CC 2016-05-24_09f Agreement_Uniform Laundry Services
MEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, DIRECTOR OF MAINTENANCE SERVICES
BY: SHANE TAYLOR, UTILITIES MANAGER
GLENDA BONER, ADMINISTRATIVE SECRETARY
SUBJECT: CONSIDERATION TO APPROVE AN AGREEMENT FOR UNIFORM
LAUNDRY SERVICES WITH ARAMARK UNIFORM SERVICES
DATE: MAY 24, 2016
RECOMMENDATION:
It is recommended the City Council:
1. Approve an Agreement with Aramark Uniform Services for uniform laundry
services in the amount of $35,694.21 for a three-year term; and
2. Authorize the Mayor to execute the Agreement with Aramark Uniform Services
for uniform laundry services; and
3. Authorize the City Manager to extend the Agreement for two additional one-year
terms at the option of the City.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Funds for this Agreement are included in the FY 2016/2017 Budget. Funding has been divided
between the Streets, Parks, Facilities, Landscaping, and Utilities budgets of the Public Works
Department. The estimated annual cost of the Agreement is $11,898.07. Funds have already
been allocated to cover the first year of the Agreement.
Funding for years two (2) and three (3) of the Agreement will be budgeted for in subsequent
years. The estimated total cost of the three-year Agreement is $35,694.21. The Agreement
will continue to be administered by the Utilities Manager and the Administrative Secretary.
Approximately 75 hours per year are required to oversee the Agreement.
Item 9.f. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE AN AGREEMENT FOR UNIFORM LAUNDRY
SERVICES WITH ARAMARK UNIFORM SERVICES
MAY 24, 2016
PAGE 2
BACKGROUND:
The City’s uniform Agreement with Aramark Uniform Services expired in November of 2015.
The Agreement provides service level expectations and pricing for rental and laundry services
for the Public Works Department’s uniforms, jackets, coveralls, floor rugs and shop towels.
A Request for Quotation with bid specifications to supply uniforms and related laundry services
were mailed to prospective firms and posted on the City’s website on April 7, 2016. Proposals
from prospective laundry service firms were received and opened on May 5, 2016. Three
companies submitted proposals by the bid due date. A bid summary is attached. (Attachment
#1)
ANALYSIS OF ISSUES:
Per Article 16 of the adopted Memorandum of Understanding (MOU) with Service Employees
International Union Local 620 Arroyo Grande Chapter, the City agrees to furnish uniforms to
specified employees. The average cost for providing this service is $3.50 per week for each
employee required to wear a uniform, or $182 per year. The apparent low bidder, Aramark
Uniform Services, will provide services for a three (3) year term, with two additional one-year
terms at the option of the City, commencing on July 1, 2016.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1) Approve staff’s recommendation;
2) Do not approve staff’s recommendation;
3) Modify as appropriate and approve staff’s recommendation; or
4) Provide direction to staff.
ADVANTAGES:
Execution of this Agreement ensures that Article 16 of the adopted MOU is satisfied. It is more
cost effective to expend $182 per year per employee for freshly laundered uniforms vs.
establishing a set uniform allowance per employee.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
Item 9.f. - Page 2
CITY COUNCIL
CONSIDERATION TO APPROVE AN AGREEMENT FOR UNIFORM LAUNDRY
SERVICES WITH ARAMARK UNIFORM SERVICES
MAY 24, 2016
PAGE 3
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, May 19, 2016. The Agenda
and staff report were posted on the City’s website on Friday, May 20, 2016. No public
comments were received.
Attachments:
1. Bid Summary
Item 9.f. - Page 3
Page 1
AGREEMENT FOR CONTRACTOR SERVICES
THIS AGREEMENT, is made and effective as of ______________ 2016, between
ARAMARK UNIFORM SERVICES (“Contractor”), and the CITY OF ARROYO
GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants
and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on July 1, 2016 and shall remain and continue
in effect until June 30, 2019, unless sooner terminated pursuant to the provisions of this
Agreement. The City shall have the sole option to extend this Agreement for two
additional one-year terms. If City elects to exercise this option, it shall give written notice
not later than six (6) months prior to the initial termination date, or, if an extension has
been exercised, six (6) months prior to the extended termination date. The terms and
conditions of this Agreement shall be applicable during said extension option unless the
parties mutually agree in writing upon any changes.
2. SERVICES
Contractor shall perform the tasks described and comply with all terms and
provisions set forth in Exhibit “A”, attached hereto and incorporated herein by this
reference.
