
service. All uniforms that are in service will be returned to the Contractor in an "as-is" condition,
with no additional cost to the City for normal wear and tear. Upon return of garments the City
will pay any lost or damaged charges that apply.
23 25
19. Samples: Contractor shall submit samples of uniforms, representative of the uniforms to be
supplied under the Contract. These samples must be submitted within 14 calendar days after
Notice of Award. All samples must be tagged with the Contract Number and the Contractor's
name. The Contractor shall submit for City approval male and female samples, where applicable,
of the following items: One Shirt; One Pair of Trousers; One Pair of Shorts; One Coverall; One
City Seal Emblem; One Name Emblem; and One Division Emblem.
The City may retain or destroy articles of the uniforms or the uniforms submitted as samples for
the purpose of determining Contract compliance with specifications throughout the duration of the
Contract by testing. The City will be free from any redress of claim on the part of the Contractor
as a result of such actions. Upon notification by the City that a sample is available for return, it
should be retrieved within 30 days or the City will not be responsible for the disposition of said
sample.
20. Inspection: The City reserves the right to tour the Contractor's plant and inspect Work in
progress, receiving, holding, and shipping areas to insure to the City's satisfaction that Work is
being performed in accordance with the City's Specifications. Such inspection(s) may take place
prior to award of the Contract or at any time during the term of the Contract.
24 26
EXHIBIT °B"
COPY OF CITY'S INVITATION FOR BID
INVITATION FOR BID
IFB 14-06 (RE-BID FROM IFB 13-13)
FOR PROVIDING UNIFORM RENTAL AND CLEANING SERVICES
INDEX:
THIS INVITATION FOR BID CONSISTS OF THE FOLLOWING: PAGE
CONTENTS.................................................................................................................................... 1
NOTICE INVITING BIDS ............................................................................................................... 2
BIDDER'S CHECK LIST................................................................................................................ 3
TERMS & CONDITIONS ............................................................................................................4-7
SCOPE OF WORK, SPECIFICATIONS, & SPECIAL CONDITIONS ......................................... 8-14
SPECIAL CONDITIONS SUPPLEMENT "A.............................................................................. 15-16
ATTACHMENT "A" MUST BE MANUALLY SIGNED.................................................................... 17
BID PROPOSAL/PRICING, PAGE 19 MUST BE MANUALLY SIGNED .................................. 18-21
AFFIDAVIT OF NON-COLLUSION .............................................................................................. 22
INFORMATION REQUIRED OF BIDDER................................................................................ 23-24
BIDBOND FORM......................................................................................................................... 25
EXHIBIT "A" - SAMPLE CONTRACT SERVICES AGREEMENT ............................................ 26-50
NO RESPONSIBILITY WILL ATTACH TO ANY OFFICER FOR THE PREMATURE OPENING OF, OR
THE FAILURE TO OPEN, A BID NOT PROPERLY ADDRESSED AND IDENTIFIED.
STREET ADDRESS:
Division of Procurement & Contracting
3200 Tahquitz Canyon Way, Palm Springs, CA 92262
DATE DUE: THURSDAY, NOVEMBER 21, 2013
TIME DUE: 3:00 PM LOCAL TIME
BIDDER'S NAME:
ADDRESS:
PHONE:
SIGNATURE:
25 27
CITY OF PALM SPRINGS, CALIFORNIA
NOTICE INVITING BIDS
IFB 14-06 (RE-BID FROM IFB 13-13)
NOTICE IS HEREBY GIVEN that the City of Palm Springs, California, is soliciting bids from qualified firms to
provide:
Uniform Rental and Cleaning Services for City employees at various delivery and pick-up
locations in the City of Palm Springs.
The City requires the contractor to provide all labor, materials, and supervision necessary for the initial
measurement and set-up of each uniformed employee and the rental and cleaning services for their
uniforms for the duration of the contract period.
Bids will be received until 3:00 P.M. LOCAL TIME, THURSDAY, NOVEMBER 21, 2013, at the Office of
Procurement & Contracting, 3200 Tahquitz Canyon Drive, Palm Springs, CA., at which time they will be
publicly opened and read in the Procurement Office. Said Bids will be referred to the City Council for
consideration at their next regularly scheduled meeting.
No Bid will be considered unless it is made on a bid form furnished by the City. Bids must be submitted
in sealed envelopes and either hand delivered at the address above, or mailed to: City of Palm Springs,
Procurement and Contracting Division, 3200 E. Tahquitz Canyon Way, Palm Springs, California 92262.
Each Bid must be accompanied by cash, a certified or cashier's check or Bidder's bond on the
prescribed form and made payable to the City Of Palm Springs in the amount of two thousand five
hundred dollars ($2,500.00). Such guaranty shall be forfeited should the Bidder to whom the Work is
awarded fail to furnish
OBTAINING IFB DOCUMENTS AND REGISTRATION AS A BIDDER: The IFB documents may be
downloaded via the internet at www.palmspringsca.gov (go to Government, Departments, Procurement,
Open Bids & Proposals). If you are interested in submitting a Bid, it is IMPERATIVE that you contact
Leigh Gileno, Procurement Specialist II, via email at Leigh.GilenoCa�palmspringsca.gov to officially
register as a Bidder for this specific project with your company name, address, phone, fax, contact
person and email address. Failure to officially register may result in not receiving addenda to the Bid.
Note: You may also register your firm in the City's on-line general vendor database system while on the
website, but you MUST still contact Leigh Gileno as instructed above to register as a Bidder for this
s ecific IFB 14-06.
The City of Palm Springs reserves the right to reject any or all Bids and to waive any informality or
technical defect in a Bid. It is the responsibility of the Bidder to see that any Bid sent through the mail
shall have sufficient time to be received by the Procurement Office prior to Bid opening time. Late Bids
will be returned to the Bidder unopened. The receiving time in the Procurement Office will be the
governing time for acceptability of Bids. Telegraphic and telephonic Bids will not be accepted
xvqk (�tL
Procurement Specialist II
Date: October 21, 2013
26 28
CITY OF PALM SPRINGS, CALIFORNIA
INVITATION FOR BIDS NO. 14-06
BIDDER'S CHECK LIST
I GENERAL INSTRUCTIONS TO BIDDERS:
Bidders are advised that notwithstanding any instructions or inferences elsewhere in this
Invitation to Bid only the documents shown and detailed on this sheet need be submitted with and
made part of their Bid. Other documents may be required to be submitted after the Bid opening
time and date, but prior to Award. Bidders are hereby advised that failure to submit the
documents shown and detailed on this sheet MAY RENDER THE BID NON-RESPONSIVE.
II REQUIRED DOCUMENTS FOR BID SUBMITTAL:
BIDS MAY NOT BE CONSIDERED if the following documents and/or attachments are not
completely filled out and submitted with the Bid.
NOTE: ONLY THOSE ITEMS MARKED BY AN "X" ARE REQUIRED.
X Index, Page 1, to the Invitation for Bids must be manually signed.
X Bid Proposal/Pricing, Page 18 and 21, must be manually signed.
X Attachment "A" Signature Authorization Page, Page 17 must be signed
X Erasures or other changes made to the Bid Proposal/Pricing Page must be initialed by the
person signing the Bid.
X Affidavit of Non-Collusion by Contractor form, Page 22, must be notarized and signed by a
Notary Public.
X Information Required of Bidders, including reference information, Pages 23-24, must be
completed.
X Bid Bond, Certified Check, Cashier's Check, Money Order or Cash shall be submitted with
the Bid in the amount indicated. Page 25 must be executed and notarized as indicated, if
applicable.
X All Addenda issued shall be acknowledged in the space provided in Attachment "A" page
or by manually signing the Addenda sheet and submitting it prior to the Bid Opening Time
and Date. Failure to acknowledge all addenda may render your Bid non-responsive.
27 29
CITY OF PALM SPRINGS
TERMS AND CONDITIONS
1. Bids must be submitted on Bid forms supplied by the Procurement & Contracting Office in a
sealed envelope showing on the outside the name of the Bidder, Bid title, Bid number and date of
opening.
2. Bids submitted may be withdrawn by written request received before the hour set for the opening.
After that time. Bids may not be withdrawn by the Bidder for a period of ninety (90) days and at no
time after award of Bid.
3. The City of Palm Springs reserves the right to award to the lowest responsive responsible bidder
or to reject all bids, as it may best serve the interests of the City. Furthermore, the City reserves
the right to reject the Bid of any Bidder who previously failed to perform properly, or complete on
time, agreements of a similar nature, or to reject the Bid of a Bidder who is not in a position to
perform such an agreement satisfactorily.
4. The City reserves the right to reject any or all Bids and to waive any informality or technical defect
in a Bid, as it may best serve the interests of the City. The City also reserves the right to make
such investigations as it deems necessary to determine the ability of the Bidder to perform the
Work and the Bidder shall furnish to the City all such information and data for this purpose as the
City may request. The City reserves the right to reject any Bid if the evidence submitted by or
investigation of such Bidder fails to satisfy the City that such Bidder is properly qualified to carry
out the obligations in the bid documents and to complete the Work contemplated therein.
5. The decision of the Palm Springs City Council will be final. It is anticipated that City Council will
award the bid at their regularly scheduled meeting following the closing date for receipt of bids.
6. Bidder's signed proposal and written acceptance by the City shall constitute an agreement.
7. Submission of a signed Bid will be interpreted to mean that Bidder has hereby agreed to all the
terms and conditions set forth in all of the sheets which make up this Invitation for Bid.
8. The price quoted by the bidder in his proposal shall include any sales or use tax levied by the
California Revenue and Taxation Code, and shall be exclusive of Federal Excise Taxes pursuant
to the exemption of political subdivisions in the 'Revenue Act of 1935" or any other acts of
Congress.
9. When discrepancies occur between unit prices and extended amounts the unit prices shall
govern.
10. Bidder will be required to file an Affidavit of Non-Collusion with their Bid. This shall be signed and
sworn before a Notary Public with a commission in the State of California.
11. Successful Bidder will be required to be licensed in accordance with the Palm Springs Municipal
Code, Chapter 3.40 through 3.96 entitled Business Tax.
12. NO BIDDER WILL BE ALLOWED TO OFFER MORE THAN ONE PRICE ON EACH ITEM even
though bidder may believe that two or more types will meet the specifications. If said bidder
should submit more than one price on any item, all prices for the item may be rejected at the
discretion of the City.
28 30
13. Basis of Award: The City reserves the right to award to the lowest responsive and responsible
bidder based on either a line item amount basis or total lump sum amount bid, or to reject all bids,
as it may best serve the interests of the City.
14. Successful Bidder will be required to meet all City insurance requirements. See Contract
Services Agreement (Exhibit A), section 5.0.
15. Questions - Bidders, their representatives, agents or anyone else acting on their behalf are
specifically directed NOT to contact any city employee, commission member, committee member,
council member, or other agency employee or associate for any purpose related to this IFB other
than as directed below. Contact with anyone other than as directed below will be cause for
rejection of a bid.
ANY questions, technical or otherwise, pertaining to this Invitation to Bid must be submitted IN
WRITING and directed ONLY to:
Leigh Gileno, Procurement Specialist II
Procurement Department
3200 E. Tahquitz Canyon Way, Palm Springs, CA 92262
(760) 322-8374
Email: Leigh.Gilenoapalmspringsca.gov
Interpretations or clarifications considered necessary in response to such questions will be
resolved by the issuance of Addenda, mailed or delivered to all parties recorded as having
received the Bid Documents. The deadline for questions is TUESDAY, NOVEMBER 12,
2013 AT 3:00 P.M. Questions received after the deadline may not be answered. Only
questions that have been resolved by formal written Addenda will be binding. Oral and other
interpretations or clarifications will be without legal or contractual effect.
16. It is understood that the material/services offered by the Bidder will meet all requirements of the
specifications in this Invitation unless deviations thereto are clearly indicated in an attachment
titled "Deviations from Specifications" submitted and signed by Bidder's authorized
representative. In order for the Bid to be considered, an explanation must be made for each item
in which a deviation is indicated, giving in detail the extent of, and reason for, the deviation. The
City shall be the sole fudge as whether or not a deviation is acceptable. Furthermore the City
shall be the sole iudae as to whether an item is an approved "equal" where "or equal" or
"equivalent° is indicated.
