HomeMy WebLinkAbout2/19/2003 - STAFF REPORTS (2) DATE: February 19, 2003
TO: City Council
FROM: Director of Procurement and Contracting
AWARD OF INVITATION FOR BIDS#03-01 FOR UNIFORM RENTAL&CLEANING SERVICES
RECOMMENDATION:
That City Council award the bid to Prudential Overall Supply of North Palm Springs, CA on the
basis of unit prices for an estimated annual expenditure of $23,800.00 and a contract not-to-
exceed amount of$71,400.00 for a three-year term.
SUMMARY:
Approval of this contract will provide uniform rental and cleaning services for the City's
maintenance personnel.
BACKGROUND:
Invitation for Bids (IFB)were mailed to 9 firms and was advertised in the Public Record on January
14, 2003. Three bids were received, opened and read publicly at 3:00 PM on February 4, 2003.
Bids were received from the following three firms: Prudential Overall Supply, North Palm Springs;
Angelica Textile Services Inc., Pomona; and Aramark Uniform Services, San Bernardino.
In order to evaluate prices offered City staff constructed a method of price evaluation containing
the following criteria: number of personnel to be clothed, types of uniforms to be rented, frequency
of uniform changes, charges for expected loss/damage, preparation and set-up charges and
charges for miscellaneous items such as name patches and emblems. This method was provided
with the bid and was to be the basis for determination of recommendation for award. Award by
unit prices is recommended in order to track changes in number of uniformed personnel.
Utilizing this method, the recommended awardee is Prudential Overall Supply, of North Palm
Springs, the incumbent supplier of uniform rental and cleaning services. Based on the number
of personnel covered by the uniform agreement, it is estimated that annual expenditures will be
$23,800 and the three year contract amount will not exceed $71,400.
The three-year term of the agreement has options to renew at the sole discretion of the City for two
additional one-year periods with allowance for a price adjustment(increase or decrease)based on
the U.S. Consumer Price Index.
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Funds are available in participating Department/Division laundry services and or special department
supplies accounts:
001-4204-43290 Traffic 415-6200-43290 Aviation
001-4201-43290 Street Maintenance 520-5470-43290 Fleet Operations
001-2451-43290 Parks 520-5641-43290 Facilities Maintenance
HAROLD E. GOOD, CPPO
Director of Procurement & Contracting
APPROVED:
City Manager
REVIEWED BY OpT. OF FINANCE
Attachments: Minute Order
Contract Exhibits A,B,C,and D. t�
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EXHIBIT "A"
SCOPE OF 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.
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, 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 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 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.
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4.) Starting Inventory: The Contractor shall begin the Contract period by furnishing eleven (11)
uniforms per employee which must consist of eleven (11) long or short sleeve shirts (whichever is
appropriate as described herein) and eleven (11) 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, 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 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
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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 serviced,
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.
J 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 PHONE
Aviation/Custodian/ 3400 Tahquitz Canyon Way 760-318-3849
Maintenance Palm Springs, CA 92262
Airport Grounds Maintenance
P&R/Parks/Streets/ 425 N. Civic Drive 760-323-8167
Facilities Maintenance/ Palm Springs, CA 92262
Fleet Operations
9.) Contract Administrator: The contract will be administered by Harold E. Good, Director of
Procurement and Contracting, 3200 Tahquitz Canyon Way, Palm Springs, CA 92262 760-323-
8239.
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10.) 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
Boston Reed Airport Operations . . . . . . . . . . . . . . . . . . . . (760) 318-3849
LuAnne Schaller Facilities/Streets/Fleet/Parks . . . . . . . . . . . . (760) 323-8167
Any reference to the Contract Manager in the contract shall mean the respective and appropriate
Contract Manager or his designated representative.
11.) 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.
12.) 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.
13.) 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.
14.) 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.
15.) 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
therefor from monies due or to become due to the Contractor.
16.) 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; A)6
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.
17.) 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.
18.) Parking: the Contractor's representatives may only park or leave their vehicle(s) in areas
designated by the respective Contract Managers.
19.) 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.
20.) 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.
21.) 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.
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EXHIBIT "C"
SCHEDULE OF COMPENSATION
1. Basis of Compensation: All compensation due for uniform rental and cleaning and
delivery/pickup services shall be included in and assessed as a rental rate as provided herein.
Such rental rates apply without interruption for all garments in service under this Agreement.
2. Rental Charges: Weekly uniform rental charges are assessed on half of the total
inventory assigned by Contractor to City at all City Facilities combined. When the assigned
inventory is an odd number of garments an initial "first delivery' charge will apply after which the
weekly rental shall be for half the inventory assigned to City rounded down to the nearest whole
number of garments/uniforms. The "first delivery charge" shall be assessed as the weekly rental
for half of the assigned inventory rounded up to the nearest whole garment/uniform.
