HomeMy WebLinkAbout5/15/2013 - STAFF REPORTS - 2.I. ALM Sp9
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q<1FORN� City Council Staff Report
DATE: MAY 15, 2013 CONSENT CALENDAR
SUBJECT: APPROVE CONTRACT SERVICES AGREEMENT FOR UNIFORM
RENTAL AND CLEANING SERVICES FOR VARIOUS DEPARTMENTS
FROM: David H. Ready, City Manager
BY: Department of Public Works & Engineering / Facilities Maintenance
SUMMARY
This action would award the uniform rental and cleaning Contract Services Agreement
for the City's maintenance personnel for the Aviation, Facilities, Fleet, Parks,
Recreation, and Streets departments.
RECOMMENDATION:
That City Council Award the bid for uniform rental and cleaning services to the
incumbent, Cintas Corporation of Ontario, CA on the basis of grand total price for an
estimated annual expenditure of $8,574.00 and a total amount not-to-exceed
$25,722.00 for the initial three-year term.
STAFF ANALYSIS:
The Procurement and Contracting Division conducted a formal Invitation for Bid (IFB 13-
13) that was posted to the City's website, and notices were faxed and e-mailed to eight
uniform companies. Two vendors responded to our invitation to bid. The results of the
bid are tabulated below:
Company: Grand Total
Lump Sum Price
Cintas Corporation $25,722.00
Prudential Overall Supply $43,966.08
ITEM NO. x 'T
City Council Staff Report
May 15, 2013 -- Page 2
Cintas Uniform Rental & Cleaning
In order to evaluate prices offered, City Staff utilized the following criteria:
• Number of personnel to be clothed
• Types of uniforms to be rented
• Frequency of uniform changes
• Number of miscellaneous equipment to be rented
• Charges for expected loss/damage, preparation and set-up charges and
charges for miscellaneous items such as name patches and emblems
(estimated)
At the mutual consent of the contract administrator and contractor, 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.
The incumbent Cintas Corporation is located in Ontario, California, and was the lowest,
responsive, responsible bidder. Staff is recommending that the City Council approve
the Uniform Rental and Cleaning Services Agreement for the City's maintenance
personnel.
FISCAL IMPACT:
Funds have been approved in the proposed 13/14 Budget and are available in the
following account numbers:
415-6200-43290 for Aviation, 520-5470-43290 for Fleet Operations, 520-5641-43290 for
Facilities Maintenance, 001-2451-43290 for Parks Maintenance, 001-4201-43290 for
Street Maintenance and account 001-2510-43290 will be created for Recreation.
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Dave Barakian, Director of Public Works David H. Ready, City and
Attachment: Low Bid
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COVERLETfER
May2,2013 - - -
City of Palm Springs
Att:Leigh A.Gileano
3200 Tahquitz Canyon Drive
Palm Springs,CA
Cintas Corporation
2150 S.Proforma Ave
Ontario CA 91761
i Subject:lF613-13:Uniform Rental and Cleaning Services for City employees at various delivery and pick-up
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locations.in the City of Palm Springs.
This letter is to acknowledge Cintas Corporations receipt and intent to respond in full to the City of Palm Springs
BID.We acknowledge the proposed pricing will be valid for a period of 3 years over the duration of the contract.
In the following pages we will cover Cintas Corporation's relevant abilities and processes in relation to
performing the work under this contract.
This Proposal is in strict compliance with the Request for Proposals and Draft Agreement exceot for the items
listed.
1. Final contract terms and language must be approved by Cintas Legal department in their final form.
Most seem to mirror the current agreement in place and would be honored.
2. Pricing offer and process is built upon a complete audit and refresh of any worn garments with reduction in costs
from current pricing on all items. - -
The primary contact during the evaluation is:
Paul DiVincenzo:Senior Executive: divincenzop@cintas.com :(909)215-7044
We hope our attention to detail in this proposal is viewed as a validation of our attention to detail in our services
to ensure a continued high quality uniform service for the City of Palm Springs provided we are selected again.
Thank you for your acceptance of our submission.