17. Bid Security: Each bid must be accompanied by cash, a certified or cashier's check or Bidder's
bond on the prescribed form herein and made payable to the City of Palm Springs in the amount
of two thousand five hundred dollars ($2,500.00). Such guaranty shall be forfeited should the
Bidder to whom the Contract is awarded fail to furnish the required proof of insurance, bonds and
to enter into a contract with the City within the period of time specified in the IFB documents.
Securities may be substituted for retained funds, if applicable, per Public Contract Code Section
22300.
18. The requirement of a Performance Bond has been waived.
19. Notice of Award: After award of the Bid by the Palm Springs City Council if necessary, a Notice
of Award letter and/or Purchase Order will be issued to the successful Bidder.
29 31
20. The Bidder agrees that the City has the right to make the final determination as to whether the
9 Y 9
material/services has been satisfactorily delivered and meets acceptance criteria as defined in
the Bid documents.
21. Delivery: Time is of the essence in the performance of the work and delivery of the
material/services. The bidder must indicate on the Bid Proposal page the time required for
delivery and installation, in number of calendar days, after receipt of order (ARO). Delivery/
Installation may be a factor in award of bid and may be cause for rejection, as determined by the
City.
22. Termination for Default: The City may, by written notice of default to the vendor, terminate any
resulting order in whole or in part should the vendor fail to make satisfactory progress, fail to
deliver within time specified therein or fail to deliver in strict conformance to specifications and
requirements set forth therein. In the event of such termination, the City reserves the right to
purchase or obtain the supplies or services elsewhere, and the defaulting vendor shall be liable
for the difference between the prices set forth in the terminated order and the actual cost thereof
to the City. The prevailing market price shall be considered the fair repurchase price, If, after
notice of termination of this contract under the provisions of this clause, it's determined for any
reason that the Contractor was not in default under the provisions of this clause, the rights and
obligations of the parties shall be the same as if the notice of termination had been issued
pursuant to the Termination for Convenience clause. The rights and remedies of City provided in
this article shall not be exclusive and are in addition to any other rights and remedies provided by
law or under resulting order.
23. Termination for Convenience: The City may, by written notice stating the extent and effective
date terminate any resulting order for convenience in whole or in part, at any time. The City shall
pay the vendor as full compensation for performance until such termination the unit or pro rate
price for the delivered and accepted portion, and a reasonable amount, as costs of termination,
not otherwise recoverable from other sources by the vendor as approved by the City, with respect
to the undelivered or unaccepted portion of the order, provided compensation hereunder shall in
no event exceed the total price. In no event shall the City be liable for any loss of profits on the
resulting order or portion thereof so terminated. The rights and remedies of City provided in this
article shall not be exclusive and are in addition to any other rights and remedies provided by law
or under resulting order.
24. Fiscal Year: Obligation for payment of any contract beyond the current fiscal year end is
contingent upon the availability of funding from which payment can be made. No legal liability
shall arise for payment beyond June 30 of the calendar year unless funds are made available for
such performance.
25. Governing Law: This contract shall be construed and interpreted according to the laws of the
State of California.
26. Local Preference. Pursuant to the City of Palm Springs Local Preference Ordinance 1756, the
term "Local Business" is defined as a vendor, contractor, or Contractor who has a valid physical
business address located within the Coachella Valley, at least six months prior to bid or bid
opening date, from which the vendor, contractor, or Contractor operates or performs business on
a day-to-day basis, and holds a valid business license by a jurisdiction located in the Coachella
Valley. "Coachella Valley" is defined as the area between the Salton Sea on the south, the San
Jacinto and Santa Rosa Mountains on the west, and the Little San Bernardino Mountains on the
east and north. For the purposes of this definition, "Coachella Valley" includes the cities of
Beaumont and Banning and the unincorporated areas between Banning and the City of Palm
Springs. Post office boxes are not verifiable and shall not be used for the purpose of establishing
such physical address.
30 Z?
In the bidding of, or letting for procurement of, supplies, materials, and equipment, as provided
in Ordinance No. 1756, the City may give a preference to Local Businesses in making such
purchase or awarding such contract in an amount not to exceed five (5%) percent of the Local
Business' total bid price, or $15,000, whichever amount is lower. Total bid price shall include
only the base bid price but also adjustments to that base bid price resulting from alternates
requested in the Solicitation.
In order for a Local Business to be eligible to claim the preference, the business MUST request
the preference in the Solicitation response (see Attachment "A") and provide a copy of
its current business license from a jurisdiction in the Coachella Valley.
27. Payment Terms - The standard terms at the City of Palm Springs are Net 30 days.
31 3 3
CITY OF PALM SPRINGS, CALIFORNIA
INVITATION FOR BIDS NO. 14-06
SCOPE OF WORK, SPECIFICATIONS, AND SPECIAL CONDITIONS
UNIFORM RENTAL AND CLEANING SERVICES
1. Scope of Work:
Purpose: The purpose of this invitation to Bid (IFB) is to solicit bids from qualified firms to
perform uniform rental and cleaning services for the City of Palm Springs.
Background: The City of Palm Springs has seven different divisions that have employees that
are required to wear uniforms during the performance of their work duties (this does not include
either the Police or Fire Departments). The City provides for each employee to have a clean
uniform to wear each day while at work. A few employees do cross over from one department to
another which require their uniforms to be different and will split their required uniform count to
accommodate their job requirements. Not all employees wear a complete uniform (Shirt &
Pants/shorts) based on their job requirements. Some employees only require shirts.
Scope of Work: The Contractor shall furnish uniforms on a rental basis, uniform cleaning
services and pickup/delivery services for all participating City Divisions/locations listed, and any
additional City Divisions/locations that the City from time to time may designate.
The Contractor shall do any and all work and furnish all management supervision, labor,
materials, equipment, tools and appurtenances necessary for the performance and completion of
the contract in a manner called for herein and to the satisfaction of the City.
2. Uniform Specifications: The Contractor shall understand and agree that each new uniform
shall consist of one (1) shirt and one (1) pair of trousers OR shorts, as described below.
2.1 Shirts: shall be regular style with short or long sleeves (City's option), two pockets with
buttons, and City's choice of solid color (white or various shades of blue).
2.2 Trousers: shall be City employees' choice of "jean," "straight" cut or flex pant with elastic
waist gathers on two sides. Trousers shall be vat dyed and sanforized with zipper fly,
double stitched seat seams, bar tacked at points of stress, hemmed, not cuffed, City's
choice of color(s).
2.3 Patches: shall be dacron/cotton blend sanforized and embroidered of matching color.
2.4 Name and division emblems: shall be 1 % " x 3 '/ " and shall be sewn onto the uniform
shirt above the pocket. A 4" round City seal emblem shall be sewn on the left shoulder.
Employee names and divisions will be furnished to the Contractor within five (5) days of
award of Contract.
32 34
2.7 Fabric: shall be the City's option of 65% dacron/35% cotton or 100% cotton. The City
reserves the right to designate which employee shall be outfitted with which fabric on an
individual basis. Divisions may have a portion of their employees in blends and a portion
in 100% cotton.
2.8 Coveralls: shall be City employee's choice of blend or 100% cotton.
3. Proper Fit: The Contractor must individually measure each City employee to assure the
uniforms to be supplied will fit properly. Following initial delivery, each employee shall have an
opportunity to secure adjustments to make certain his/her personal requirements are being met.
Contractor shall contact each employee within seven (7) days of initial delivery to check for
proper fit.
4. Starting Inventory: The City's work week is a four (4) day work schedule. The Contractor shall
begin the Contract period by furnishing nine (9) uniforms per employee which must consist of
nine (9) long or short sleeve shirts (whichever is appropriate as described herein) and nine (9)
pair of trousers or shorts.
S. Specifications for Uniform Rental and Cleaning Services:
5.1 Pickup and Delivery: All garments are to be maintained in a clean condition, satisfactory to
the City. The Contractor shall deliver laundered garments and pick-up dirty garments
once a week from each location serviced. The Contractor shall launder and return clean
the same number of garments turned in the previous week. The City and the Contractor
shall mutually agree upon which day(s) of the week the Contractor shall pick up and
deliver the uniforms.
5.2 Pressing: All blend garments may be tunnel finished and all 100% cotton garments must
be pressed. Following pressing, Contractor shall protect the uniforms from wrinkling
during the storage and delivery process. The City may reject any uniforms delivered with
wrinkles.
5.3 Continual Replacement: Contractor shall maintain garments with a constant good
appearance. Garment-for-garment replacements shall be made by Contractor as
garments become worn out or are damaged beyond repair. Each uniform shall be
replaced when it becomes stained, torn and/or when there is a hole in the uniform. Worn
garments shall be replaced at no cost to the City. Garments damaged beyond repair shall
be replaced and the City shall pay the applicable damage charge, as set forth in the Bid
Proposal/Pricing page.
5.4 Repairs: Contractor shall understand and agree that repairs which are made to a uniform
must be neat, of professional quality, and can only be made to a uniform's seam.
5.5 Garment Control: At the time of garment pick-up and for each City location, Contractor
shall prepare a complete list of garments picked up (detailed by individual).
Prior to departure from each City location, Contractor shall acquire on the garment list
prepared, the countersignature of the location's Contract Manager (or his designee)
identified in Paragraph 10 of these specifications. The countersignature shall represent
the City's agreement as to the accuracy of the list.
33
In order to facilitate comparison of the number of garments delivered to the prior week's
list of garments picked up, Contractor shall deliver garments on hangers separated by
individual employees.
5.6 Repair Tags: Contractor shall supply each City location in the uniform program with
service tags which may be affixed to any garment(s) requiring repair. Said tag must
provide an opportunity for an employee to identify the nature of the required repair so that
the item can be pulled for repair during the next processing cycle. Uniforms turned in
tagged for repair shall be returned by Contractor repaired within the next delivery cycle or
replaced with a substitute garment if the repair cannot be made to comply with the next
delivery cycle.
5.7 Condition of Materials on Delivery: All uniforms shall be protected from precipitation and
against other damage while transit. The uniforms shall be in a dry, clean and serviceable
condition upon delivery. If, upon unloading, uniforms are found damaged or otherwise
unsuitable, they may be rejected by the City, at no cost to the City.
If rejected, the respective Contract Manager(s) will notify the Contractor and will forward
an affidavit descriptive of all such damages to the Contractor. The uniforms will be
reloaded onto the same carrier's truck for return to the Contractor or for other disposition
as the Contractor sees fit.
5.8 New Employees: New employees shall be supplied with uniforms within seven (7)
calendar days of written notification to the Contractor by the City and measurement of
employee by the Contractor's representative. Such notification, including the name(s) of
new employee(s), shall be given to the Contractor's Customer Service Representative
(route man) at the time agreed upon for delivery/pickup at that location. The Contractor
may supply used uniforms to new employees provided such uniforms are in good repair,
are of proper fit, and conform to all other City specifications.
5.9 Terminated Employees: The City shall provide Contractor with written notification of
terminated employees. Such notification, including the name(s) of such terminated
employee(s), shall be given to the Contractor's Customer Service Representative (route
man) at the time agreed upon for delivery/pickup at that location. Rental charges shall
cease upon delivery of such notification. Concurrent with, or within ten (10) calendar days
of, such notification of termination the City shall return the rental garments of the
terminated employee. City will pay any lost or damaged charges on the returned
garments in accordance with the provisions of the contract.
6. Quantities: The City is obligated during the term of the Contract to rent needed uniforms from
the Contractor, and the Contractor is obligated to supply the quantities which the City requires.
The City reserves the right to increase or decrease the number of employees served, at the unit
rental rates per the Bid Proposal/Pricing page. The quantities stated herein in "Special
Conditions: Supplement A", are given as a general guide for bidding and are NOT guaranteed
amounts, but they do represent the best estimate of the City based on most recent usage.
34 36
7. Delivery: The delivery of all uniforms associated with the Contract shall be F.O.B. Destination to
any City facility location.