3. PERFORMANCE
Contractor shall at all times faithfully, competently and to the best of his/her
ability, experience and talent, perform all tasks described herein. Contractor shall
employ, at a minimum generally accepted standards and practices utilized by persons
engaged in providing similar services as are required of Contractor hereunder in
meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City’s Public Works Director shall represent City in all matters pertaining to the
administration of this Agreement. Brad Key shall represent Contractor in all matters
pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Contractor in accordance with the payment rates and
terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference.
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6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE
(a) The City may at any time, for any reason, with or without cause, suspend
or terminate this Agreement, or any portion hereof, by serving upon the Contractor at
least ten (10) days prior written notice. Upon receipt of said notice, the Contractor shall
immediately cease all work under this Agreement, unless the notice provides otherwise.
If the City suspends or terminates a portion of this Agreement such suspension or
termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, the City
shall pay to Contractor the actual value of the work performed up to the time of
termination, provided that the work performed is of value to the City. Upon termination
of the Agreement pursuant to this Section, the Contractor will submit an invoice to the
City pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the
following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Contractor’s business; or
(c) Assignment of this Agreement by Contractor without the consent of City.
(d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONTRACTOR
(a) The Contractor’s failure to comply with the provisions of this Agreement
shall constitute a default. In the event that Contractor is in default for cause under the
terms of this Agreement, City shall have no obligation or duty to continue compensating
Contractor for any work performed after the date of default and can terminate this
Agreement immediately by written notice to the Contractor. If such failure by the
Contractor to make progress in the performance of work hereunder arises out of causes
beyond the Contractor’s control, and without fault or negligence of the Contractor, it
shall not be considered a default.
(b) If the City Manager or his/her delegate determines that the Contractor is in
default in the performance of any of the terms or conditions of this Agreement, he/she
shall cause to be served upon the Contractor a written notice of the default. The
Contractor shall have ten (10) days after service upon it of said notice in which to cure
the default by rendering a satisfactory performance. In the event that the Contractor
fails to cure its default within such period of time, the City shall have the right,
notwithstanding any other provision of this Agreement to terminate this Agreement
without further notice and without prejudice to any other remedy to which it may be
entitled at law, in equity or under this Agreement.
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9. LAWS TO BE OBSERVED. Contractor shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all
notices which may be necessary and incidental to the due and lawful prosecution of the
services to be performed by Contractor under this Agreement;
(b) Keep itself fully informed of all existing and proposed federal, state and
local laws, ordinances, regulations, orders, and decrees which may affect those
engaged or employed under this Agreement, any materials used in Contractor’s
performance under this Agreement, or the conduct of the services under this
Agreement;
(c) At all times observe and comply with, and cause all of its employees to
observe and comply with all of said laws, ordinances, regulations, orders, and decrees
mentioned above;
(d) Immediately report to the City’s Contract Manager in writing any
discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders,
and decrees mentioned above in relation to any plans, drawings, specifications, or
provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law
or in equity occasioned by failure of the Contractor to comply with this Section.
10. OWNERSHIP OF DOCUMENTS
(a) Contractor shall maintain complete and accurate records with respect to
sales, costs, expenses, receipts, and other such information required by City that relate
to the performance of services under this Agreement. Contractor shall maintain
adequate records of services provided in sufficient detail to permit an evaluation of
services. All such records shall be maintained in accordance with generally accepted
accounting principles and shall be clearly identified and readily accessible. Contractor
shall provide free access to the representatives of City or its designees at reasonable
times to such books and records; shall give City the right to examine and audit said
books and records; shall permit City to make transcripts therefrom as necessary; and
shall allow inspection of all work, data, documents, proceedings, and activities related to
this Agreement. Such records, together with supporting documents, shall be maintained
for a period of three (3) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this
Agreement, all original documents, designs, drawings, maps, models, computer files,
surveys, notes, and other documents prepared in the course of providing the services to
be performed pursuant to this Agreement shall become the sole property of the City and
may be used, reused, or otherwise disposed of by the City without the permission of the
Contractor. With respect to computer files, Contractor shall make available to the City,
at the Contractor’s office and upon reasonable written request by the City, the
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necessary computer software and hardware for purposes of accessing, compiling,
transferring, and printing computer files.
11. INDEMNIFICATION
(a) Indemnification for Professional Liability. When the law establishes a
professional standard of care for Contractor’s Services, to the fullest extent permitted by
law, Contractor shall indemnify, protect, defend and hold harmless City and any and all
of its officials, employees and agents (“Indemnified Parties”) from and against any and
all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs
to the extent same are caused in whole or in part by any negligent or wrongful act, error
or omission of Contractor, its officers, agents, employees or subContractors (or any
entity or individual that Contractor shall bear the legal liability thereof) in the
performance of professional services under this agreement.