Since/rely,
L
Paul DiVincenzo
Cintas Corporation 2150 5 Proforma Ave. Ontario,CA 91761 Phone:909.930.9096 Fax:909.354.3309
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INVITATION FOR BID
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........ ......... ...........5-14
SPECIAL CONDITIONS SUPPLEMENT`A".................................................................................15
ATTACHMENT"A"MUST BE MANUALLY SIGNED................................. ...............................16
...
BID PROPOSALIPRICING, PAGE 20 MUST BE MANUALLY SIGNED............ ....................17-20
AFFIDAVIT OF NON-COLLUSION ........................._..............:::....................--.------------...............21
INFORMATION REQUIRED OF BIDDER.......................---.....................................................22-23
BID BOND FORM.... ..........:.............................................. ............... .......:.....24
EXHIBIT"A"-SAMPLE CONTRACT SERVICES AGREEMENT.............................................25-50
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 9=2
DATE DUE: THURSDAY,MAY 2,2013
TIME DUE: 4:00 PM LOCAL TIME
BIDDER'S NAME: ckd"Corpomdw
ADDRESS: 2150 S.Proforma Ave,Ontario CA 91761
PHONE: 909.930.MS-Office,909.216.70"-01met
SIGNATURE:
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CITY OF PALM SPRINGS,CALIFORNIA
NOTICE INVITING BIDS
IFB 13-13
NOTICE IS HEREBY GIVEN that the City of Palm Springs, California, is soliciting bids from qualified
firms 10 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 4:00 P.M. LOCAL TIME, THURSDAY, MAY 2, 2013, at the Office of
Procurement & Contracting, 3200 Tahqultz 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 R is made on a bid form fumished 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 fumish
OBTAINING IFB DOCUMENTS AND REGISTRATION AS A BIDDER: The IFB documents
may be downloaded via the internet at www.palmsprinascaagov, (go to Government,
Departments, Procurement,Open Bids&Proposals). 9 you are interested in submitting a Bid,it
Is IMPERATIVE that you contact Leigh Glleno, Procurement Specialist 11, via email at
LeighAnn.Gileno(a)paimsprings-ca:gov to officially register as a Bidder for this aMcific 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 fine 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 specific IFB
13-13.
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 mall 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
nott4be0 accepted
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Procurement Specialist 11
Date: April 3,2013
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CITY OF PALM SPRINGS,CALIFORNIA
INVITATION FOR BIDS NO.13-13
BIDDER'S CHECK LIST
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.
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11 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 20, must be manually signed.
X Attachment"A Signature Authorization Page, Page 16 must be signed
X Erasures or other charges made to the Bid Proposal/Pricing Page must be
Initialed by the person signing the Bid.
_2L Affidavit of Non-Collusion by Contractor form, Page 21, must be notarized and
signed by a Notary Public.
X Information Required of Bidders, including reference Information, Pages 22-23,
must be completed.
X Bid Bond, Certified Check, Cashiers Check, Money Order or Cash shall be
submitted with the Bid in the amount indicated. Page 24 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,
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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 property 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 19350 or
any other acts of Congress.
9. When discrepancies occur between unit prices and extended amounts the unit prices
shall govem.
10. Bidder will be required to file an Affidavit of Non-Collusion with their Bid. This shall be
Wined and sworn before a Notary Public with a commission in the State of Callfomta.
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 belle" that two or more types will meet the
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specifications. If said bidder should submit more than one price on any item, all prices
for the item maybe rejected at the discretion of the City.
13. Basis of Award: The City reserves the right to award to the lowest responsive and
i 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 IFS 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 Ann Giieno, Procurement Specialist 11
Procurement Department
3200 E.Tahquitz Canyon Way,Palm Springs, CA 92262
(760)322-8374
Email: LeighAnn.Gileno(&Daimspringsca.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,APRIL 23,2013 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 materfallservices offered by the Bidder will meet all
requirements of the specifications in this Invitation unless deviations thereto are dearly
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 ludae as whether
or not a deviation is acceptable. Furthermore. the City shall be the sole fudge as to
whether an item is an approved"equar 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 fall to fumish 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,N 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.
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20. The Bidder agrees that the City has the right to make the final determination as to
whether the 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, iYs 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 rasped 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
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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.
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
tower. 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 W) and
provide a cony of Its current business license from a lurisdiction in the
Coachella VaBev.