8. Delivery and pick-up. City facility locations: The uniforms, as allocated, shall be delivered
and picked up at the following City facility locations on a weekly basis:
DEPARTMENT/DIVISION ADDRESS
Aviation: Custodial Maintenance, 3400 Tahquitz Canyon Way
Grounds Maintenance, Palm Springs, CA 92262
Maintenance Technicians
Recreation/Parks/Streets 425 N. Civic Drive
Facilities Maintenance, Fleet Op. Palm Springs, CA 92262
9. Contract Manager(s): The Contract will be performed under the direction and supervision of the
following Contract Managers for their respective City facility location:
CONTRACT MANAGER DEPARTMENT PHONE NUMBER
Administrator Airport Operations to be determined
Administrator Facilities/Streets/Fleet/Parks to be determined
Any reference to the Contract Manager in the contract shall mean the respective and appropriate
Contract Manager or his designated representative.
10. City Inspectors: City Inspectors (Contract Inspectors) are the Contract Managers and shall
inspect all work done and all materials furnished. Such inspections may extend to all or any part
of the work and to the preparation, furnishing or cleaning of the uniforms to be used. The
Inspector is not authorized to revoke, alter or waive any requirements of the contract, nor is
he/she authorized to approve or accept any portion of the complete project. He/she is authorized
to call the attention of the Contractor to any failure of the work or Uniforms to conform to the
contract. He/she will have the authority to reject uniforms or to suspend the work until the
questions at issue can be referred to and decided by the Contract Officer.
11. Lost Charge: The City understands and agrees that all rental garments remain the property of
the Contractor; therefore, if a uniform is lost or stolen, a charge will be recovered by the
Contractor. Lost and stolen charges are to be charged at the unit prices identified on the pricing
pages of these Bid documents. The Contractor shall identify the employee responsible for any
loss and identify the date said loss occurred. Notification to the City of any losses must be made
by the Contractor in a timely manner to provide an opportunity for the City to identify problem
areas and to take corrective action.
12. Damage Charges: The Contractor shall accept all normal wear and tear free of charge. In the
event that a garment is damaged in a situation other than normal wear and tear, the City
understands and accepts the fact that a damage charge will be assessed. Damage charges are
to be identified on the pricing pages of these Bid documents.
13.Additional Charges: Charges identified on the pricing pages of these Bid documents shall be
inclusive of any and all charges for rental, cleaning, delivery, pickup and any other service
necessary for performance of the contract. No additional charges for uniform rental, cleaning,
pickup and delivery will be honored by the City.
35 37
14. Correction of the Work: The Contractor shall promptly remove from the City facility locations all
Work rejected by the respective Contract Manager for failure to comply with the contract, whether
incorporated in the delivery or pickup count or not, and the Contractor shall promptly replace and
re-execute the work in accordance with the contract and without additional expense to the City.
If the Contractor does not take action to remove such rejected Work within ten (10) days after
receipt of written notice, the respective Contract Manager may remove such Work, store the
materials, and replace the rejected Work with another Contractor's Work and deduct charges
therefore from monies due or to become due to the Contractor.
15.Warranty: The Contractor shall expressly represent, warrant and agree that all uniforms for rental
and/or cleaning services or Work provided or performed on or off City premises relative to this
Contract will:
A. Conform in all respects to the City's specifications, requirements or other descriptions;
B. Be fit for the purpose or purposes of intended use;
C. Conform to all applicable local, State, and Federal laws and regulations;
D. Be of good quality, merchantable, of good workmanship, of materials best suited for the intended
purposes, and free from defects of any kind or nature whatsoever.
Additionally, any usage statement, guarantee, or warranty stated in the Contractor's Bid relating to
uniform rental and cleaning services, or Work will be superseded by the terms and conditions stated in
the contract or in their absence by the following:
E. If said uniform rental and cleaning services or Work which is found to be defective in material,
workmanship or design fails or is found to be nonconforming with the terms and conditions of the
Agreement on any exchange date after the date of commencement of the Agreement, it shall, at
the City's option, be repaired or replaced by the Contractor at absolutely no expense to the City.
F. All items delivered or supplied hereunder will be free and clear of all liens, encumbrances, claims
and security interests of whatever nature and substance. Upon request, the Contractor will
supply the city with documents satisfactory to it, evidencing the absence of such liens,
encumbrances, claims and security interests.
16. Public Access: The Contractor shall at all times conduct the Work in such a manner so as to
ensure the least obstruction to traffic practicable. The convenience of the general public and the
City employees shall be provided for in an adequate and satisfactory manner. Fire hydrants shall
be kept accessible to fire apparatus at all times.
17. Parkina: the Contractor's representatives may only park or leave their vehicle(s) in areas
designated by the respective Contract Managers.
18. Uniform Disposition Upon Contract Expiration/Termination: Upon expiration of the
Agreement term, or termination of the Agreement, the City will not "buy-out" uniforms that are in
service. All uniforms that are in service will be returned to the Contractor in an "as-is" condition,
with no additional cost to the City for normal wear and tear. Upon return of garments the City will
pay any lost or damaged charges that apply.
36 38
19. Samples: Contractor shall submit samples of uniforms, representative of the uniforms to be
supplied under the Contract. These samples must be submitted within 14 calendar days after
Notice of Award. All samples must be tagged with the Contract Number and the Contractor's
name. The Contractor shall submit for City approval male and female samples, where applicable,
of the following items: One Shirt; One Pair of Trousers; One Pair of Shorts; One Coverall; One
City Seal Emblem; One Name Emblem; and One Division Emblem,
The City may retain or destroy articles of the uniforms or the uniforms submitted as samples for
the purpose of determining Contract compliance with specifications throughout the duration of the
Contract by testing. The City will be free from any redress of claim on the part of the Contractor
as a result of such actions. Upon notification by the City that a sample is available for return, it
should be retrieved within 30 days or the City will not be responsible for the disposition of said
sample.
20. Inspection: The City reserves the right to tour the Contractor's plant and inspect Work in
progress, receiving, holding, and shipping areas to insure to the City's satisfaction that Work is
being performed in accordance with the City's Specifications. Such inspection(s) may take place
prior to award of the Contract or at any time during the term of the Contract.
SPECIAL CONDITIONS:
1. Proiect Coordinator: The Contractor will be required to assign a Project Coordinator to the
Contract. This individual represents and has full authority to act for the Contractor and shall be
the City's key contact throughout the duration of the Contract. A space is provided on the
Information Required of Bidder page for the Project Coordinator to be named with a telephone
number for contact with the respective Contract Manager(s).
2. Bidder Qualifications: In order to be considered for award, each Bidder must submit with their
Bid the "Information Required of Bidder", pages 22-23, completed in full.
3. Bid Security: Each bid must be accompanied by cash, a certified or cashier's check or Bidder's
bond on the prescribed form herein and made payable to the City of Palm Springs in the amount
of two thousand five hundred dollars ($2500.00). Such guaranty shall be forfeited should the
Bidder to whom the Contract is awarded fail to furnish the required proof of insurance, bonds and
to enter into a contract with the City within the period of time specified in the IFB documents.
Securities may be substituted for retained funds, if applicable, per Public Contract Code Section
22300.
4. Business License: The successful bidder will be required to be licensed in accordance with the
City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3,96,
entitled "Business Tax'.
S. Term Of Contract: The term of this Contract will be for (3) three years from date of award, with
two (2) one (1) year renewal options upon mutual consent of the Contract Administrator and the
Contractor.
37 19
A. Option to Renew: At the sole discretion of the City, the Contract may be renewed for two
additional years or any portion thereof. If the City exercises its option to extend, the unit
prices shall be adjusted (decreased or increased) at the beginning of any such renewal
period to correspond with the most recent annual change to the Consumer Price Index for
All Urban Consumers as published by the U.S. Bureau of Labor Statistics for the Los
Angeles, Anaheim and Riverside Areas.
B. Contract Services Agreement: The successful bidder will be required to sign a Contract
Services Agreement in a form acceptable to the City. A sample of such an Agreement is
attached as an Exhibit "A" herein.
C. Schedule of Work -The Contractor shall furnish to the City Representative a detailed work
schedule showing how the Contractor will accomplish the Contract requirements. This
work schedule shall indicate the number of personnel, tasks to be performed by each
person and the amount of time necessary to accomplish the work. The schedule shall be
kept throughout the duration of the Contract, and shall be modified and re-submitted to the
City Representative as required. Any work to be performed not conforming to this
schedule shall be approved by the City Representative prior to such occurrence-
D. Adjustment of Services - The City reserves the right to reduce or increase, or otherwise
adjust the scope of services.
7. Pricing: Prices to remain firm for initial contract period of (3) three years; and two (1) one year
renewal options upon mutual consent of the City and the Contractor. The unit prices shall be
adjusted (decreased or increased) at the beginning of any such renewal period to correspond
with the most recent annual change to the Consumer Price Index for All Urban Consumers as
published by the U.S. Bureau of Labor Statistics for the Los Angeles, Anaheim and Riverside
Areas.
8. Payment: For all services which the Contractor is obligated to perform under the Contract, the
City shall pay to the Contractor a monthly price per facility/cost center per appropriate unit prices
as set forth in the Contract.
Payment shall be made by cost center upon submittal of a detailed Monthly Statement to the
respective Contract Manager(s) of the City of Palm Springs. The Contractor shall submit a
detailed Monthly Statement for each cost center. The cost centers are listed in Specifications, 1,
C. Said Statements shall be submitted within the two weeks following the end of a billing period
defined as a calendar month.
Prior to the City payment of the Monthly Statements, the respective Contract Manager(s) shall
review and approve payment based on the satisfactory completion of service. Payment shall be
issued within thirty days of receipt of an accurate monthly statement (Net 30).
9. Award Of Bid: The Bid will be awarded to the lowest responsive and responsible Bidder
based on the grand total lump sum price for the initial set-up and 3 year term of all uniform rentals
and cleaning services submitted on the Bid Pricing Page of this document.
38 40
Responsibility of a bidder will be determined by the City based on each bidders experience and
references. The City will be the sole judge with respect to the responsiveness and responsibility
of each bidder.
10. Performance and Payment Bond: The requirement for a Performance and Payment Bond is
hereby waived for this Contract.
11. Time Is Of The Essence: Time is of the essence in performance of the work.
39 41
SPECIAL CONDITIONS: SUPPLEMENT "A"
ESTIMATED CITY RENTAL USAGE AND CLEANING BY
NUMBER OF EMPLOYEES PER DEPARTMENT/DIVISION
AND
CONTENTITYPE OF UNIFORM REQUIRED
(SUBJECT TO CHANGE AT CITY'S DISCRETION)
SHIRTS & POLO SHIRTS
Department/
EmployeesDivision
Aviation Dept: Custodial Maint.
Grounds Maint. 23 0 0 13 13
Maintenance Tech.
Parks Dept:
Downtown Maint. 14 3 0 O 10(Provided by
City—launder only)
Parks Maint.
Facilities Maintenance 10 2 8 0 0
Fleet Operations 6 5 1 0 0
Street Maintenance 8 0 8 0 0
(Uniform for Temp Employee) 1
23
Shirt Totals: 62 10 17 13 (10 Polo shirts
provided by the
City.)
EXECUTIVE PANTS, TROUSERS AND/OR SHORTS
Department/
Employees
Aviation Dept:
Custodial Maint. 23 14 12 1
Grounds Maint.
Maintenance Tech.
Parks Dept: 14 0 13 8
Downtown Maint.
Parks Maint.
Facilities Maintenance 10 0 1 7 3
Fleet Operations 6 5 0 1
Street Maintenance 8 0 6 5
Trouser and/or Shorts Totals: 61 19 38 18
40 d 2
COVERALLS, SEAT COVERS, MATS, MOPS & HANDLES
Department/ . .
Employees -
Aviation/ Maintenance 7 7 0 4
Parks 0 0 0 0
Facilities Maintenance 3 3 (6 ea) 0 0
Fleet Operations 2 2 4 Fender Cov. 2 Mats
Totals: 12 12 4 2
NOTES:
• 65% Dacron Polyester/ 35% Cotton Blend
• Some Employees Cross over into other departments requiring them to split their uniforms, resulting in
discrepancy in number of employees verses number of garments. See "Background" on page 8.
