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HomeMy WebLinkAbout25B - AGMT - UNIFORM SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 19, 2017 TITLE: APPROVE AN AGREEMENT WITH MISSION LINEN & UNIFORM SUPPLY FOR UNIFORM RENTAL AND CLEANING SERVICES {STRATEGIC PLAN NO. 7,4} r CITV MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 151Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute a Uniform Rental & Cleaning Services agreement with Mission Linen & Uniform Supply for the period of January 1, 2018 through December 31, 2020, with an option for an additional three one-year renewals exercisable by the City Manager, in an annual amount of $50,000, for a total aggregate amount of $300,000, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION In accordance with the City's general employee Memorandum of Understanding, clean uniforms are provided to all employees who are required by the City to wear uniforms according to their position. Additionally, bath towels are supplied in the shower areas of the Public Works Agency at the City Yard for use when hazardous work conditions require cleansing at the end of the work shift. The rental service includes weekly laundering with pick-up and drop-off of garments to multiple City locations. On October 12, 2017, a Request for Proposal (RFP) for uniform rental and cleaning services was issued. An evaluation committee consisting of staff from PWA -Water Maintenance, PWA -Admin, FMSA-Fleet Maintenance, PRCS-Maintenance and PRCS-Zoo, reviewed and rated the proposals. The proposals were evaluated according to the criteria listed in the RFP, which included Qualifications/Experience, Work Plan/Methodology, Personnel, References and Cost. The results of the RFP evaluations were as follows: Vendor Score (100 Max) Mission Linen & Uniform Supply 96.833 G&K Services 94.147 UniFirst Corporation 93.396 25B-1 Agreement with Mission Linen & Uniform Supply for Uniform Rental and Cleaning services December 19, 2017 Page 2 The City proposes to enter into an agreement with Mission Linen & Uniform Supply for uniform rental and cleaning services. Their proposal ensures the products and services offered will continue to provide staff with laundered uniforms and towels. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #7 Team Santa Ana, Objective #4 (establish employee compensation that attracts and retains a highly qualified workforce). FISCAL IMPACT Funds are available in the FY 2017-18 budget, and will be included in future fiscal year budgets in the following accounts for anticipated expenditure upon exercising the two one-year renewal options as follows: dcz Fre Mousavipour Executive Director bl' Works Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez ;,M Oo Executive Director Pu is Finance and Management Services Agency Gerardo Mouet Executive Director Parks, Recreation & Community Services Agency EG Exhibit: 1. Agreement 25B-2 Anticipated Expenditure Department Account No. FY FY FY FY FY 2017-18 2018-19 2019-20 2020-21 2021-22 Public Works 05617640 - Sanitary Sewer 62300 $10,000 $20,000 $20,000 $20,000 $10,000 Maintenance Recreation & 01113250 - Comm. Services 62320 $7,500 $15,000 $15,000 $15,000 $7,500 Park Maintenance Fleet Maintenance 07510100- $5,000 $10,000 $10,000 $10,000 $5,000 62300 Building 07310100- $2,000 $4,000 $4,000 $4,000 $2,000 Maintenance 63001 Finance & Mgmt 01110130- Srvcs. Treasury 62300 $500 $1,000 $1,000 $1,000 $500 Customer Srvcs. Totals $25,000 $50,000 $50,000 $50,000 $25,000 dcz Fre Mousavipour Executive Director bl' Works Agency APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez ;,M Oo Executive Director Pu is Finance and Management Services Agency Gerardo Mouet Executive Director Parks, Recreation & Community Services Agency EG Exhibit: 1. Agreement 25B-2 EXHIBIT 1 AGREEMENT TO PROVIDE UNIFORM RENTAL AND CLEANING SERVICES THIS AGREEMENT is made and entered into this 19th day of December, 2017 by and between Mission Linen Supply,.Inc., a California corporation ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing trader the Constitution and laws of the State of California ("City"). RECITALS A. On October 12, 2017, the City issued Request for Proposal No. 17-094, by which it sought a contractor to provide uniform rental and cleaning services on a City-wide basis. B. Contractor submitted a responsive proposal that was selected by the City. Contractor represents that it is able and willing to provide the services as described in the scope of work that was included in RFP No. 17-094 and attached as Exhibit A to this Agreement. C. In undertaking the performance of this Agreement, Contractor represents that it is knowledgeable in its field and that any services performed by Contractor under this Agreement will be performed in compliance with such standards as may reasonablybe expected from a professional contracting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES AND CONTRACTOR'S PROPOSAL Contractor shall perform the services that are described in Exhibit A. Contractor's proposal is incorporated by reference as though fully set forth herein. 