27. Payment Terms- The standard terms at the City of Palm Springs are Net 30 days.
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CITY OF PALM SPRINGS,CALIFORNIA
INVITATION FOR BIDS NO.13-13
SCOPE OF WORK.SPECIFICATIONS,AND SPECIAL CONDITIONS
UNIFORM RENTAL AND CLEANING SERVICES
1. Scone 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.
Scope of Work: The Contractor shall furnish uniforms on a rental basis, uniform
cleaning services and pidwp/dellvery services for all participating City
Divfslons/locatlons listed, and any additional City Divislons/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: shalt 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, riot cuffed,City's choice of color(s).
2.3 Patches: shah be dacron(cotton blend sanforized and embroidered of matching
color.
2.4 Name and division emblems: shall be 1 'h"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`Yo 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.
2.6 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
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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. Startina 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 Cleanina 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 low* 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 uniform delivered with wrinkles.
5.3 Continual Replacement: Contractor shall maintain garments with a constant
good appearance. Gannent-for-garment replacements shalt 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.
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 fiem can be pulled for repair during the next
processing cycle. Uniforms fumed in tagged for repair shall be returned by
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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 seven (7) 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 "Specaf 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. j Delivery, The delivery of all uniforms associated with the Contract shall be F.O.B.
Destination to any City facility location.
8. Delivery and nick-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/Custodian 3400 Tahquftz Canyon Way
Maintenance Palm Springs, CA 92262
Airport Grounds Maintenance
Recreation/ParkstStreets 425 N.Civic Drive
Facilities Maintenance Palm Springs, CA 92262
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Fleet Operations
9. Contract Mansuer(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 representailve.
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 bat 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, whether incorporated in the delivery or pickup count or not, and the
Contractor shall promptly replace and re-exacute the work in accordance with the
contract and without additional expense to the City.
It 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
11
14
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/Terminatdon: 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.
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 nofification by
the City that a sample is available for return, R should be retrieved within 30 days or the
12
15
City will not be responsible for the disposition of said sample.
20. n i n• 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 Citys satisfaction that
Work is being performed in accordance with the Citys 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. Profect 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 IB 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".
5. Tenn Of Contract: The tern 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.
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 shalt 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
13
16
City Representative prior to such occurrence.
D_ AAdiustment of Services - The City reserves the right to reduce or increase, or
otherwise adjust the scope of services.
7. Pricinc: Prices to remaln 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 rnonthly 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.
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.
14
17
SPECIAL CONDITIONS:
SUPPLEMENT"A"
ESTIMATED CITY RENTAL USAGE AND CLEANING BY
NUMBER OF EMPLOYEES PER DEPARTMENTIDIVISION
AND
CONTENTITYPE OF UNIFORM REQUIRED
(SUBJECT TO CHANGE AT CITY'S DISCRETION)
SHIRTS& POLO SHIRTS
F Department/ Division No. of Uniformed Blend Cotton Polo
Employees Shirts
Aviation/Custodian I 11 3 i 1 11
Aviation/Maintenance 8 8
Airport/Grounds Maintenance 5 5 3
Parks 13 0 3 10(Provided by Chy-
laundDr on
I Facilities Maintenance 10 4 6
Fleet Operations 7 4 1 2
Street Maintenance 8 3 4 1
17
Shirt Totals: 62 27 14 (10 Polo shirrs
provided by the
EXECUTIVE PANTS,TROUSERS AND/OR Department" Division No. of Uniformed Blend Cotton/ Shorts
Employees
Aviation/Custodian 11 1 3 1 11
Aviation/Maintenance 8 8 4
Airport/Grounds Maintenance 5 5 3 5
Parks 13 0 10 3
Facilities Maintenance 10 0 7 3
Fleet Operations 7 4 1 1
Street Maintenance 8 3 1 4
Trouser and/or Shorts Totals: 62 23 33 20
COVERALLS, SEAT COVERS, MATS.MOPS& HANDLES
Department/
Employees
Aviation/Maintenance 7 7 1 0 1 0
Parks 0 0 0 0
Facilities Maintenance 3 3 6 ea 0 0
Fleet O rations 2 2 4 Fender Cov. 2 Mats
Totals: 12 12 4 2
• 65% Dacron Polyester/35%Cotton Blend
• Rental on a bulk basis only/usage may be annual.seasonal or as outerwear with turn-in on
an irregular and/or infrequent basis
15
18
ATTACHMENT"A"
IFB 13-13
UNIFORM RENTAL AND CLEANING SERVICES
*NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED WITH YOUR BID*
SIGNATURE AUTHORIZATION
NAME OF PROPOSERIFIRM: CIntas Corporation
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.