• Rental on a bulk basis only/ usage may be annual, seasonal or as outerwear with turn-in on an
irregular and /or infrequent basis
41 43
ATTACHMENT "A"
IFB 14-06 (RE-BID FROM IFB 13-131
UNIFORM RENTAL AND CLEANING SERVICES
*NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED WITH YOUR BID*
SIGNATURE AUTHORIZATION
NAME OF PROPOSER/FIRM:
A. I hereby certify that I have the authority to offer this bid to the City of Palm Springs for the above listed
individual or company. I certify that I have the authority to bind myself/this company in a contract
should I be successful in my bid.
SIGNATURE
PRINT NAME
B. The following information relates to the legal contractor listed above, whether an individual or a
company. Place check marks as appropriate:
1. If successful, the contract language should refer to me/my company as:
An individual;
_A partnership, Partners' names:
A company;
A corporation
2. My tax identification number is:
CHECK IF THE FOLLOWING STATEMENT APPLIES:
My firm/company is a Local Business (Licensed within the jurisdiction of the Coachella Valley). Copy of
current business license from a jurisdiction within the Coachella Valley is required to be attached to
this document in order to request the Local Preference.
ADDENDA ACKNOWLEDGMENT:
Acknowledgment of Receipt of any Addenda issued by the City for this IFB is required by including the
acknowledgment with your bid. Failure to acknowledge the Addenda issued may result in your bid being
deemed non-responsive.
In the space provided below, please acknowledge receipt of each Addendum:
Addendum(s) # is/are hereby acknowledged.
44
INVITATION FOR BID
IFB 14-06 (RE-BID FROM IFB 13-13)
UNIFORM RENTAL AND CLEANING SERVICES
BID PRICING PAGES
Responding to the Invitation for Bid 14-06 for UNIFORM RENTAL AND CLEANING SERVICES, dated MAY 2, 2013, the
Bidder proposes and agrees to provide the required services in good faith and as per customary market/trade quality in
accordance with the General Conditions and Instructions for Bidders, Specifications and Special Conditions. The Bidder
shall provide the herein specified Uniform Rental and Cleaning Services to the various City of Palm Springs' delivery and
pick-up locations and will accept as full payment therefore the following unit prices:
Tax=T Uniform Personnel
Item# No Tax= NT
Uniform Rental 8 Employee Total Unit Weekly
T or NT? Cleaning Count Inventory Price Extension
Description of Service
1 Blend Shirts 10 X 9 X $ $
2 Cotton Shirts 17 X 9 X $ $
3 Polo Shirts 13 X 9 X $ $
4 Hi-Visibility Shirt: 11 X 9 X $ $
Short Sleeve
5 Hi-Visibility Shirt: 3 X 9 X $ $
Long Sleeve
6 Blended Blue/Gray Pants 19 X 9 X $ $
7 Blended Shorts 2 X 9 X $ $
g Cotton Blue Pants 26 X 9 X $ $
9 Cotton Blue Shorts 16 X 9 X $ $
10 Executive Pants 12 X 9 X $ $
11 Blend Coveralls 7 X 9 X $ $
12 Cleaning Only of City 10 X 9 X $ $
Owned Polo Shirts
Total/ $
Week
Total/ = Annual $
Week x 52
Annual x _ 3 Year $
3 Term
Tax=T Miscellaneous Estimated Unit
Item# No Tax= NT Equipment Quantity Price Per Week Monthly Extension
TorNT?
13 Soil Bins 5 X $ _ $
14 Hanger Rack 3 X $ _ $
15 3 X 5 Mats 2 X $ _ $
16 5 X 10 Mats 4 X $ _ $
Monthly Total $
Total $ Month X = Annual: $
12
Annual x 3 = 3 Year Term: $
45
INVITATION FOR BID
IFB 14-06 (RE-BID FROM IFB 13-13)
BID PRICING PAGES (Continued)
Tax=T Initial 1 x Set-Up Charges Estimated Unit
Item# No Tax= NT Description of Service Quantity Price Extension
T or NT?
Set-up charge for Initial
17 Installation & measurement per 62 X $ = $
employee
Name Patches
18 *for INITIAL Set-up Only(52 employees x 468 X $ = $
9 patches
Department Patches
19 'for INITIAL set-up only(approximately 52 468 X $ = $
employees x 9 patches)
City Emblems
20 *for INITIAL set-up only(approximately 52 468 X $ = $
employees x 9 emblems)
Subtotal: = $
"*When discrepancies occur between unit prices and extended amounts the unit prices shall govern.
GRAND TOTAL LUMP SUM PRICE FOR 3 YEAR TERM: (in figures) Items 1 through 16
(in words):
dollars
EMPLOYEE COUNT AND GARMENT SELECTION CHANGES DURING CONTRACT TERM: Due to the
inability to predict future employee count and employee garment selection changes during the term of the
agreement, the Contract Administrator, Director of Maintenance and Facilities, shall have the authorization to
approve any additions or deletions from the employee count as well as any changes in garment selections
made by employees without formally amending the agreement. All garment prices shall be per the Unit Prices
as reflected on these Bid Pricing pages, subject to the CPI discussed below.
It is understood and agreed that this Bid may not be withdrawn until ninety (90) days from the date of the
opening thereof, and at no time after award of Bid. Prices to remain firm for initial contract period of (3) three
years; and two (1) one year renewal options upon mutual consent of the City and the Contractor. The unit
prices shall be adjusted (decreased or increased) at the beginning of any such renewal period to correspond
with the most recent annual change to the Consumer Price Index for All Urban Consumers as published by the
U.S. Bureau of Labor Statistics for the Los Angeles, Anaheim and Riverside Areas.
NAME OF BIDDER(PERSON, FIRM, CORP) ADDRESS (STREET AND P.O. IF APPLICABLE)
SIGNATURE OF PERSON AUTHORIZED CITY, STATE,ZIP CODE
TO SIGN THIS PROPOSAL
TITLE TELEPHONE AND FAX NUMBER 46
IFB 14-06 (RE-BID FROM IFB 13-13)
BID PRICING PAGES (Continued)
Tax=T After Initial Set-Up Charges Unit
Item # No Tax= NT
T or NTT Description of Service Price
21 Set-up charge for New $
Installation & measurement per new employee
22 Name Patches $
"AFTER initial set-up
23 Department Patches $
"AFTER initial set-up only
24 City Emblems $
'AFTER initial set-up only
Tax=T Change Out Fees Unit
Item# No Tax= NT
T or NT? Description of Service Price
25 Change out Fee per Item
'For exchanges in Size or Style(t e.:Trousers to shorts,long sleeve $
to short sleeve)
`No Fee is to be charged for exchanges due to worn-out garments.
Tax=T Oversize Fee for XXL and Up Unit
Item At No Tax= NT
T or NT? Description of Service Price
26 Upcharge for larger sizes above XL $
Ta x=T Item# No Tax= NT Casualty Charges Unit
T or NT? Description of Service Price
27 Blend Shirts $
'Lost/Stolen/or Damaged
28 Cotton Shirts $
'Lost/Stolerd or Damaged
29 Blend Trousers or Shorts $
'Lost/Stolen/or Damaged
30 Cotton Trousers or Shorts $
`LostlStoler✓or Damaged
31 Blend Coveralls $
'LostIStolenl or Damaged
Prices above for Lost/Stolen or Damaged garments shall be the same, regardless of time in service.
Note; It is requested of all Bidders to complete the second column, indicating a "T" for Taxable or"NT" for Non-
Taxable. Once substantiated, this will eliminate potential invoicing discrepancies for the duration of the
contract. Specialized or custom patches will be priced at the time of request.
47
The Bidder offers this Bid with the understanding and agreement to begin full service by Monday, January 1,
2014 at 8:OOAM local time (subject to change by the City). It is further understood and agreed that any Bid
submitted in response to this Invitation for Bids may not be withdrawn until Ninety (90) calendar days from the
Bid Opening date and time.
Invitation for Bid (IFB) 14-06
UNIFORM RENTAL AND CLEANING SERVICES
BID PRICING PAGES (Continued)
Name of Bidder (Company/Firm):
Authorized Representative of Bidder(print Name and Title):
Authorized Signature: Date:
California State Business License Numbers(s) & Registrations(s):
Explain in detail how damage charges are assessed and calculated. Include amortization notes over contract
duration of three (3) firm, fixed pricing years and by life of garment:
State response time for repairs to uniforms after notification by City tagging and pickup by Contractor:
State Bidder availability for on-site problem resolution and /or City requested conferences in terms of distance
to be traveled or time to respond:
Please describe proposed methodology to resolve individual usage, inventory, wear or appearance problems: _
48
NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY OFFEROR AND
SUBMITTED WITH PROPOSAL
State of California )
ss.
County of )
I, being first duly sworn, deposes and says that he or she
is of the party making the foregoing bid that the bid is
not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or
corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or
solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or
agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has
not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid
price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other
bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed
contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly,
submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative
thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid
depository, or to any member or agent thereof to effectuate a collusive or sham bid.
BIDDER:
BY:
TITLE
ORGANIZATION
ADDRESS
SUBSCRIBED AND SWORN TO BEFORE ME THIS DAY OF 20
NOTARY PUBLIC IN AND FOR SAID
COUNTY AND STATE
MY COMMISSION EXPIRES:
49
CITY OF PALM SPRINGS
UNIFORM RENTAL AND CLEANING SERVICES (IFB 14-06)
Information Required of Bidder
NO PROPOSAL WILL BE CONSIDERED UNLESS THIS DOCUMENT IS COMPLETED IN FULL. ALL
APPLICABLE ITEMS MUST BE FILLED OUT. Bidder is required to supply the following:
1. Contractor/Firm Name and Address
2. Name and Title of person authorized to negotiate a contract for the firm:
3. Telephone Number: (FAX)
4. E-mail address:
5. Type of Firm: ❑ Individual ❑ Partnership ❑ Corporation ❑ Other
6. Corporation organized under the laws of the State of
7. Business License No. Expiration Date:
8. List at least five (5) current contracts/references which are similar to the requirements in this IFB.
Contract $ Contract Account Name & Address Contact Person
Amount Term & Phone Number
a.
b.
C.
d.
e.
50
9. List the name, title, and telephone of the person ("Project Coordinator") who will supervise full-time the
work of this Contract for your firm:
10. Number of years in this type of business:
11. Response Time, if applicable:
(USE THE SPACE BELOW AND ADDITIONAL PAGES IF NECESSARY)
51
EXHIBIT "C"
CONTRACTOR'S PROPOSAL
INVITATION FOR BID
IFB 14-06(RE-BID FROM IFB 13-13)
FOR PROVIDING UNIFORM RENTAL AND CLEANING SERVICES
INDEX:
THIS INVITATION FOR BID CONSISTS OF THE FOLLOWING: PAGE
CONTENTS.................................................................................-------..........................---..-.-.-.-....i
NOTICEINVITING BIDS................................................................................................................ 2
BIDDER'S CHECK LIST...................................------•-......................--------- .........................-----. 3
TERMS&CONDITIONS .............................................................................................................4-7
SCOPE OF WORK, SPECIFICATIONS, &SPECIAL CONDITIONS..........................................8-14
SPECIAL CONDITIONS SUPPLEMENT"A.............................................................................15-16
ATTACHMENT"A"MUST BE MANUALLY SIGNED.....................................................................17
BID PROPOSAL/PRICING, PAGE 19 MUST BE MANUALLY SIGNED...................................18-21
AFFIDAVIT OF NON-COLLUSION ..............................................................................................22
INFORMATION REQUIRED OF BIDDER................... ............................................................23-24
BIDBOND FORM.........................................................................................................................25
EXHIBIT"A"-SAMPLE CONTRACT SERVICES AGREEMENT.............................................26-50
NO RESPONSIBILITY WILL ATTACH TO ANY OFFICER FOR THE PREMATURE OPENING
OF, OR THE FAILURE TO OPEN, A BID NOT PROPERLY ADDRESSED AND IDENTIFIED.