2. COMPENSATION a. City agrees to pay, and Contractor agrees to accept as total payment for its services under this Agreement, the rates and charges identified in Exhibit B. The total annual surn to be expended under the term of this Agreement, including any extension periods, . shall not exceed $50,000. - b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. This Agreement shall commence on January 1, 2018 -and continue through December 31, 2020, iiless terminated earlier in accordance with Section 16, below. The tern of this Agreement maybe extended for two 1 -year periods upon a writing executed by the City Manager and the City Attorney. Page 1 of 8 25B-3 4. PREVAILING WAGES Contractor is aware of the requirements of California Labor Code Section 1720, et seq.; and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws'), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the services being performed are part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 5. INDEPENDENT CONTRACTOR Contractor shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Contractor performs the services which are the subject matter of this Agreement; however, the services to be provided by Contractor shall be provided in a manner consistent with all applicable standards and regulations governing such services. Contractor shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Contractor under this Agreement ("Documents & Data"), Contractor shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractors prepare under this Agreement. Contractor represents and warrants that Contractor has the legal right to license any and all Documents & Data. Contractor makes no such representation and warranty in regard to Documents & Data which were provided to Contractor by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 7. INSURANCE Prior to undertaking performance of work under this Agreement, Contractor shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Contractor shall maintain commercial general liability insurance naming the City, its officers, employees, agents, Page 2 of 8 25B-4 volunteers and representatives as additional insured(s) and shall include; but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Contractor has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Contractor agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Contractor is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. C. The following requirements apply to the insurance to be provided by Contractor pursuant to this section: i. Contractor shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Contractor shall supply City with a fully executed additional insured endorsement. If Contractor fails or refuses to produce or maintain the insurance required by this section or fails or refuses to famish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Contractor waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. Page 3 of 8 25B-5 8. INDEMNIFICATION Contractor agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, consultants, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. Contractor further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Contractor. 9. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Contractor to the City pursuant to this Agreement. 10. RECORDS Contractor shall keep records and invoices in connection with the work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 11. CONFIDENTIALITY If Contractor receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Contractor agrees that it shall not use or disclose such information except in the performance of this Agreement, and Page 4 of 8 r further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also. information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Contractor disclosed in a publicly available source; (c) is in rightful possession of the Contractor without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Contractor without reference to information disclosed by the City. 12. CONFLICT OF INTEREST CLAUSE Contractor covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services. 