SIMUTURE
Paul DiVincenzo
PRINT NAME
B. The following Information relates to the legal contractor listed above, whether an
individual or a company. Place check marks as appropriate:
7. If successful,the contract language should refer to me/my company as:
—An individual;
—A partnership, Partners'names:
A company;
C A corporation
2. My tax identification number is: 880337164
CHECK IF THE FOLLOWING STATEMENT APPLIES:
My flark1company Is a Local Business (Licensed within the jurisdiction of the Coachella
Valley). Copy of current business license from a furisdWon within the Coachella Val!"
Is reautred 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 acmoWedgment 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)# 1 istare hereby acknowledged.
16
19
1
ATTACHMENT"A"
IFB 13-13
UNIFORM RENTAL AND CLEANING SERVICES
*ATE: THIS FORM MUST BE COMPLETED AND INCLUDED WITH YOUR BID"
SIGNATURE AUTHORIZATION
NAME OF PROPOSERIFIRM: Clntas Corporaton
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
myselfAhis company in a contract should I be successful in my bid.
SIGNATURE
Paul Wncenzo
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 kidedicgon within the Coachella Valley_
is required to be attached to this document In order to mguest 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)fF 1 isfare hereby acknowledged.
16
19
EXIMIT"C"
CONTRACTOR'S PROPOSAL
47
20
ciNrAs®
BACKGROUND & APPROACH
Introduction:
Cintas designs,manufactures and implements corporate identity programs for approximately 800,000
businesses in the United States.Cintas operates more than 400 facilities in the U.S.and Canada,including 11
manufacturing plants and eight distribution centers that employ more than 34,000 people.
The Cintas facility in Ontario California that will service the City of Palm Springs is the local Cintas facility to the
service station with wash support in Ontario,CA.This includes over 200 uniform processing employees along
with about 35 Service Representatives and routes.
Local Service Capabilities:
The City of Palm Springs will have the full resources of Cintas Corporation Nationally as well as the local Ontario
California staff including a dedicated Service Representative that performs on-site weekly pick up,delivery,
changes,credits, ordering,and verification that all is running smoothly with the garment services.
In addition the City of Palm Springs has a Service Manager and access to General Manager that can be called on
to help with any items beyond the week to week services,including but not limited to,uniforms ordering,
changing,and billing credits or clarification.
• Portable Route Computers are on each vehicle allowing for changes to be entered by the service
representative each week for fast changes requested to be applied to the account.
Cintas's abilities in Garment/Uniform Manufacturing,Logistics,Weekly Inspection,and customer service
are unrivaled and outlined in the included Power Point.
Cintas Unique Products and Service/Communication Systems:
Unique Garment Manufacturin¢
• Cintas has some of the largest internal manufacturing systems as well as extensive garment
manufacturer relationships being one of the largest Uniform Suppliers in the United States.
• All garments the City of Palm Springs has outlined would be manufactured in-house by Cintas with the
lightest weight but durable construction in the Uniform industry.SAMPLES are available for the City of
Palm Springs to compare as Cintas Uniforms are the Most comfortable and Durable in the Uniform
industry. Women's Garments are Not an afterthought.Cintas has the Only true women's line in the
Uniform supply industry
a Garments are Stocked locally in Ontario allowing for a one week turnaround on most sizes up to 3XL and
....__.. __. —46inch waist. _. ... _. _. ..... _.. _. '... . _. ..
• Odd waist sizes are available up to 38 inch in Men's.
Unique Service Systems
Garment Tracking
Cintas Corporation 2150 S Proforma Ave. Ontario,CA 91761 Phone:909.930.9096 Fax:909.354.3309
21
C WE
A6.