STREET ADDRESS:
Division of Procurement&Contracting
3200 Tahqu(tz Canyon Way, Palm Springs, CA 92262
DATE DUE: THURSDAY, NOVEMBER 21, 2013
``TIME DUE: 3:00 PM LOCAL TIME
BIDDER'S NAME: 1�((�� U\kiA-Vtrt� (J�FP.VGt( 51ph,Qkj
ADDRESS: 91-7� Tfrx-Aj - p(.4��—
L A A fo rA I.L01
PHONE: 7(00- (,
SIGNATURE
1
52
SPECIAL CONDITIONS:
SUPPLEMENT"A"
ESTIMATED CITY RENTAL USAGE AND CLEANING BY
NUMBER OF EMPLOYEES PER DEPARTMENT/DIVISION
AND
CONTENT/TYPE OF UNIFORM REQUIRED
(SUBJECT TO CHANGE AT CITY'S DISCRETION)
IFB 14.06(RE-BID FROM IFS 13-13)
SHIRTS$POLO SHIRTS
Department/ No. of Uniformed Blend Cotton Hi Visability Polo
I Division Employees Shirts Shirts
Aviation Dept:
Custodial Maint. 23 0 0 13 13
Grounds Maint.
Maintenance Tech.
Parks Dept: Provided by
((
Downtown Maint. 14 3 0 0 Cl 10 10ty launder only)
Parks Maint.
Facilities 10 2 8 0 0
Maintenance
Fleet Operations 6 5 1 0 0
Street Maintenance 8 0 8 0 0
(Uniform for Temp 1
Employee)
23
Shirt Totals: 62 10 17 13 (10 Polo shirts
provided by the
City-)
EXECUTIVE PANTS,TROUSERS AND/OR SHORTS
DeparhnenU Division
Employees ExeCLItive
Aviation Dept:
Custodial Maint 23 14 12 1
Grounds Maint.
Maintenance Tech.
Parks Dept: 14 0 13 8
Downtown Maint
Parks Maint.
Facilities Maintenance 10 0 7 3
Fleet Operations 6 5 0 1
Street Maintenance 8 0 6 5
Trouser and/or Shorts Totals: 61 19 38 118
15
53
COVERALLS.SEAT COVERS,MATS. MOPS&HANDLES
Department/ . .
Avia M Maintenance 1 7 7 0 4
Parks 0 0 0 0
Facilities Maintenance 3 3 6 ea 0 0
Fleet O erations 2 2 4 Fender Cov. 2 Mats
Totals: 12 12 4 2
NOTES:
65% Dacron Polyester/35%Cotton Blend
Some Employees Cross over into other departments requiring them to split their uniforms,
resulting in discrepancy in number of employees verses number of garments. See
"Background"on page 8.
Rental on a bulk basis only/usage may be annual, seasonal or as outerwear with tum-in on
an irregular and/or infrequent basis
16
-..-- ---------- -- 54
ATTACHMENT"A"
IFS 14-06(RE-BID FROM IFB 13-13)
UNIFORM RENTAL AND CLEANING SERVICES
*NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED WITH YOUR BID*
SIGNATURE AUTHORIZATION
NA O
,,=SEORU/F IRM:
� naly
A. I hereby certify that I have the authority to offer this bid to the City of Palm Springs for
the above listed individual or company. I certify that I have the authority to bind
myself/this company in a contracts uWZnln my bid.
SI(fAYORE
PRINT NAME
B. The following information relates to the legal contractor listed above, whether an
individual or a company. Place check marks as appropriate:
1. If successful, the contract language should refer to me/my company as:
_An individual;
—A partnership, Partners'names:
_A company;
-A corporation
2. My tax identification number is: �J ` �� s— O '
CHECK IF THE FOLLOWING STATEMENT APPLIES:
4ey).
My firm/company is a Local Business (Licensed within the jurisdiction of the Coachella
Val Copy of current business license from a Jurisdiction within the Coachella Valley
is required to be attached to this document in order to request the Local Preference.
ADDENDA ACKNOWLEDGMENT:
Acknowledgment of Receipt of any Addenda issued by the City for this IFB is required by
including the acknowledgment with your bid. Failure to acknowledge the Addenda issued may
result in your bid being deemed non-responsive.
In the space provided below, please acknowledge receipt of each Addendum:
Addendum(s)# A Istare hereby acknowledged.
17
55
to
an
CITY OF INDIO
BUSI�ESS LICENSE CERTIFICATE
License Number 13-00016756
License dass.DIST IBUTION .
Ucens"ub-Class
PRUDENTIAL OVERALL,"SUPPLY '>
81780 TRADER PL
INDIO CA 92201
rr.
A
Business Location Address
81780 TRADER PL RVSD
INDIO CA 92201
L
m October 01,;012 Expires Qetober 01,2013
W
I`
I
i
Post in a Conspicuous Place
icenseOfficernless signed by City of Indio Business License Officer
INVITATION FOR BID
IFB 14-06(RE-BID FROM IFB 13.13)
UNIFORM RENTAL AND CLEANING SERVICES
4 BID PRICING PAGES
Responding to the Invitation for Bid 14-06 for UNIFORM RENTAL AND CLEANING SERVICES,
dated MAY 2, 2013, the Bidder proposes and agrees to provide the required services in good
faith and as per customary market/trade quality in accordance with the General Conditions and
Instructions for Bidders, Specifications and Special Conditions. The Bidder shall provide the
herein specified Uniform Rental and Cleaning Services to the various City of Palm Springs'
delivery and pick-up locations and will accept as full payment therefore the following unit prices:
Tax=T Uniform Personnel
tem# No Tar-N7
Uniform Rental& Total Unit Weekly Tor NT7 of Count Employee Inventory Price Extension
L
Deacri ion fon of Service
1 Blend Shirts 10 X 9 X $ . $ O
2 �- Cotton Shirts 17 X 9 X $ l $
3 Polo Shirts 13 X 9 X $ $
a �-r Hi-Visibility Shirt: 11 X 9 X $ ,a $ '
Short Sleeve
5 Hi-Visibility Shirt: 3 X 9 X $ $
IST Long Sleeve ,71j
6 A Blended Blue/Gray Pants 19 X 9 X $ $
7 , Blended Shorts 2 X 9 X $ t $ a 8�
g NT Cotton Blue Pants 26 X 9 X $ .� $ 9,-7g
g Iv Cotton Blue Shorts 16 X 9 X $ I $
10 Executive Pants 12 X 9 X $ 1 $ L4 914
11 Blend Coveralls 7 X 9 X $ $ ;LO 7
12 Cleaning Only of City 10 X 9 X $ �7/ $ aa.Owned Poio Shirts
TotaU $ I
Week
weekall = Annual $ g ?
Annual x 3 Year $
3 Tenn
Item Tax=T Miscellaneous Estimated Unit
# No Tax=NT Equipment Quantity Price Per Monthly Extension
T or NT? Week
13 INJt- Soil Bins 5 X $ er $
14 T Hanger Rack 3 X $ 6 = $ ,®-
15 -T- 3 X 5 Mats 2 X $ $
16 W T- 16XIO Mats a X $ Ta = $ .$
Mont hl Total $ t
Total t2 Month = Annual:$ 1' � D
Annual x 3 = 3 Year Term:
$ 1 . o
18
INVITATION FOR BID
IFS 14-08(RE-BID FROM IFB 13-13)
BID PRICING PAGES(Continued)
Tax=T In 1 x Set-Up Charges Estimated Unit
Item# No Tax=NT Description of Service Quantity PdCe Extension
T or NTT
Set-up charge for Initial
17 A r� Installation&measurement per 62 X $ O dO = $ .0
'`I employee
Name Patches
18 NT 'for INITL4L Sawp Only(52 ern ft s x 468 X $ d _ $ O
9 oatchm
Department Patches O
19 Yer INITIAL set-up only(approximately 52 468 X $ 4 1 do _ $
em x 9 pqtqvw V
City Emblems
20 `for iN177AL setup only(approximately 52 468 X $ O 00
to X9emblems
'.,. Subtotal: _ $
"When discrepancies occur between unit prices and extended amounts the unit prices
shall govem.
GRAND TOTAL LUMP SUM PRICE FOR 3 YEAR TERM: (in figures)Items 1 through 16
$_`I(a fAV.�S1
On words):
fbrhr S;� +ytat�nthd TWOS twd*A+%ittu RVeActVA SW^1 etau:J—�oHars
EMPLOYEE COUNT AND GARMENT SELECTION CHANGES DURING CONTRACT TERM:
Due to the inability to predict future employee count and employee garment selection changes
during the term of the agreement, the Contract Administrator, Director of Maintenance and
Facilities, shall have the authorization to approve any additions or deletions from the employee
count as well as any changes in garment selections made by employees without formally
amending the agreement. All garment prices shall be per the Unit Prices as reflected on these
Bid Pricing pages, subject to the CPI discussed below.
It is understood and agreed that this Bid may not be withdrawn until ninety (90) days from the
date of the opening thereof, and at no time after award of Bid. Prices to remain firm for initial
contract period of(3)three years; and two (1) one year renewal options upon mutual consent of
the City and the Contractor. The unit prices shall be adjusted (decreased or increased) at the
beginning of any such renewal period to correspond with the most recent annual change to the
Consumer Price Index for All Urban Consumers as published by the U.S. Bureau of Labor
Statistics for the Los Angeles,Anaheim and Riverside Areas.
PYutt:cv0�W Ownt( SuyrAl Sj7?o7i2de place
NAME OF BIDDER(PERSON,FIRM;C RP) ADDRESS(STREET AND P.O.IF
APPLICABLE)
-eldeo, cA 9a,�of
SIGNA R q RSON AUTHORIZED CITY,STATE,ZIP CODE
TO SIG T PROPOSAL
Grmisk! 5-a&5 Qfftvct&hye 1W'3got-0(oYS- 70 q,,.n 7
TITLE TELEPHONE AND FAX NUMBER
19
58
IFB 14-06(RE-BID FROM IFS 13-13)
BID PRICING PAGES (Continued)
TaxmT T or or NT?NT After initial Set-Up Charges Unit
Item# No Description of Service Price
21 Set-up charge for New $
Temployee
/ C O
K Installation&measurement r new em to
22 Name Patches $ 00 OV 'AFTER ini ial se6u
23 -'" Department Patches $ zoo
'AFTER inkial seWp orgy
24 City Emblems $ 00
"AFTER Mal set-up
Tax--T Change Out Fees Unit
Item# !TorNT?
Tax--NT Description of Service Price
j
j 26 fe out Fee per Item
chenges in Size w style g.e.:Trousers to shorts,img sleeve ie ro be ch rorexch s Cue ro vvom-0uf arments.
i
Tax=T Oversize Fee for XXL and Up Unit
Tar-NT
# No
T or NT? Description of Service Price
26 Nn— Upcharge for larger sizes above XL $ O " O
Taxm NT Item# No Tax= Casualty Charges Unit
7 or NT? Description of Service Price
27 Blend Shirts $ b 0
YosbStdeNwDsmaged
26 f� Cotton Shirts $ 0 O
*LosVStoteWwDvmyged
29 Blend Trousers or Shorts $ 5 0
Yast/Sloler✓wDa
30 Cotton Trousers or Shorts $ 0 0
NT UsMieWorD -7•
31 Blend Coveralls
YnsHSrokNwDe $ -77
Prices above for LosMolen or Damaged garments shall be the same, regardless of Erne in service.
Note; It is requested of all Bidders to complete the second column, indicating a"T-for Taxable
or Wr for Non-Taxable. Once substantiated,this will eliminate potential invoicing
discrepancies for the duration of the contract. Specialized or custom patches will be priced at
the time of request.
20
59
E
S
E
The Bidder offers this Bid with the understanding and agreement to begin full service by
Monday, January 1, 2014 at 8:00AM local time (subject to change by the City). It is further
understood and agreed that any Bid submitted in response to this Invitation for Bids may not be
withdrawn until Ninety(90) calendar days from the Bid Opening date and time.