13. DISCRIMINATION Contractor shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Contractor affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations and as further specified in the certifications submitted in Contractor's proposal and incorporated in this Agreement by reference. ft;�e►'(Ni111.9\/Y�!'L�171U1_ UII-1 This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Contractor or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 15. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Contractor may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other contractors retained by City. Page 5 of 8 25B-7 16. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Contractor shall be entitled to receive and the City shall pay Contractor compensation for all services performed by Contractor prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Contractor to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Contractor consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 17. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 18. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County,. California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 19. PROFESSIONAL LICENSES Contractor shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Contractor shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatoiy or is withdrawn. Page 6 of 8 r b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. 21. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in. the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 To Contractor: Mission Linen Supply, Inc. 5400 Alton Street Chino, CA 91710-7601 Attn: Robert Evans A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For piuposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: CITY OF SANTA ANA Maria D. Huizar Clerk of the Council Raul Godinez R City Manager 25B-9 Page 7 of 8 APPROVED AS TO FORM: SONIA R. CARVALHO CONTRACTOR: City Attorney By: 2 John k Assistant City Attorney RECOMMENDED FOR APPROVAL: FRANCISCO GUTIERREZ Executive Director Finance and Management Services Agency Name: Title: Page 8 of 8 25B-10 EXHIBIT A Appendix ATTACHMENT 1: SCOPE OF WORK A. SCOPE OF SERVICES The City of Santa Ana has approximately one hundred sixty-five (165) employees in the current uniform rental contract. Currently, of these, thirty-five (35) are part time. There is an approximate total of one thousand, six hundred and twenty-five (1,625) changes for a two (2) week period. Additionally, approximately fifty (50) towels are to be provided to one (1) City location. These figures are for proposal purposes only and the City makes no commitment to any particular number of employees that will be on any subsequent contract. Each full-time employee shall be provided with eleven (11) sets (pants or shorts & shirt), and the part- time employees sets shall range from five (5) to seven (7) sets per 2 -week period. Jackets are to be provided to approximately forty-seven (47) full-time employees, with an inventory of two (2) each. The city of Santa Ana logo shall be sown over the left chest of all shirts, polo's and jackets. Agency's work schedules results in approximately the following changes for a 2 -week period: Item No. of Schedule No. of Changes Total Quantities Per Employees Per Week 2 -Week Period Pants or shorts & shirt 130 full-time 5 changes/week 11 sets + 1 extra Pants or shorts & shirt 10 part-time 3 changes/week 7 sets + I extra Pants or shorts & shirt 25 part-time 2 changes/week 5 sets + 1 extra Jackets 47 full-time 1 change/week 2jackets Towels 50/week 100 towels B. UNIFORMS AND TOWELS Proposers shall provide information and pricing for provisions, delivery, cleaning, and maintenance of the following: 1. Work Pant and Shorts — Cotton and Cotton Blend Size: Various sizes in both men and women sizes, including tall Fabric: 65/35 cotton blend and Cotton Color: Navy Blue/Dark Blue, Khaki, Charcoal Gray, Dark Green, Brown Style: Trouser and Cargo City of Santa Ana RFP 17-094 Page 12 25B-11 2. Industrial Work Shirt— Cotton and Cotton Blend Size: Various sizes in both men and women sizes, including tall Fabric: 65/35 cotton blend (50/50 blend for wanner weather OK) and Cotton Color: Navy Blue, Forest Green, Spruce, Striped Blue, Mint Green, Charcoal Gray, White, Light Blue Style: Short -Sleeved and Long -Sleeved 3. Jackets—Industrial Size: Various sizes, including tall Fabric: 65/35 cotton blend Color: Charcoal Gray, Navy Blue, Black Style: Industrial quilt -lined jacket i.e. "slash pocket Ilse jacket" or better 4. Polo Shirt Size: Various sizes for both men and women Fabric: 100% cotton or Polyester Color: Navy Blue/Dark Blue, Gray, Black Style: Rib -knit collar with three -button placket with dyed to match buttons 5. T- Shirt Size: Various sizes, including tall Fabric: 100% cotton or cotton/pol blend Color: Orange, Nary Style: Long and Shirt sleeves 6. Towels Fabric: 100°/% cotton C. UNIFORM SPECIFICATIONS 1. All shirts shall be embroidered with the City of Santa Ana logo shown in ATTACHMENT 3: SAMPLE LOGO/EMBLEM. In addition, each department may require specific words or lettering below or above the logo. For example "FFCS" for Fleet Services Department. 