• Cintas ID Tapes every garment for internal tracking at the processing facility.This ensures that the
garments are returned to the City of Palm Springs's sites each week they are turned in to be processed.
• Manual Backup:If there is a discrepancy in what was picked up to delivery.Cintas has an'Individual
Garment Check sheet"system that can be employed by the service representative;whereby they count
each garment that is picked up on site.A copy of a tri-copy is given to the locations contact with that
weeks pick up count.These are then counted,manually;again at the Cintas facility prior to delivery to
ensure what was picked up the week before is also being delivered.
• This manual counting is done in addition to the electronic tracking already in place.This helps to still
have a human hand in the process for our customers to ensure that the garments are returned in full.
Weekly Garment Inspection
• Every garment that is washed is inspected for repairs and replacement orders without our clients asking.
90+%of our weekly replacements are initiated by Cintas at no cost to our clients.
• Each shirt is hung on a lighted mannequin for our inspectors to look for missing buttons,and rips and
tears needing attention.Pants are inspected for zippers,seam rips,and other holes.
• All garments are slated for replacement the week of inspection if they are not up to standards outlined
by the ID Tape Date and Contract.
Service/Customer Service/Accounting
• All Cintas Service Personnel are paid on performance of a CSI(Customer Service Index)This ensures that
the weekly check in process and survey is directing the City's experience with Cintas.
• The City of Palm Springs have a variety of ways to access Cintas Service:
- Weekly Service Rep(Onsite changes)(Weekly Satisfaction Checklist)
- Customer Service(E-mail or Phone)(Backup for weekly requests)
- Service Manager(E-mail or Phone)(Service Rep Vacation/Backup/Escalation/Quarterly Survey)
- General Manager(E-mail or Phone)(Escalation,Annual Survey)
- Senior Executive(E-mail or Phone)(Ongoing Support for City across Cintas Services)
• Cintas Accounting system will allow for the City of Palm Springs to direct the billing breakdown to
streamline internally across Departments/P.O.'s/Budgets to ensure accurate and manageable payables.
Garment Wash Process:
• Every garment is separated on Cintas Service Pickup.They are separated by soil type to ensure they are
washed with like garments.
• Each type of load(Mechanics,Building Maintenance,Painters,etc)is washed in an automated,unique
formulation to ensure garments are as clean as possible from the various work environments.
• Cintas wash process is Alkaline vs.Acidic as most Industrial Laundry companies still are.We Lead the
way in our wash process being lighter on the skin to uniforms wearers.
®dNO6 a green project
• NPE-Free(Nonylphenol Ethoxylate)Detergents-Cintas has transitioned companywide from a
Nonylphenol Ethoxylate(NPE)based detergent to a new,more environmentally friendly detergent for use
in all of our laundry facilities, Cintas was the first major industrial laundry company to convert 100%from an
Nonylphenol Ethoxylate based detergent
Cintas Corporation 2150 S Protorma Ave. Ontario,CA 91761 Phone:909.930.9096 Fax:909.354.3309
22
CINEA&
METHODOLOGIES & WORKPLAN
The above management team will work with each one of site coordinators for the City of Palm
Springs along with Cintas resources to accomplish the following items and any other the Agency
and Cintas agree on to ensure a smooth transition and on time delivery to commence services by
the delivery date.
Cintas will utilize internal Cintas personnel and resources to accomplish these tasks beyond the
management team listed but will be directed by the Senior Service Manager to ensure all processes
are being implemented.