Invitation for Bid(IFS) 14-06
UNIFORM RENTAL AND CLEANING SERVICES
BID PRICING PAGES(Continued)Name of Bidder(Company/Firm): hdf„teal Dyeyatl Suwd
Authorized Representative of Bidder(print Name and Title):
Authorized Signature: Date: / ?
California State Business Liken N mbers(s)&Registrations(s):
Explain in detail how damage charges are assessed and calculated. Include amortization notes
over contract duration of three(3)firm,fixed pricing years and by life of garment lrs 4 Y�U�u d"
is Y M as. a dilaa 40 Wt WrWdOV
to 6 kg.aa
State&sponce time for repairs to uniforms after notifil.;bo A'n'by City tagging and pickup by
Contractor.1.�' Q 5� �C CPS it l f L -kwU L llaea.YA. 4'C1 k
r t S { 6C
�etl %arkUK p%A scloWu ru .e dq .
State Bidder availability for on-site problem resolution and for City requested conferences in
terms of distance to be traveled or time to respond: C
w
s44W WO
-
are (aeakelf w444191„,,ices atvcw(oy le mossl.
Please describe proposed methodology to resolve individual usage, inventory,wear or
appearance problems: 7v 1 Q
Par.L-tJ t' oe Qj( 1 wild - AaAd aY a 4 W"lik as /tecer� ,7 V�ccV
fS Rit Jss'fte %A CLO14 A05P gAKsir'ar' S91i1���s e� OaCI4 ar ctPE of uu(far�
4 f fdtc Cl�y� (oettd7a�g � a(cfcrrat r�+-e sebrrrdaE^d o� ct cCC<°pdabcP r>
And 5.17'mq.
21
60
NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY OFFEROR AND
SUBMITTED WITH PROPOSAL
State of California )
ss.
County of Uyas(d 2 )
1, being first duly swom, deposes and says that he or she
is CaAv k.SOW R41112mil1W (•n.i cbmall C, Oy the party making the foregoing
bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership,
company,association, organization,or corporation;that the bid is genuine and not collusive or sham;that
the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid,
and has not directly or indirectly colluded,conspired,connived,or agreed with any bidder or anyone else
to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner,
directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price
of the bidder or any other bidder, or to fox any overhead, profit,or cost element of the bid price, or of that
of any other bidder, or to secure any advantage against the public body awarding the contract of anyone
interested in the proposed contract;that all statements contained in the bid are true; and,further,that the
bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the
contents thereof,or divulged information or data relative thereto, or paid, and will not pay, any fee to any
corporation, partnership, company association, organization, bid depository, or to arty member or agent
thereof to effectuate a collusive or sham bid.
BIDDER:i'y'tAlttLlW o1CVfa t' syply
BY: N(cy- MyrAVikk
TITLE Y
ORGANIZA-n N Adgti�&j () I`MLt St�tp✓JIV
ADDRESS '61J?Q Trad.t�jia.fz
SUBSCRIBED AND SWORN TO BEFORE ME THIS r2-t DAY OF A"4 e—"-20 C3 .
OM -001I 'ir ATIF
NOTARY PUBLIC IN AND FOR SAID
COUNTY AND STATE
MY COMMISSION EXPIRES: Y 20ly
22
61
California Jurat Loose Certificate
State of California
County of Riverside
3
Subscribed and sworn to (or affirmed)before me on this .74 day of
Al o w box , 2013, by
Proved to me on the basis of satisfactory evidence to be the person(s)who
appeared before me.
(Seal) Signature
J.POTERO JR
ComrdssMn#78875T9
Notary PoMk-California
Riverside County
am OOnnn. 9res Ma 24,2014
/lnbw — Nv/lastrFav � ¢-�..fie@ �es..v-g�J �.Y. o.�e�/t`v�"ys�_!�r<-�✓.0
62
CITY OF PALM SPRINGS
UNIFORM RENTAL AND CLEANING SERVICES(IFB 1446)
Information Required of Bidder
NO PROPOSAL WILL BE CONSIDERED UNLESS THIS DOCUMENT IS COMPLETED IN
FULL. ALL APPLICABLE ITEMS MUST BE FILLED OUT. Bidder is required to supply the
following: F, r
9. Contract OrlFimt Name and Ad ss Pruf�.,nata1 oxyOtt l ,�U 01 V
BIZ f!0 TYCtcLc�- ace
6r3 � CM- 97-761
2. Name and Title of person authorized to negotiate a contract u the firm:
T -L Y
3. Telephone Number. 7Cs7eU- 3N2- OCbgL (FAX) -2 03ya 5797
4. E-mail address::]j l I71A7 Fos -ctea" • GOyyA
5. Type of Firm: ❑Individual ❑Partnership OLCorporation ❑Other
,n
6. Corporation organized under the laws of the State of C TT .
7. Business License No. Expiration Date: 0 ! !
(ftw ILKWAt4 i K
8. List at least five(5)current comractstreferences which are similar to the requirements in
this IFB.
Contract$ Contract Account Name&Address Contact Person
Amount Term $Phone Number
r r/ OO
Bc tom' i4tro ` 7466--y�m 2qZ-
b. 5 v :&j<�*-< CIA e
c$' tl10.s •�,1Q 6� V ro7sKtty -77,n y
Yzz3 4
k1m Y' �S ?Con— �779,-?Poo
9•Sb eN1 �rTU¢. � - Sa
CAhuzovk CA- TZZ50
23
63
I
9. List the name, title, and telephone of the person ("Project Coordinator') who will
supervise full-time the work of this Contract for your firm: "(W ST("14c-OW
SeVv-fce Ceta,2cir VOM U ( - -71M- qua-064(Y
10.Number of years in this type of busin s: 3 1 _
11. Response Time, if applicable: - lSO utAMitil'+e5 —Q hWTS dq)et4dfYg off Gf'((({4i$fg CE
(USE THE SPACE BELOW AND ADDITIONAL PAGES IF NECESSARY)
r
24
64
v
c
BID BOND
KNOW ALL MEN BY THESE PRESENTS,
Th Prudential Overall Supply
as Princlpa#,and Fidelity and Deposit Company of Maryland S„ y are held
and firmly bound unto The City of Palm Springs,hereinafter called the°City"in the sum of.
�2.6Dta.00 DO Thoueard Flue 1:19lI ft QdlaM dollaM
for the payment of which sum, well and truly to be media, we bind ourWas, our heirs,
axecutars, adminlstrators, sucosseors, and assigns. Jointly and severally, firmly by these
Presents.
WHEREAS, said Prineipal has submitted a bid to said City to perform the Work requfisd under
the bidding schedula(s)of the C"Contract Documents entitled:
IFS 14-06,uniform Rental Cleaning Services
NOW THEREFORE,I said Principal Is awarded a contract by sold City,and,within the dime and
in the manner required in dos°NoOcs Inviting Bids'and the"Instructions to Bidders"enders Into
a written Agreement on the form of agreement bound with sold Contras#Documenta,furnishes
the raquifed Certificates of insurance, and furnishes the required Performance Bond and
Payment Bond,than this obligation shall be null and void, otherwise 4 shell remain In fait force
and effaot In the euslnt suit Is brought upon this bad by said City and City pravails,said Surety
shall Pay all costs Incurred by said City In such suit, including a reasonable sdomey's fee to be
fixed by the court.
SIGNED AND HEALED,this 20th day
of November yp 13
Prudential Overall Supply (SEAL)
{SEAL)
SEAL)
Fidelity and Deposit ompany of Maryland (SEAQ
Br Tara W. Mealer,Attorney-in-Fact
(SEAL AND NOTARIAL ACKNOWLEDGMENT OF suRETy) 777),
65
ZURICH AMERICAN INSURANCE COMPANY
COLONIAL AMERICAN CASUALTY AND SURETY COMPANY
FIDELITY AND DEPOSIT COMPANY OF MARYLAND
POWER OF ATTORNEY
KNOW ALL MEN BY THESE PRESENTS:That the ZURICH AMERICAN INSURANCE COMPANY,a corporation of the Stall of New
York,the COLONIAL AMERICAN CASUALTY AND SURETY COMPANY,a corporation of the State of Maryland,and the FIDELITY
AND DEPOSIT COMPANY OF MARYLAND a corporation of the State of Maryland(herein collectively called the"Companies"),by
"JAMES M.CARROLL, Vice President,in pursuance of authority granted by Article V, Section 8,"of the By-Laws of said Companies,
which are set forth on the reverse side hereof and are hereby certified to be in full force and effect on the date hereof,do hereby nominate,
constitute,and appoint Mary Y. VOLMAR,Vicki NOBINGER,Sandra WARD,Loretta M.JONES,Carolyn E.WHEELER,Novetta
M.ANDERSON,KaBle A.TURNER,Brian W.MCCARTER mud Tara W.MEALER,oil of Knoxvfllq Tennesseq EACH its true
and lawful agent and Atwmey-in-Fact,to make,exewte,seal and deliver,fbr,and on its behalf as surety,and as its act and deed:any and all
bonds and under akin ,and the execution of such bands or undertakings in pursuance of these presents,shall be as binding upon said'
Companies,as fully and amply,to all intents and purposes,as if they had been duly executed and acknowledged by the regularly elected
officers of the ZURICH AMERICAN INSURANCE COMPANY at its office in New York,New York,the regularly elected officers of the
COLONIAL AMERICAN CASUALTY AND SURETY COMPANY at its office in Owings Mills, Maryland,and the regularly elected
officers of the FIDELITY AND DEPOSIT COMPANY OF MARYLAND at its office in Owings Mills, Maryland.,in their own proper
persons
,! The said Vice President does hereby certify than the extract set forth on the reverse side hereof is a true copy of Article V,Section 8,of
the By-Laws of said Companies,and is now in force.
IN WITNESS WHEREOF,the said Vice-Presidrnt has hereunto subscribed hisebher names and affixed the Corporate Seals of the said
ZURICH AMERICAN INSURANCE COMPANY, COLONIAL AMERICAN CASUALTY AND SURETY COMPANY, and
FIDELITY AND DEPOSIT COMPANY OF MARYLAND,this 4th day of September,A.D.2013.
ATTEST:
ZURICH AMERICAN INSURANCE COMPANY -
COLONIAL AMERICAN CASUALTY AND SURETY COMPANY
FIDELITY AND DEPOSIT COMPANY OF MARYLAND
G t�
w;
10,
Agp:k0am,Sq�',,wury Vice President
Gregory,E,Afurray Jarnesbi Can»[! j
State of Maryland .
City of Baltimore
On this 4th day of September,A.D.2013,betore the subscriber,a Notary Public ofthe Stare ofMaryland,duly commissioned and qualified,JAMS M.
CARROLL,Vice President,and GREGORY L MURRAY,Assistant Secretary,of the Companies,to me personally kmmwn to be the individuals all
offices described is and who executed the preceding iosbummt,and acknowledged the execution of sate,and being by me duly swan,delmseth and saith.
that he/she is the said office of the Company aforesaid,all that the stab affixed to the preceding instrument are the Corpocue Sys of said Compenias,am
that the said Cotpomte Smis and the signature ae such officmr mat duty affixed and subscribed m the said instrument by the authority and direction of the said
Cmpuratiom
IN TESTIMONY WHEREOF,I have hemunu,set my hand end affixed my Official Sail the day and year first above written.
Constance A D.,Notary Public
My Commission Expires:July 14,2015
POA-F 184-0014A
66
1
CALIFORNIA ALL-PURPOSE
CERTIFICATE OF ACKNOWLEDGMENT
State of Tennessee
County of Knox
R
On 11/05/2013 before me, Carolyn E. Wheeler
(Hose me.l ame and title of the affeca)
9i
personally appeared Tara W. Mealer
who proved to me on the basis of satisfactory evidence to be the person(s)whose names) is/are subscribed to
the within instrument and acknowledged to me that heVshelthey executed the same in his/her/their authorized
capacity(ies),and that by his/her/their signature(s)on the inshument the person(s),or the entity upon behalf of
which the person(s)acted,executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the fqugoing paragraph
is true and correct. fylY,
'i
WITNESS my hand and official seal.