2. Additional logos, participating departments and appropriate quantities and uniform colors will be provided at fittings. Fittings will take place at delivery locations. 3.. The initial clothing order shall be issued as new and replacements shall be "like new." 4. Sizes shall be exchanged as needed upon request by the City. 5. Replacement items shall be on an as -needed basis as requested by the City and not a fixed replacement cycle. 6. Employees shall be given a choice of long or short sleeve shirts, or a combination of both and shall be able to mix and match shirt and pant options. City of Santa Ana RFP 17-094 Page 13 25B-12 7. Uniform shirts are to be constructed with 100% Cotton, 100% Poly or a 65/35 (poly/cotton) blend, as specified. 8. Shirts shall have pockets that either button or have a security flap. 9. Garments are not to be sewn with coarse nylon thread (similar to fishing line). 10. Specific methods of uniform construction will be examined upon submission of samples. A general description of the construction of each uniform item must be submitted in the context of the RFP as requested in Section IV (IV.E.7). 11. Submissions require a sample of each article of clothing including work pants, work shirt, t -shirt, jacket, and polo shirt. 12. Paper and/or online catalogs shall not be provided by the selected vendor in lieu of samples. Paper catalogs shall be upon request only. D. SERVICE 1. Selected vendor must provide a dedicated Customer Service Representative for the City, complete with contact information and guaranteed response within 24 hours during business hours. 2. Contractor shall furnish the City with all new and unused garments, including garment name tags and emblems, upon implementation of this agreement and shall maintain said items in good condition throughout the tern of the Agreement. 3. Contractor shall provide uniforms and miscellaneous items in a presentable and fully usable condition and in strict accordance with local, county and state public health laws and regulations. Contractor must maintain all garments in good repair and shall deliver only garments that are clean, neat, wrinkle free and in such conditions as to provide the utmost neatness and appearance of the employee. Cost for mending minor repairs shall be included in the prices proposed. 4. Contractor shall maintain an inventory for each employee of twice the number of changes per week, plus one, not to exceed a total of eleven (11) changes per employee, unless otherwise indicated. Most employees require five (5) changes per week; however, this requirement may vary. The quantities are approximate only; exact quantities are not implied or inferred. Quantifies of uniforms and dust control items may fluctuate during the term of the Agreement. Changes in quantities shall not affect the unit prices quoted by Contractor. 5. Contractor shall replace garments and dust control items with new garments/items, as required by normal wear and tear, at no cost to the City. Contractor shall replace garments after no longer than eighteen (18) months of service. New garments will be required for employees added to the service. Contractor shall provide new, unused, properly fitting, clean, and wearable, pressed and on hangers within fourteen (14) days of receipt of order. 6. Contractor is responsible for measuring and fitting City employees for uniforms. If garments are found to be poorly fitted, Contractor will be required to make satisfactory adjustments at Contractor's expense. Each garment shall be adequately marked to ensure identification of employee's uniforms. A full range of sizes, including tall and plus sizes, for both men and women must be available to ensure best fit. City of Santa Ana REP 17-094 Page 14 25B-13 7. Contractor shall ensure full and satisfactory performance in fulfilling the terns of the Agreement. Interruption or reduction of the normal required service as a result of lack of properly trained personnel, or any reason deemed unsatisfactory by the City, shall be reason for termination of the Agreement. 