Weekly Rental Rates per garment are as follows:
Garment Description Prudential Item Code Weekly Rate Per Garment
Shirts:
Blend Shirt 7842 $0.39
Cotton Shirt 7833 $0.40
Trousers/Shorts:
Blend Trouser-womens 6144 $0.40
Blend Trouser- mens 7344 $0.40
Cotton Trouser- mens 7333 $0.45
Blend Shorts 7344-4499 $0.45
Coveralls:
Blend Coveralls 4044 $0.80
Cotton Coveralls 4019 $0.85
3. Lost or Damaged Charges: The following are the charges that shall apply for lost or
damaged garments:
Garment Description Prudential Item Code Unit Charge Per Garment
Shirts:
Blend Shirt 7842 $16.50
Cotton Shirt 7833 $19.75
Trousers/Shorts:
Blend Trouser- womens 6144 $19.75
Blend Trouser- mens 7344 $19.75
Cotton Trouser- mens 7333 $21.75
Blend Shorts 7344-4499 $21.75
Coveralls:
Blend Coveralls 4044 $30.00
Cotton Coveralls 4019 $32.00
4. Setup and Preparation Charges:
A) Setup Charges, for initial setup at contract commencement = $0.00 (No Charge)
B) Setup Charges, for new employees added during term of contract = $11.00 per
employee.
C) Preparation Charges, for exchanges in size or style (ie: trousers for shorts or long
sleeve to short sleeve) = $1.00
5. Miscellaneous Charges:
At Contract Commencement After Contract Commencement
(Initial Delivery) (During Contract Term)
Name Patches $0.00 $1.00
Department/Division Patches $0.00 $2.00
City Emblem Patches $0.00 $2.00
6. Method of Payment: Invoices for uniform rental and associated cleaning services, detailed
by individual, shall be delivered to each City Facility by the Contractor's Customer Service
Representative (route man) at the time of uniform pick-up and delivery.
After appropriate departmental review of invoice for correctness and approval for payment via
signature, invoices will be forwarded for payment in the next City accounts payable cycle (The
City pays bills bi-weekly. A schedule of payment dates is available upon request.)
7. Contract Not-To-Exceed Amount: Total compensation for this contract shall not
exceed seventy one thousand four hundred dollars ($71,400.00).
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EXHIBIT "D"
SCHEDULE OF PERFORMANCE
1. Term of Contract: The Work to be performed under this Contract shall be for a period of
three (3) years from the date of the Notice of Award. At the sole discretion of the City, this
Contract may be renewed for two (2) 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.
2. Pickup and Delivery: 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 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. Contractor will provide holiday pickup schedule change notice at least one (1)week in
advance.
3. Repairs/Modifications: Uniforms turned in tagged for repair shall be returned repaired within
the next delivery cycle or replaced with a substitute garment if the repair cannot be made within
three (3) additional days.
4. 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
Contractor's representative. Such notification, including the name(s) of new employee(s), shall
be given to the Contractors Customer Service Representative (route man) at the time agreed
upon for delivery/pickup at that City Facility.
5. Extraordinary Sizes: The City recognizes that garments of XXL or other extraordinary sizes
may not be available from Contractor's local inventory. When such garments are needed the
Contractor shall strive to deliver them within the normal 7-day replacement/new delivery
framework but the time allowed will be relaxed to fourteen (14) calendar days.
6. Work Hours: The normal hours of this Agreement will be established by each respective
Contract Manager for his City Facility, unless otherwise authorized and changed by the Contract
Manager in writing ("Work Schedule"). The Work's delivery and pickup must be scheduled on a
regular basis in accordance with the submitted Work Schedule by the Contractor with at least one
day's notice given in advance to the respective Contract Manager prior to the starting of any
Work which deviates from the proposed Work Schedule.
The Contractor will not be permitted to do any Work that requires the services of the City's
Inspectors or supervisory personnel on days which are City-observed holidays or on Saturday or
Sunday, unless such Work has been previously authorized and changed by the respective
Contract Manager
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MINUTE ORDER NO.
AWARDING IFB 03-01 UNIFORM RENTAL &
CLEANING SERVICES TO PRUDENTIAL OVERALL
SUPPLY OF NORTH PALM SPRINGS, CA ON THE
BASIS OF UNIT PRICES FOR AN ESTIMATED
ANNUAL EXPENDITURE OF $23,800.00 AND A
CONTRACT NOT-TO-EXCEED AMOUNT OF
$71,400.00 FOR A THREE YEAR TERM.
I HEREBY CERTIFY that this Minute Order awarding bid to Prudential Overall Supply of North
Palm Springs, for Uniform Rental &Cleaning Services on the basis of unit prices for an estimated
annual expenditure of$23,800 and a contract not-to-exceed amount of$71,400 for a three year
term was approved by the City Council of the City of Palm Springs, California, in a meeting thereof
held on the 19" day of February, 2003.
PATRICIA A. SANDERS
City Clerk
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