— 1661E3egg =
nmAm =
:j pabuc
Siprumm of .Pobiic (Nomry See/)
Coro sign expires: November 1, 2014 ''., �.�`
ADDITIONAL OPTIONAL INFORMATION
INSTRUCTIONS FOR COMPLETING THIS FORM
i DESCRIPTION OF THE ATTAC14ED DOCUMENT tt r,aboac orrsem notary
in Cotes ma mane ronrmn verbt"e m a,flymet be
reptel c oex m the nd m c ed ur a repnrum t. rho my exc font 4 l be _
Bid Bond.. AY cranplemd and ofrached nn that docvmsnr. The wily exception it f a
dxurrmm 4 m be r,raoAil maunk'fCal foram.In sigh mstam:xr,ony tdtanallw
e (rifle oc darciption ofattachod documem) ackrowtedguant wrbmge as may be pnnred an such a doamnar so fang no the
.wrbroga does non reguba the nomey to do+wnnhing that 4 il4gat for a tannery An
Cailforme(,,.cen0oug the maharded enPoc TY of rho stgney.Pkes.chrek rite
(Title mdsacr;tion of m oolmd docoreamm onlinued) daunrenn carefuttyforproper maaamlwwding end,path rh4fwm(required.
° Number ofNges._Docwnent Date • State and County information mat be the Sorer and County what me docamael
S! sigma(,)paaovlty appeared before the notary public for ackno.lodsmoot.
• Dam ofnotadi tdimr must be the data that the sign.(,)Peraer eay appamd which
mesa also be the same,data the aekrmwlodgmat b completed.
(Additional infommtoa) a The notary public,met print his or her name an it appears widen biga or h
comniiesioo followed bya comma oval then ymu tide(notary public).
• Print the mere(.)of document tigva(a)who pasmully appur at the time a
nntarivtbn.
CAPACITY CLAIMED 6Y THE SIGNER • Indicate the correct singular or pl.al foram by eaana4 at incorrect Come(i.e.
❑ Individual(s) WlhaJdmy,-u lw)or eioling the cameot farms.paifaee to careotly indicate the
❑ Corporate Officer informalim may lead m rcicdan of document recording
pThe notary 1.1 imprecation mwl be clear and photographically mpeodudbla
_ Imprasbn meat na ewer mat tor IiWns.if and imprwuon amads.,xaecal if a
(Tick) suffeaeotareapamits,othecwisocompletn a different acknowledgment forte.
❑ Pwbler(s) • stgoadu<of the rotary public mat match that sienatme on ale with the office of
❑ Aftomay-in-Fact theawtyclak
t. Additional iofamutian is net mquihed but well hefp m ensure this
❑ Tmsiee(s) acknowledgmentunamimaedaanachd to a dtrmentdocamom.
2 ❑ Outer - + Indicate
title or type ofochcd m docom num
ber mbe data.r of page,and
G ladicato the capacity claimed by the sign..If den claimed eapeeity is a
eoeleroato offhm,indicate due title(is.CEO,CFO,sectary).
M • Sccmely,each this domartmt to the signed documentps
2008Vasiun CAPAvl2.l0A1800-M-M5 www.NmaryClmaa.com
67
BID BOND
KNOW ALL MEN BY THESE PRESENTS,
That
as Principal, and as Surety, are held
and finely bound unto The City of Palm Springs, hereinafter called the"City"in the sum of:
$2.500.00 Two Thousand Five Hundred Dollars dollars
far the payment of which sum, well and truly to be made, we bind ourselves, our heirs,
executors, administrators, successors, and assigns, jointly and severally, firmly by these
presents.
WHEREAS, said Principal has submitted a bid to said City to perform the Work required under
the bidding schedule(s)of the City's Contract Documents entitled:
IF$ 14-06, Uniform Rental Cleaning Services
NOW THEREFORE, it said Principal is awarded a contract by said City, and,within the time and
in the manner required in the"Notice Inviting Bids"and the"Instructions to Bidders" enters into
a written Agreement on the form of agreement bound with said Contract Documents, furnishes
the required Certificates of Insurance, and furnishes the required Performance Bond and
Payment Bond, then this obligation shall be null and void, otherwise it shall remain in full force
and effect. In the event suit is brought upon this bond by said City and City prevails, said Surety
shall pay all costs incurred by said City in such suit, including a reasonable attorney's fee to be
foxed by the court.
SIGNED AND SEALED,this day
of ,20_
(SEAL)
(SEAL)
(SEAL)
(SEAL)
(surety)
By:
( ivwb¢e
By:
(SEAL AND NOTARIAL ACKNOWLBbGMENT OF SURETY)
EXHIBIT"A"
SAMPLE
CONTRACT SERVICES AGREEMENT
THIS CONTRACT SERVICES AGREEMENT ( "AgreemenP) is entered into, and
effective on 20Iff between the CITY OF PAI.M SPRINGS, a California
25
68
PRUDENTIAL OVERALL SUPPLY
SCHEDULE OF PERFORMANCE FOR IFB 14-06
"Schedule of Work-The Contractor shall furnish to the City Representative a detailed work
schedule showing how the Contractor will accomplish the Contract requirements. This work
schedule shall indicate the number of personnel,tasks to be performed by each person and the
amount of time necessary to accomplish the work. The schedule shall be kept throughout the
duration of the Contract, and shall be modified and re-submitted to the City Representative as
required. Any work to be performed not conforming to this schedule shall be approved by the
City Representative prior to such occurrence."
Installation—If awarded, Prudential Overall Supply will bring physical samples for each employee to try
on to ensure accurate fit of garments. 2-3 people will coordinate with the designated City's
Representative at each department to gather style,color,size,of uniforms and once all information is
entered Into our system.We will need 1-4 weeWlilid ti eyiq order to meet the installation deadline.
We will also have all equipment deliveCreed on or befog the deadline including lockers,hanger racks,
bags,etc.
Regular Service—Once account is Installed,your Customer Sales Representative(CSR)will arrive on
each agreed upon day of the week to deliver clean merchandise and pick up the soiled uniforms from
the prior week.Each garment is delivered on a hanger and is identified with a unique barcode for
tracking and service purposes. Each of the City's departments will receive a weekly invoice that will be
accompanied by a delivery note.The Delivery note will contain the current week's garment inventory
count by employee for review by each party to ensure accurate service information.
Holiday Schedule—Due to some holidays throughout the year Prudential may adjust its normal service
day to account for that time off. In that event a Holiday Notice will be provided to each service location
informing that department's staff which alternate day the CSR will arrive for service.
Replacements/Repairs- Prudential's"Eye Opener Tag System`will be installed at each delivery/pick up
location,The Eye Opener Tag System allows the garment wearers to place a yellow tag on any garment
that needs attention and the System also explains in detail how the service works and lists the normal
delivery and pick up day.The yellow tag has options for the wearer to select what function needs to be
performed for those garments including repairs for buttons,seams,zippers,crotch,holes,buckles,
packets,lettering or elastic.There is also space provided on the tag should any wearer need a new size
or style change after approval from City Representative.Once the yellow tag has been affixed to the
garment by the wearer,the CSR will be able to collect that garment and take the appropriate action.If it
is a simple repair then that garment will be returned fixed by the next delivery date.If it is a
replacement then it should take S-7 business days to have a new garment delivered.
Complaints or Service Issues—If a complaint arises that the CSR cannot take care of on site at time of
delivery,then the Prudential will respect the notification process that was stated in the contract(10.2).
Contact Information for Service Department:Tom Stillwagon-Service Center Manager,Alfredo
Dominguez-Route Manager,Steven Acosta-Customer Sales Representative(Weekly Service Provider).
69
Prad
PREUsAW TES
ESTIMATED RENTAL COST
WORKSHEET
FOR
CITY OF PALM SPRINGS
zr GARMENTS
ITEM POS CODE #OF INVENTORY WEEKLY WEEKLY TOTAL
EVPLC`EES UNIT COS T PER WEEKLY
RATE EMPLOYEE RENTAL
IrWuabal SNrt-Protesslanaly Pressed 764249 - 10 9 $0.16 ' IT44.- $14.40
100%CoG3n Shkt-Protesekwmft Pressed 78$349 17 - 9 $0.17 - $1,53 $26.01
Kha Pique Shut 774068.3W 13 9 $0.23 $207 $26.91
HI-VtMb'l4 Sbirt-ProfeSSIorreiy Pressed 7842-27-311 14 9 $0m .- $2.07 $28.98
IndusVial Raft 734444 21 9 : $0A6 $1A4 $30.24
100%Coton Pants 73.3344 42 9 $0.17 $153 $64.26
Exeadive Slacks 7284-44 12 9 $023 $2.07 $24.84
Twu Coveralls 404444 7 9 $0.33 $2.97 $20.79
CUSIMW Ovmed Goods-Polo Shits-AS Needed 77$0. 10 9 $0.33 $2.97 $29.70
s�.r
FA JLRYSERVICE61TOWELINGIFLATOOODS
ITEM PCs CODE INVENTORY WEEKLY REPLACEMLINT TOTAL
UNIT RATE VVEEKL
RATE RENWTAL
Sol Sim 2703 b:... ,$0.00 '$11,85 =00
Hanger Hacks 9740 3 ,$0.00 -$7.11 $0.00
3x5Appeawnw Mat 903x 2 $225 - $5252 $4.50
5 x 10 Mats 900x 4 $6.60 $199.92 $26.00
Soiled Laundry Lock Urd 9740 3 $0.00 - $306.00 $0.00
ESTIMATED WEEKLY TOTAL $296.63
ESTIMATED ANNUAL TOTAL $ISA24.76
ESTIMATED 3 YEAR TOTAL $46,274.26
CONCOMn4L•.PradersW OveraStpplyO
70
era Atica SERVICE RENTAL AGREEMENT
�FZ9
PRUDB1TiALOVERALISUPPLY(TRUDERTIALI agrees to Unish,rdeeh,pa-up and delver ft bleweig mercimbe and CUSTOMER agrees ID
rentalm dwxrw sled behavior the Mdfial&WNW vatirlatim and anyaddliord ntadtatfse ordered ham PRUDENTIAL CUSTOMERagreesloe
serNce m§imam based on the to ammad Wtalation. Rims sal M Rw other Ow we"service.
Wearing Apparel Other Merchandise
Item mventay Per Torah Ykaros Rettacemwt tkit Thal Raltaceawrt
Pkarw whims Yalue °' Frame° Rai mvembwll Yalue
See Addendum A & B
FIRST DELIVERY DATE-
I- CENERALPURPOSEMBICRANDME MMtwofterwWbyPRUDENTIALIsforgereralpurposeontyandIsriotiorusehamoftranobity
risk oru eecwtadwth9wwahardrddrsrretersel5sposM. tregAgad,CUSTOLIERagrmloUrahMSDSshoOtDcmpq wlhdappkeW
bus. Mardhandee rated by Prudential is also riot considered ANSMISEA W-4999 canplanl
7 TERMS: UpoftWpravdofCUSTOAER'SUVKPaytnentis due net 90 days end offf"ML Al prices retled vew fa fire oRtme m CUSTOMER
vacahm,taldayor slices.
3. REPLACBIENT: In the WM ofdanage In Wearhg Warei by CUSTOMER,rule wear aooepted,CUSTOMER wi pay PRUDENTIAL'S
MPboeiet Vasa less"WROD11 of t%ofrat vdue far each monih in service Wass CUSTOMER e19s WIget Profabon Program TOW
dnprecatorhisnotmewaed89%ofmar aaanent�re. CUSTOMERv>DpayPRUDENTTIALZ tvauefariortm�. tntheevertof
da aptootherrt aegapnontbycUSTOM R,CUST wlpay7s%ofPRUDENTIALsrepboanedvcua. Budget Protection Program
b a per pow ftoanoe rate the wws al damage related Chagas amW gross metres.