The Overview/Initial list of tasks in the roll out are as follows
1. Complete any/all Contractual Requirements:Insurance Certificate,Business License,
2. Establish Billing/Account structure
3. Order and select approved Garment/Logo Samples with Agency Management
4. schedule on-site inventory review for all delivery locations and personnel
S. Send uniform refresh List verification to Agency for final check/validation or any missed sizing's due to
Vacation/LOA,etc
6. Provide Agency Management with Weekly Service Rep Contact info and Calendar of Delivery Date and
Times for Racks,Uniforms and all facility products(mats,towels)
7. Cintas Management onsite for first delivery co-ordination
Cintas Corporation 2150 S Proforma Ave. Ontario,CA 91761 Phone:909.930.9096 Fax:909.354.3309
23
Replaced by Addendum 1
Invitation for Bid(IFB)13-13
UNIFORM RENTAL AND CLEANING SERVICES
BID PRICING PAGES
Responding to the Invitation for Bid 13-13 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/tmde quality in accordance with the General Conditions and
Instructions for Bidders, Specifications and Special Conditions. The Bidder shall provide the
herein speafied 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 Week) #
Uniform Rental& y Unit Weekly
Item# No Tax--NT Estimated of
T or NT? Description of Service Leaning Quantify Changes prim Extension
1 Blend Shirts 11 X 4 X $ $
2 Cotton Shirts 14 X 4 X $ $
3 Polo Shirts 25 X 4 X $ $
4 Hi-Visibility Shirt: 8 X 4 X $ $
Short Sleeve
5 Hi-Visibility Shirt: 8 X 4 X $ $
Long Sleeve
g Blended Trousers,Shorts 38 X 4 X $ $
or Reg.Gray Pants
7 Cotton Trousers,Shorts 19 X 4 X $ $
or Cargo Shorts
8 Khaki Pants 11 X 4 X Is $
9 Executive Pants 11 X 4 X $ $
10 Blend Coveralls 2 X 4 X $ $
11 Cleaning Only of City 10 X 4 X $ $
Owned Polo Shirts
Totall $
Week
= Annual $
lust x 3 Year $
r=kx52
3 - Term
Rem Tax--T Miscellaneous Estimated Unit
# No Tax=NT Equipment Quantity Price Per Monthly Extension
T or NT? Month
12 Soll Bins 5 X $ m $
13 Hanger Rack 3 X $ a Is
14 3X5Mats 2 X $ _ $
Monthly Total $
Total$Month = Annual:$
X12
Annual x 3 = 3 Year Term:
$
17
24
Invitation for Bid OFB)13-13"REVISED'
UNIFORM RENTAL AND CLEANING SERVICES
BID PRICING PAGES
Responding to the invitation for Bid 13-13 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 Weekl #
em No Tax=NT Uniform Rented& Esilimated of Y Unit Weekly
T or NT? Cleaning Quantity Changes Price Extension
Description of Service
1 N Blend Shirts 11 X 4 X $ $0.18 $ $7.92
2 N Cotton Shirts 14 X 4 X $ .24 19 $ $13A4
3 N Polo Shirts 17 X 4 X $ $0.44 $ $$14.08
th AA
4 Hi-Visibility Shirt: 8 X 4 X $ $0.20 $ $30,40
N Short Sleeve $0.34 5.84
5 N Lon Sleeve Shirt: 8 X 4 X $ $0.32 $ $14.08
6 Blended Trousers,Shorts 38 X 4 X $ $OA5 $ $18.00
N or Reg.Gray Pants
7 N Cotton Trousers,Shorts 19 X 4 X $ $
or Cargo Shorts
8 N Khaki Pants 11 X 4 X $ $
9 N Executive Pants 11 X 4 X $ $
10 N Blend Coveralls 2 X 4 X $ $
11 N Cleaning Only of City 10 X 4 X $ $
Owned Polo Shirts
Tole $
Week 162.60
Vlf tall = Annual $ 8,465.20
Annual x 3 Year -$ 25,366.60
3 Term
Rem Tax=T Miscellaneous Estimated Unit
# No Tax=NT Equipment Quantity Price Per Monthly Extension
T or NT? Month
12 Soil Bins 5 X $ e.60 = $0.00
13 Hanger Rack 3 X $ 0.00 $ 0.00
14 3 X 5 Mats 2 X $ 4.95 = $ 9.90
MOM hl Total 9.90
Total$Month Annual:$ 118.80
X12
Annual x S = S Year Term:
$ 356A0
17
25
Imitation for Bid(IFB)13-13
BID PRICING PAGES(Continued)
Tax=T Initial 1 x Set-Up Ch es Estimated Unit
Item# No Tax=NT. ..Tor NT? Description of Service Quantity Price Extension
Set-up charge for Initial
f5 No Installation&measurement per 62 X $ 0.00 = $ 0.00
employee
Name Patches
16 No "for AVMAL Set-up Only(52 employees x 468 X $ 0.00 = $ 0.00
9 Patches
Department Patches
17 No 'tor 1MTAL set-up only(approMmately 52 468 X $ 0.60 = $ 0.00
am ees x 9: has
City Emblems
18 No 'for MTIAL set-up onyx(approdmatey 62 468 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.
GRAND TOTAL LUMP SUM PRICE FOR 3 YEAR TERM: (in figures)Items 1 through 18
$_ 25,722.00
(in wards): Twenty Five Thousand Seven Hundred Twenty Two
dollars
"Totals based on quantities,strucuture in this bid.Actual usage and totals May vary.