8. Uniformed City of Santa Ana employees engage in a variety of activities that include building maintenance and cleaning, asphalt paving, diesel and gasoline fueling and highway painting. Uniform damage occurs with these types of activities and a reasonable replacement and repair plan shall be detailed as requested in Section IV (IV.E.8). This plan shall be a major consideration in the selection of a vendor. 9. Upon request, Contractor shall provide a report of items rented and/or purchased by City. The report of rented items shall be sorted by delivery location, provide an item description, inventory quantity, indicate weekly or bi-weekly service as applicable, and actual inventory on -hand. The report of purchased items shall be sorted by deliver location, provide an item description, quantity purchased, unit price, and total dollars. E. DELIVERY Delivery and pick-up shall be made on the same day(s) of each week at the delivery points specified herein, and all items delivered on those days, at no additional cost to City. Contractor shall strictly adhere to the pick-up and delivery schedule developed with each City location's representative. Delivery locations may be changed at any time at the City's discretion. Contractor shall notify City one week in advance of any requested schedule changes. Locations: • CITY HALL, 20 CIVIC CENTER PLAZA, BASEMENT, 92701 • SANTA ANA ROSS ANNEX, 24 CIVIC CENTER PLAZA, 3RD FLR, 92701 • CITY YARD, 220 S. DAISY AVE. PUBLIC WORKS, 92703, Bldg. A • CITY YARD, 220 S. DAISY AVE. PARKS & RECREATION, 92703, Bldg. A • CITY YARD, 215 S. CENTER ST, FLEET MAINTENANCE, 92703, Bldg. J • SANTA ANA ZOO, 1801 E. CHESTNUT, CA. 92701 • POLICE DEPT., RECEIVING M-95, 60 CIVIC CENTER PLAZA 92703 New itetns, including replacements, and repairs shall be delivered within fourteen (14) days of receipt of order. City shall furnish only the space necessary to store and place the clean and soiled uniforms and dust control items. Contractor shall provide sufficient size and quantity laundry containers appropriate for soiled items, clean garment lockers, racks and hangers as needed at each location at no additional charge. Contractor shall deliver clean garments once a week, after the original installation is made, to the delivery points specified. Each of the employee's sets or uniform pieces shall be hung on hangers and shall be secured together for the individual employee and labeled in sequence. F. LOGO/EMBLEM The logo/emblem representing the City of Santa Ana is attached as ATTACHMENT 3: SAMPLE LOGO/EMBLEM. The logo/emblem is blue and yellow with yellow text and shall be sewn over the left shirt pocket on all garments. The patch size will be determined by the City of Santa Ana and coordinated with the vendor after award. City of Santa Ana RFP 17-094 Page 15 25B-14 G. REPAIRS AND REPLACEMENT Repair patches larger than a quarter (coin) on any uniform item are not acceptable. Repairs must restore the uniform item to its original design. If repairs cannot be made to meet the patch maximum size requirement, the item must be replaced. Each proposer shall explain in detail their repair and replacement standard. See Section IV (IV.E.8). This standard shall be a major consideration in the selection of a vendor. H. CLEANING All garments shall be laundered and pressed, if needed. Dry cleaning is not acceptable unless necessary to retain flame retardant or water repellant properties. Per Section IV (IV.E.9) proposer must detail cleaning method used and any exceptions to that method. UNIFORM ITEM SAMPLE A sample of each rental garment shall be delivered to tate City of Santa Ana with the submitted proposal. All samples will be provided to the City at no cost. Mark each uniform sample with the firm's name, address, and item description/number. Upon award of the contract, all proposers will be asked to pick- up their uniform samples or to make arrangements for return of samples at proposer's expense. J. PERIPHERAL CHARGES All charges, including but not limited to, set-up charges, waste water charges, fuel surcharges, etc., must be provided in the proposal. Wastewater charge, if applicable, must be a fixed rate, based on a specific period of time and not paid separately. Fuel surcharges shall be included in quoted prices and shall not be billed separately. Shipping and handling must be included in the price. Any minimum charges must be disclosed in the proposal. The City of Santa Ana will not be liable for any charge not specified in the proposer's response. K. VACATION CREDIT An annual two (2) week vacation credit