(b) Indemnification for Other Than Professional Liability. Other than in the
performance of professional services and to the full extent permitted by law, Contractor
shall indemnify, defend and hold harmless City, and any and all of its employees,
officials and agents from and against any liability (including liability for claims, suits,
actions, arbitration proceedings, administrative proceedings, regulatory proceedings,
losses, expenses or costs of any kind, whether actual, alleged or threatened, including
attorneys fees and costs, court costs, interest, defense costs, and expert witness fees),
where the same arise out of, are a consequence of, or are in any way attributable to, in
whole or in part, the performance of this Agreement by Contractor or by any individual
or entity for which Contractor is legally liable, including but not limited to officers, agents,
employees or subContractors of Contractor.
(c) General Indemnification Provisions. Contractor agrees to obtain executed
indemnity agreements with provisions identical to those set forth here in this section
from each and every subContractor or any other person or entity involved by, for, with or
on behalf of Contractor in the performance of this agreement. In the event Contractor
fails to obtain such indemnity obligations from others as required here, Contractor
agrees to be fully responsible according to the terms of this section. Failure of City to
monitor compliance with these requirements imposes no additional obligations on City
and will in no way act as a waiver of any rights hereunder. This obligation to indemnify
and defend City as set forth here is binding on the successors, assigns or heirs of
Contractor and shall survive the termination of this agreement or this section.
12. INSURANCE
Contractor shall maintain prior to the beginning of and for the duration of this
Agreement insurance coverage as specified in Exhibit “C” attached hereto and
incorporated herein as though set forth in full.
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13. INDEPENDENT CONTRACTOR
(a) Contractor is and shall at all times remain as to the City a wholly independent
Contractor. The personnel performing the services under this Agreement on behalf of
Contractor shall at all times be under Contractor’s exclusive direction and control.
Neither City nor any of its officers, employees, or agents shall have control over the
conduct of Contractor or any of Contractor’s officers, employees, or agents, except as
set forth in this Agreement. Contractor shall not at any time or in any manner represent
that it or any of its officers, employees, or agents are in any manner officers,
employees, or agents of the City. Contractor shall not incur or have the power to incur
any debt, obligation, or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Contractor in connection with
performance of this Agreement. Except for the fees paid to Contractor as provided in
the Agreement, City shall not pay salaries, wages, or other compensation to Contractor
for performing services hereunder for City. City shall not be liable for compensation or
indemnification to Contractor for injury or sickness arising out of performing services
hereunder.
14. UNDUE INFLUENCE
Contractor declares and warrants that no undue influence or pressure was or is
used against or in concert with any officer or employee of the City of Arroyo Grande in
connection with the award, terms or implementation of this Agreement, including any
method of coercion, confidential financial arrangement, or financial inducement. No
officer or employee of the City of Arroyo Grande will receive compensation, directly or
indirectly, from Contractor, or from any officer, employee or agent of Contractor, in
connection with the award of this Agreement or any work to be conducted as a result of
this Agreement. Violation of this Section shall be a material breach of this Agreement
entitling the City to any and all remedies at law or in equity.
15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no
public official who exercises authority over or responsibilities with respect to the project
during his/her tenure or for one year thereafter, shall have any interest, direct or indirect,
in any agreement or sub-agreement, or the proceeds thereof, for work to be performed
in connection with the project performed under this Agreement.
16. RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Contractor in performance of this Agreement shall
be considered confidential and shall not be released by Contractor without City’s prior
written authorization. Contractor, its officers, employees, agents, or subContractors,
shall not without written authorization from the City Manager or unless requested by the
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City Attorney, voluntarily provide declarations, letters of support, testimony at
depositions, response to interrogatories, or other information concerning the work
performed under this Agreement or relating to any project or property located within the
City. Response to a subpoena or court order shall not be considered “voluntary”
provided Contractor gives City notice of such court order or subpoena.
(b) Contractor shall promptly notify City should Contractor, its officers,
employees, agents, or subContractors be served with any summons, complaint,
subpoena, notice of deposition, request for documents, interrogatories, request for
admissions, or other discovery request, court order, or subpoena from any person or
party regarding this Agreement and the work performed thereunder or with respect to
any project or property located within the City. City retains the right, but has no
obligation, to represent Contractor and/or be present at any deposition, hearing, or
similar proceeding. Contractor agrees to cooperate fully with City and to provide the
opportunity to review any response to discovery requests provided by Contractor.