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 fine 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.
clotas Corporation 2150 S.Protorma Ave
NAME OF BIDDER(PERSON,FIRM,CORP) ADDRESS(STREET AND P.O.IF
APPLICABLE)
Ontario,CA91761
RE SON AUTHORED CITY,STATE,ZIP CODE
TD-WN THIS PROPOSAL
Senior Executive Phone:909216.7044 &Fax 909.354.3=
TITLE TELEPHONE AND FAX NUMBER
18
26
Invitation for Bid(IFB)13-13
BID PRICING PAGES(Continued)
Tax-T After Initial Set-Up Charges Unit
Item# No Tax=NT Description of Service Price
T or NT?
19 Set-up charge for New $
No Installation&measurement r new employee f'�
20 No Name Patches $ .85
-AFTERinitlai set
21 No Department Patches $ 2.50
*AFTER inidel ed-uD Orly
22 No City Emblems $ 2.50
i
*AFTER InWal sd oo
Tax=T Change Out Fees Unit
Item# No Tax=NT Description of Service Price
T or NT?
23 Change out Fee per hem
No - e 1n Size or Style PA:Tn7 JWM 10 shafs,longsleeve $ 0.00
to srart
'No Fee Is fo be d=ysd1hrwwhwxws due to wmn-oW
T"--T pvza Fee for XXL and Up Unit
Rem# No Tax=NT torts? Description of Service Price
-
24 No Upcharge for larger sizes above XL $ 10
Tax--T Casualty Charges Unit
Rem# No Tax=NT Description of Service Price
T or NT?
25 No Blend Shirts 2 $ 1659
08VS101eW or
26 No Cotton Shirts $ 1725
'LosuftleWorpamaLwd
27 No Blend Trousers or Shorts $ 19.95
1"VSfokwor
28 No Cotton Trousers or Shorts $ 22M
'L*WSYolallor Dwaged
29 No Blend Coveralls 1 $ 29ZO
TasMoferVmDamagad
Prfces 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`r for Taxable
or"NT"for Non-Taxable. Once substantiated,this will eliminate potential hfolcIng
discrepancies for the duration of the contract. Specialized or custom patches will be priced at
the time of request.
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The Bidder offers this Bid with the understanding and agreement to begin full service by
Monday, July 1, 2013 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)13-13
UNIFORM RENTAL AND CLEANING SERVICES
BID PRICING PAGES(Continued)
Name of Bidder(Company/Firm): Cintas Corporation
Authorized Representative of Bidder(print Name and Title), Paul DlVlncermc,senior Executive
Authorized Signature: Data: 51212013
California State Busi ' nse 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
Contract pricing ymuld he firm other than documented GPI Increase moests.LosefReola.-.ement rates Is
—Aro nIY.AOnroeisfaAlamgrilvatl ane7 Wnnld ha efefic rnt fho la'o nR fha ngronmoM
State response time for repairs to uniforms after notification by City tagging and pickup by
Contractor: Om weak for average mo^k or repWcmetd notifcaton_ -
State Bidder availability for on-site problem resolution and/or City requested conferences in
terms of distance to be traveled or time to respond: 2448 hours fgr special request One week for
standard tumaround mguesL Distance from plant to city estknate 55 miles,l-hour drive time.
Please describe proposed methodology to resolve individual usage,inventory,wear or
appearance problems: Cintas inspects each uniform,everyweek to proactively repair and replace
garments not tanned by the city.Please rate k*o letter for add1darwl Process and gualkv control overview.