* RR#ROFCANCB.LARK-Becahreetwaidbeotarwsedt0a orhWackdtDtcttae=au*MofdwWtDPRUDENTIAL,intoevM
CUSTOMERcmmborhaeadiesttso7swarthxaryrsamCUSTOMERwlpaymPRUDBJTWL5D%offheaserageweHydotvv Maneforftteh-
eUiedMmmbMdonfbata%mwetpaiodpreaedigc m. CUSTOMERwiasopayta�n+oiceshapmxswAssroKWWaMmybsta
damage charges.
i_ TERM 0F AMEMENT, In Wnsidaaton of Ina sty k0shrwnt by PRUDENTIAL In ffw& dse and m provide shvaim m
CUSTOMER,his agreement shah MOM IN aWly-for(SN)moots from the frstdalM date Tedled above and wil be auk renewed for
sr (84)Monti terms,prmNdad it is not temmand by envier parry by when notice to to Ow at least nhey(90)days prior m the
any rorevwl tam. In the ewst of Wrea ad cods.PRUDENTIAL may,alter each anrivwsay date of this agremant,
Mxreasa is rents by Its WOW Of is n2e030 In the Cosh Aw Prim Index-A areas far Ina pto ioustadw rnmft or sk percent(6).
ORMRRAL: CUSTOMERMdpayalcoslsolmbctararWamomeysfees.PRUDENTIAL vAmbefrWefamrteequeaederwgesrestIDhg hen
NaM ldympabnmtlsoLfg�orsu rt�agre�smCUSTOMERWassloWandadindon dyPRUDENTw.frananydArsasso09Indwitthe
use olthensrdtardsa,hnrludergany cam aiegeclyansingf radouffluernerchardse.CUSTOAStagreeampayanwwebidaWWWwathrtteefor
each garment placed in savfoe ate the orod"(30)days istat", CUSTOMER abo agrees m pay fa any Is"tat is requested.to
enviraanertM fee,a delvery dtage,cry ins"msintma ce doh or ovw swliar standard revering dwges. Should CUSTOMERS dseese
ballad belowbe sob atrarrsfarednamy way,this vAdmroo and et md end biWboththeCUSTOMERodtheWila"
CUSTOMER warrants Matts not ow*acW lyobtabedmrarryortheswWmrepresenteduderIfsagreementmanyoterpenewaanncem.
PRUIDENTIAL OVERALL SUPPLY
City of Palm Springs
Custw e t Legal Name
By: By(ftnawre):
Tift Printed Name:
Date: Its Duty Audmrized:
Two
Address: 425 North Civic Drive
Gryrstawrqr Palm Springs,CA 92263 - —.....
Phone: (760)323-8236
For office use oNy: _._-- ----_
Key Irtorrrobon vol u service Frequency General Men I
�/.OVapn3
71
veraft
ADDENDUM'W' "°`M `°
PRICE STRUCTURE
FOR
CITY OF PALM SPRINGS
GARMENTS
industrial Skirt-Profesaioriary Pressed 7842.49 $0.16 - $11.00
100%Cotton Shin-Pm%ssimwiyPressed 7833-Q $D.17 - - $14.00
Knit Pique Shirt 775058.3W $023 $19.55
ra-visiNfny Shirt-ProfessionallyPressed 7842-27-3R '$0.23 - $23,40
lndustnal Pants 7344,44 $0.15 $14.00
100%Cotlan Parts 73-33 4 $0.17 '$17.00
Pie Slacks 72-64-44 $0.23 $25.77
Twrl Coveters 404444 $0-33 $25.77
Custa Owned Goods—Polo Shirts - 77-M $0.33 WA
ACILITYSERViCMTOMLING%FLATG00DS "
ITEM POS CODE UNIT PRICE REPLACEMENT VALUE
3 x 5Appeamnos Mat 90U $2.25 $52.52
5 x 10 Custom Appearerce Met 900it $6.50 $199-92 .
Soled laundry lack Unit .:27M $0.00 - $3W.00
• Budget Protection Program covers all damage,loss,set up,lettering costs 40d is optional
at$0.11 per garment.
PRUDENTIAL OVERALL SUPPLY CRY OF PALM SPRINGS
Nam: Name:
Title: Title:
Date: Date:
7h proposN isl>esedan ecseptence YAdp3miysofUndate.
C�IDEyfT1AL-Ptad•rNal QremC Slpp(yd1 -
72
Prude l
Ve
Iry
REUSABLE TVaR S
ADDENDUM"E1" °"`° '"m
SERVICE GUARANTEE
FOR
CITY OF PALM SPRINGS
j If at any time the standard of quality for either service or merchandise does not meet
industrial standards,City of Palm Springs will give,PRUDENTIAL OVERALL SUPPLY
written notice to correct said defi1pncies. :If, after stdy(60) days from the date of
written notice PRUDENTIAL OVERALL SUPPLY has not corrected said deficiencies
tO meet industry standards;City of Palm Springs has the option to cancel the Service
Rental Agreement,after paying all charges for services rendered and any lost andlor
damage charges.
PRUDENTIAL OVERALL SUPPLY CITY OF PALM SPRINGS
Name: Name:
Title: Title:
Date: Date:
.7hispmoasWotwsedmeaspta wWw3OdapofMdete.
CONF7UENrtA!-PnedantltlOwmaU Supply®
73
EXHIBIT "D"
SCHEDULE OF COMPENSATION
UNIFORM RENTAL AND CLEANING SERVICES
BID PRICING PAGES
Tax=T Uniform Personnel
Uniform Rental & Total
Unit Weekly
Item# No Tax= NT
Cleaning Employee Inventory
Price Extension
T or NT? Count
Description of Service
1 NT Blend Shirts 10 X 9 X $.16 $14.40
2 NT Cotton Shirts 17 X 9 X $.17 $26.01
3 NT Polo Shirts 13 X 9 X $.23 $26.91
Hi-Visibility Shirt:
4 NT 11 X 9 X $.23 $22.77
Short Sleeve
Hi-Visibility Shirt:
5 NT 3 X 9 X $.23 $6.21
Long Sleeve
6 NT Blended Blue/Gray Pants 19 X 9 X $.16 $27.36
7 NT Blended Shorts 2 X 9 X $.16 $2.88
8 NT Cotton Blue Pants 26 X 9 X $.17 $39.78
9 NT Cotton Blue Shorts 16 X 9 X $.17 $24.48
10 NT Executive Pants 12 X 9 X $.23 $24.84
11 NT Blend Coveralls 7 X 9 X $.33 $20.79
12 NT Cleaning Only of City 10 X 9 X $.33 $29.70
Owned Polo Shirts
Total/ $266.13
Week
Total/
Annual $13,838.76
Week x 52
Annual x 3 Year $41,516.28
3 = Term
74
Item Tax=T Miscellaneous Estimated Unit
No Tax= NT Equipment Quantity Price Per Monthly Extension
Week
T or NT?
13 NT Soil Bins 5 X $0.00 = $0.00
14 NT Hanger Rack 3 X $0.00 = $0.00
15 NT 3 X 5 Mats 2 X $2.25 = $19.35
16 NT 5 X 10 Mats 4 X $6.50 = $111.80
Monthly Total $131.15
Total $ Month =X12 Annual: $1,573.80
3 Year Term:
Annual x 3 =
$4,721.40
Tax=T
Initial 1 x Set-Up Charges Estimated Unit
Item# No Tax= NT quantity Extension
Description of Service Price
T or NT?
Set-up charge for Initial
17 NT Installation & measurement per 62 X $0.00 = $0.00
employee
Name Patches
18 NT 'for INITIAL Set-up Only(52 employees x 468 X $0.00 = $0.00
9 patches
Department Patches
19 NT "for INITIAL set-up only(approximately 52 468 X $0.00 = $0.00
employees x 9 patches)
City Emblems
20 NT *for INITIAL set-up only(approximately 52 468 X $0.00 = $0.00
employees x 9 emblems)
Subtotal: _ $0.00
"When discrepancies occur between unit prices and extended amounts the unit prices shall govern.
75
GRAND TOTAL LUMP SUM PRICE FOR 3 YEAR TERM: (in figures) Items 1 through 16
$ 46,237.68
(in words):
Forty Six Thousand Two Hundred thrity seven and Sixty Eight/One Hundred dollars
EMPLOYEE COUNT AND GARMENT SELECTION CHANGES DURING CONTRACT TERM: Due to the
inability to predict future employee count and employee garment selection changes during the term of the
agreement, the Contract Administrator, Director of Maintenance and Facilities, shall have the authorization to
approve any additions or deletions from the employee count as well as any changes in garment selections
made by employees without formally amending the agreement. All garment prices shall be per the Unit Prices
as reflected on these Bid Pricing pages, subject to the CPI discussed below.
Prices to remain firm for initial contract period of (3) three years; and two (1) one year renewal options upon
mutual consent of the City and the Contractor. The unit prices shall be adjusted (decreased or increased) at
the beginning of any such renewal period to correspond with the most recent annual change to the Consumer
Price Index for All Urban Consumers as published by the U.S. Bureau of Labor Statistics for the Los Angeles,
Anaheim and Riverside Areas.
Tax=T
After Initial Set-Up Charges
Item# No Tax= NT Unit Price
Description of Service
T or NT?
21 NT Set-up charge for New Installation & measurement per $1.00
new employee
22 NT Name Patches 'AFTER initial set-up $1.00
23 NT Department Patches 'AFTER initial set-up only $1.00
24 NT City Emblems *AFTER initial set-up only $1.00
Tax=T
Item# No Tax= NT Change Out Fees Description of Service Unit Price
T or NT?
Change out Fee per Item 'For exchanges in Size or Style(t.e.:
25 NT Trousers to shorts,long sleeve to short sleeve) Wo Fee is to be $1.00
charged for exchanges due to worn-out garments.
76
Tax=T
Oversize Fee for XXL and Up
Item# No Tax= NT Unit Price
Description of Service
T or NT?
26 NT Upcharge for larger sizes above XL $0.00
Tax=T
Casualty Charges
Item# No Tax= NT Unit Price
Description of Service
T or NT?
27 NT Blend Shirts 'LostlStolen/orDamaged $11.00
28 NT Cotton Shirts 'LostistolenlorDamaged $14.00
29 NT Blend Trousers or Shorts 'Lost/StolenlorDamaged $14.00
30 NT Cotton Trousers or Shorts "Lost/Stolen/orDamaged $17.00
31 NT Blend Coveralls "Lost/StolenlorDamaged $25.77
Prices above for Lost/Stolen or Damaged garments shall be the same, regardless of time in service.
Note; It is requested of all Bidders to complete the second column, indicating a "T" for Taxable or"NT"for Non-
Taxable. Once substantiated, this will eliminate potential invoicing discrepancies for the duration of the
contract. Specialized or custom patches will be priced at the time of request.
77
EXHIBIT "E"
SCHEDULE OF PERFORMANCE
li f II uniforms associated with the Contract shall be F.O.B. Destination to an 1. Delivery: The delivery o a u o s as y
City facility location.
2. Delivery and pick-up, City facility locations: The uniforms, as allocated, shall be delivered and
picked up at the following City facility locations on a weekly basis:
DEPARTMENT/DIVISION ADDRESS
Aviation: Custodial Maintenance, 3400 Tahquitz Canyon Way
Grounds Maintenance, Palm Springs, CA 92262
Maintenance Technicians
Recreation/Parks/Streets 425 N. Civic Drive
Facilities Maintenance, Fleet Op. Palm Springs, CA 92262
3. Contract Manaoer(s): The Contract will be performed under the direction and supervision of the
following Contract Managers for their respective City facility location:
CONTRACT MANAGER DEPARTMENT PHONE NUMBER
Bud Riffle Airport Operations 760-318-3846
Patrick Sweeney Facilities/Streets/Fleet/Parks 760-323-8170
Any reference to the Contract Manager in the contract shall mean the respective and appropriate
Contract Manager or his designated representative.
4. City Inspectors: City Inspectors (Contract Inspectors) are the Contract Managers and shall inspect all
work done and all materials furnished. Such inspections may extend to all or any part of the work and
to the preparation, furnishing or cleaning of the uniforms to be used. The Inspector is not authorized to
revoke, alter or waive any requirements of the contract, nor is he/she authorized to approve or accept
any portion of the complete project. He/she is authorized to call the attention of the Contractor to any
failure of the work or Uniforms to conform to the contract. He/she will have the authority to reject
uniforms or to suspend the work until the questions at issue can be referred to and decided by the
Contract Officer.
78