However, City’s right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
17. NOTICES
Any notice which either party may desire to give to the other party under this
Agreement must be in writing and may be given either by (i) personal service, (ii)
delivery by a reputable document delivery service, such as but not limited to, Federal
Express, which provides a receipt showing date and time of delivery, or (iii) mailing in
the United States Mail, certified mail, postage prepaid, return receipt requested,
addressed to the address of the party as set forth below or at any other address as that
party may later designate by notice:
To City: City of Arroyo Grande
Geoff English, Public Works Director
300 E. Branch Street
Arroyo Grande, CA 93420
To Contractor: Aramark Uniform Services
Brad Key
139 South A Street
Lompoc, CA 93436
18. ASSIGNMENT
The Contractor shall not assign the performance of this Agreement, nor any part
thereof, without the prior written consent of the City.
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19. GOVERNING LAW
The City and Contractor understand and agree that the laws of the State of
California shall govern the rights, obligations, duties, and liabilities of the parties to this
Agreement and also govern the interpretation of this Agreement. Any litigation
concerning this Agreement shall take place in the superior or federal district court with
jurisdiction over the City of Arroyo Grande.
20. ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to
the obligations of the parties described in this Agreement. All prior or contemporaneous
agreements, understandings, representations, and statements, or written, are merged
into this Agreement and shall be of no further force or effect. Each party is entering into
this Agreement based solely upon the representations set forth herein and upon each
party’s own independent investigation of any and all facts such party deems material.
21. TIME
City and Contractor agree that time is of the essence in this Agreement.
22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Contractor is bound by the contents of the City’s Request for Proposal, Exhibit
“D”, attached hereto and incorporated herein by this reference, and the contents of the
proposal submitted by the Contractor, Exhibit “E”, attached hereto and incorporated
herein by this reference. In the event of conflict, the requirements of City’s Request for
Proposals and this Agreement shall take precedence over those contained in the
Consultant’s proposals.
23. CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review
this Agreement and that any rule of construction to the effect that ambiguities are to be
resolved against the drafting party shall not apply in the interpretation of this Agreement
or any amendments or exhibits thereto. The captions of the sections are for
convenience and reference only, and are not intended to be construed to define or limit
the provisions to which they relate.
24. AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with
the mutual written consent of all of the parties to this Agreement.
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25. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Contractor
warrants and represents that he/she has the authority to execute this Agreement on
behalf of the Contractor and has the authority to bind Contractor to the performance of
its obligations hereunder.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF ARROYO GRANDE CONTRACTOR
By:__________________________ By:____________________________
Jim Hill, Mayor
Its:____________________________
Attest: (Title)
____________________________
Kelly Wetmore, City Clerk
Approved As To Form:
_____________________________
Heather Whitham, City Attorney
Item 9.f. - Page 11
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EXHIBIT A
SCOPE OF WORK
IV. SCOPE OF WORK
1.0 General Scope of Work
Continual Replacement: Garments must at all times be in a condition acceptable to
the City. Garments that, through normal use, are determined to be in an unacceptable
condition shall be replaced with new garments at no cost by successful bidder. Upon
request by the City, Contractor must replace unacceptable garments with new.
Garments must also be replaced with new every three years.
Repairs: Contractor shall understand and agree that repairs which are made to a
uniform, must be neat and can only be made to a uniform’s seam with the same color
thread of the garment or with transparent thread. A uniform must be replaced when it
becomes stained, torn and/or when there is a hole in the uniform. All repairs must be
completed within seven (7) days of submission to the vendor.
Normal Wear & Tear: Contractor shall accept all normal wear and tear free of charge.
Normal wear and tear shall be defined as garments that have become faded or
discolored, small holes and/or bleach, paint, or oil spots caused by normal work related
activities.
Lost/Damage Charge: The City understands and agrees that all rental garments
remain the property of the contractor. In the event that a garment is damaged in a
situation other than normal wear and tear, the City accepts the fact that a damage
charge will be assessed. Loss/damage charges are to be charged at the unit prices
identified on the pricing sheets of this agreement. Contractor shall identify the
employee responsible for any lost/damage and identify the date said loss occurred.
Any garments turned in to be laundered and not returned in a timely manner will be
replaced at the expense of the contractor and the cost deducted from the invoice.
Notification to the City of any losses must be made in a timely manner to provide
opportunity for the City to identify problem areas and to provide corrective action.