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NON-COLLUSION AFFIDAVIT TO BE EXECUTED BY OFFEROR AND
SUBMITTED WITH PROPOSAL
State of California ` )
County of kg� ) Zr 4x E d ie v k etky
I, ?w U•�� zo being first duly sworn,deposes and says that he or she
Is 2 ��P s. e of ti t s (ao d s a n the:parry 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,oonspeed,connived,or agreed with any bkkfer or anyone else
to put ina'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 bkder or any other bidder, or to fix any overhead,prole 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:- awl
TITLE- ._..-..lin:a� �iCe11.L
ORGANIZATION_
ADDRESS 2uv Q.a
SUBSCRIBED AND SWORN TO BEFORE ME THIS (914 DAY OF l
� f� 12�JC-2Si %DE `LtSur4l e fk�t(�aiZ�ir4
NOT Y PUBLIC IN FOR$AID
COUNTY AND STATE
MY COMMISSION EXPIRES:W k o Lo
Wft�tary
MYRA AYON
COMM.31973837 Public-California
River"County
mm.Enka Mar.31,20161
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CITY OF PALM SPRINGS
UNIFORM RENTAL AND CLEANING SERVICES(IFB 13-13)
Information Required of Bidder
NO PROPOSAL WILL BE CONSIDERED UNLESS THIS DOCUMENT IS COMPLETED IN
FULL ALL APPLICABLE ITEMS MUST BE FILLED OUT. Bidder Is required to supply the
following:
1. Contractor/Firm Name and Address cintas corporation
I 2150 S.Proforma Ave Ontario CA 91761
i
2. Name and Title of person authorized to negotiate a contract for the firm:
Paul DIVineem,Senior Executive:Western Revlon
3. Telephone Number: 909.215.70" (FAQ 909.354.3309
4. E-mail address: divincenxnnanlntas_mm
5. Type of Finn: ❑Individual ❑Partnership o(Corporation ❑Other
6. Corporation organized under the laws of the State of Nevada
7. Business License No. Z67-4z o2— Expiration Dater 1Z 001
8. List at least five(5)current contracts/referenoes which are similar to the requirements In
this IFB.
Contract$ contract Account Name&Address Contact Person
Amount Term & Phone Number
a_ $416.000 5yrs Inland EntireUtility Agency _ Kathleen Baxter
6075 Kimball.Chine CA 91710 _09,993,1679
b. .$109,200 3 yrs City of Colton Rebecca Gallegos
150 c,10th StreeL Colton o CA 92324 9p9.37q.5175
C. $390,000 5 yrs City of Corona JoAnn Baeza
IM i` ln,ron In CNnnn MAln QN1 A77 A7d9
It, SiA Million 5 yrs La Quints Resort&Club I PGA West Dean Miller
- 72_811 A...,44 -r a rr.:..1a,CA 92252_ =.1 AAa .
e. _62.5 Million 5 yrs Pechanga Resort&Casino Kelly Durbin
45WO Caehansa Parkway.Tame-!Aa CA 92592 951.779.2543
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9. List the name,title, and telephone of the person ("Project Coordinator's who will
supervise full-time the work of this Contract for your firm:
Rose Rivers: 951.303.5195
10.Number of years in this type of business: 8+
11. Response Time,I applicable: 24.48 Hours
(USE THE SPACE BELOW AND ADDITIONAL PAGES IF NECESSARY)
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BID BONDdf
KNOW ALL MEN BY THESE PRESENTS,
That C ao 00fGp
as Principal,and. 'T'1 i L ��V-- j /—C:ti 4.s Cor(r -J'o. as Surety, are held
and firmly bound unto The City of Palm Springs,hereinafter called the"City"In the sum of:
( $2,500.00 Two Thousand Five Hundred Dollars dollars
for the payment of which sum, well and truly to be made, we bind ourselves, our heirs,
executors, administrators, successors, and assigns, jointly and severally, finny 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:
IFB 13-13, Uniform Rental Cleaning Services
NOW THEREFORE,if 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 "Instnxtions 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 attorneys fee to be
fixed by the court.
SIGNED AND SEALED, this day
of 20
EAL)
(SEAL)
cea�re>
(SEAL)
(Swdy) (SEAL)
By:
By:
(SEAL AND NOT ACKNOWLEDGMENT OF SURETY)
EXHIBIT"A"
SAMPLE
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