shall be given for each employee in one lump sum. L. TRANSITION PLAN The City of Santa Ana's intent is to minimize the time and effort involved in fitting employees for uniforms. Each proposer must, in a detailed and thorough manner, describe procedures designed to limit operational impacts. See Section IV (IV.E.10). The successful proposer must be prepared to fulfill the transition plan stated in their proposal should the City of Santa Ana contract with a vendor other than the incumbent. Failure to do so may be cause for immediate termination of the contract. Any transition costs must be so noted and will be considered in the evaluation of the proposals. City of Santa Ana RFP 17-094 l Page 16 25B-15 10=011aw-0 Appendix ATTACHMENT 2: COST PROPOSAL, FORM Pricing must be inclusive of all costs, including but not limited to, direct and indirect costs for labor, overhead, incidental supplies, travel, mileage, taxes as applicable, and fuel. 1. TOTAL CHARGE PER ITEM, PER 2 -WEEK PERIOD Please list the full value of each item on separate sheet. Items will be pro -rated based on the number of years in service. 3. STATE IF YOUR COMPANY BILLS WEEKLY A ORB:. a. For only the shirts and pants worn per week: b. For entire number of shirts & pants provided per employee: X I hereby agree to perforin said work in accordance with the terms and conditions set forth in the above reference Invitation for Bul for• the uniiprice(s) setforth in this schedule. Mission Linen & Uniform Supply LEGAL NAME OF COMPANY CSLE LICENSE NO. Robert Evans AUTHORIZED SIGNATURE NAME (PRINT) revans@mission linen.com (909)313-1063 EMAIL ADDRESS PHONE NUMBER THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. City of Santa Ann RFP 17.094 Page 17 25B-16 No. of No. of Items Cost Per Unit Extended Total Item per 2 -Week Per 2 -Week Cast Per 2 -Week Period Employees Period Period x 26 Bili Periods ) 1. Pants or shorts & shht 130 11 sets $858.00 $22,308.00 2. Pants or shorts & shirt 10 7 sets $42.00 $1092.00 3. Pants or shorts & shirt 25 5 sets $75.00 $1950.00 4. Jackets 47 2 jackets $56.40 $1466.40 5. Towels - 100 towels $4.00 $104.00 TOTAL BID : ....................... :............ $ $26,920.40 2. REPLACEMENT COST (FOR LOST OR DAMAGED ITEMS) Please list the full value of each item on separate sheet. Items will be pro -rated based on the number of years in service. 3. STATE IF YOUR COMPANY BILLS WEEKLY A ORB:. a. For only the shirts and pants worn per week: b. For entire number of shirts & pants provided per employee: X I hereby agree to perforin said work in accordance with the terms and conditions set forth in the above reference Invitation for Bul for• the uniiprice(s) setforth in this schedule. Mission Linen & Uniform Supply LEGAL NAME OF COMPANY CSLE LICENSE NO. Robert Evans AUTHORIZED SIGNATURE NAME (PRINT) revans@mission linen.com (909)313-1063 EMAIL ADDRESS PHONE NUMBER THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL. City of Santa Ann RFP 17.094 Page 17 25B-16 Mission. �. Linen Supply MISSION UNE & UNIFORM SERBIOE ESTIMATED RENTAL COST WORKSHEET FOR ESTIMATED RENTAL COST !]P TC TOTAL TOTAL WEEKLY WEEKLY WEEKLY ANNUAL ITEM INVENTO USAG UNIT RATE' RENTAL COST SHOP TOWEL BLUE 100 50 $0.04 $2.00 $104.00 BAG RACK - 1 , 1 N/C N/C/ N/C LAUNDRY BAG 1 1 NIC N/C/ NIC TOTAL WEEKLY RENTAL $617,71 SERVICE CHARGE ESTIMATED WEEKLY TOTAL $517.71 $26,874.12 25B-17 WEEKLY IVIAL (VIAL 4OF WEEKLY WEEKLY COST PER WEEKLY ANNUAL ITEM EMPLOYEES INVENTORY USAGE UNIT RATE EMPLOYEE RENTAL COST INDUSTRIAL SHIRT 130 11 11 $0.135 $1.485 $193.05 $10,038.60 (INDUSTRIAL PANT 130 11 11 $0.165 $1.815 $235.95 $12,222.60 INDUSTRIAL SHIRT 10 7 7 $0.135 $0.945 $9.45 $491.40 INDUSTRIAL PANT 10 7 7 $0.165 $1.155 $11.55 $600.60 INDUSTRIAL SHIRT 25 5 5 $0.135 $0.675 $16.88 $877.76 INDUSTRIAL PANT 25 5 5 $0.165 $0.825 $20.63 $1,072.76 JACKET 47 2 2 $0.30 $0.60 $28.20 , $1,466.40 !]P TC TOTAL TOTAL WEEKLY WEEKLY WEEKLY ANNUAL ITEM INVENTO USAG UNIT RATE' RENTAL COST SHOP TOWEL BLUE 100 50 $0.04 $2.00 $104.00 BAG RACK - 1 , 1 N/C N/C/ N/C LAUNDRY BAG 1 1 NIC N/C/ NIC TOTAL WEEKLY RENTAL $617,71 SERVICE CHARGE ESTIMATED WEEKLY TOTAL $517.71 $26,874.12 25B-17 XLinen Supply MISSION LINEN & UNIFORM SERVICE - Prep charge for new employee $0.50 Per Garment Name tag charge for new employee $0.50 Per garment Emblem charge for new employee $150 Per Garment Men's Shirt $18.26 Men's Pant $21.74 Slash Pocket Ike Jacket $38.48 Cargo Short $25.42 Polo Shirt $19.98 Women's Shirt $14.58 Women's Pant $21.76 Shop Towel $0.65 Mission Linen Supply uemcu uv�xa vx�wa ¢gimme 1 8W944.5539 1 www.missionlinen.com I Page 18 25B-18