New Employees: The City reserves the right to add employees at any time during the
term of the contract. New employees shall be supplied with appropriate uniforms within
seven (7) calendar days of verbal notification to the Contractor by the City. Contractor
shall provide the City with name(s) of persons to contact with additions of new
employees and deletions of terminating employees. Contractor must supply new
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uniforms to new employees. There shall be no initial fee to add employees and the
weekly service rates will be as stated under the original agreement.
Weekly Turn In: City employees shall turn in worn uniforms weekly for pickup by the
Contractor. Contractor shall return the same number of laundered uniforms as the were
turned in by each employee. Ideally each employee shall turn in 5 worn uniforms
weekly.
Service Cancellation: The City may cancel service for any employee(s) at any time
without a monetary penalty being imposed by the vendor. Upon cancellation, all
uniforms will be turned in to the vendor. If there is a shortage, the City will make
restitution. Cost of replacement shall be determined by the replacement charge unit
price of the contract. The City will not pay for normal wear and tear of the returned
uniforms.
Delivery/System Locations: The City and the Contractor shall mutually agree upon
which day(s) of the week the Contractor shall pickup and deliver the uniforms. The
Contractor understands there are five (5) delivery/pickup locations.
Public Work Yard, 1375 Ash Street, Arroyo Grande (uniforms, mats, auto towels)
Police Department, 200 North Halcyon Road, Arroyo Grande (mats only)
Woman’s Club/Community Center, 211 Vernon Street, Arroyo Grande (mats,
mopheads)
Recreation Center, 1221 Ash Street, Arroyo Grande (mats, mopheads)
City Hall, 300 East Branch Street, Arroyo Grande (mats only)
Garments Specification: Garments initially provided to the City shall be new.
Replacement garments shall also be new. All garments provided shall be free from
defect upon commencement of the contract and when added during the contract period.
Fabric shall be City Employees option (A) 65% Polyester, 35% Cotton or (B) 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.
Uniform items that are within 1/4oz of specification will be considered. Proposals that
offer less substantial items by a few percent will be evaluated accordingly.
Special 100% Cotton: Uniforms shall have no metal buttons or snaps; however these
shall have metal zippers on the pants.
Shirts: Shall be a regular style with short or long sleeves (City employees option), two
pockets with buttons. The City employee’s will have a choice of fabric, either 100%
cotton or polyester cotton blend, and color.
Trousers and Shorts: All “Brushed Twill” trousers are to be no less than 9 oz. weight,
poly/cotton blend, with the choice of western or regular cut. Brushed Twill Flex-Waist
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trousers shall be vat dyed and Sanforized with zipper fly, double stitched seat seams,
bar tacked at points of stress, hemmed not cuffed. All Cotton Flex-Waist Shorts are an
alternative and will be purchased by the City and laundered by the Contractor.
Pressing: All shirts shall be form pressed. All trousers shall be flat 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.
Proper Fit: The Contractor must individually measure each City employee to assure
the uniforms being supplied will fit properly. Following initial delivery, each employee
shall have the opportunity to secure adjustments to make certain his/her personal
requirements are being met. Contractor shall contact each employee within three (3)
days of initial delivery to check for proper fit. During the contract period, if uniforms do
not fit properly they will be replaced at no charge to the City.
Uniform Samples: Successful Contractor may be required to submit, for City approval,
samples of the following items: ONE SHIRT, ONE PAIR OF TROUSERS, ONE CITY
SEAL/EMBLEM and other items.
Mats and Rags: Standard floor mats and rags are to be laundered and delivered at an
agreed upon schedule at designated facilities.
Additional Charges: Charges not identified on the pricing sheets of this agreement,
such as service charges for specific departments or any other additional charges will not
be honored by the City and should be included in unit pricing.
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EXHIBIT B
PAYMENT SCHEDULE
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EXHIBIT C
INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Contractor will
maintain insurance in conformance with the requirements set forth below. Contractor
will use existing coverage to comply with these requirements. If that existing coverage
does not meet the requirements set forth here, Contractor agrees to amend,
supplement or endorse the existing coverage to do so. Contractor acknowledges that
the insurance coverage and policy limits set forth in this section constitute the minimum
amount of coverage required. Any insurance proceeds available to City in excess of the
limits and coverage required in this agreement and which is applicable to a given loss,
will be available to City.
Contractor shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office “Commercial
General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to limits. There shall be no cross liability exclusion for claims or suits by
one insured against another. Limits are subject to review but in no event less than
$1,000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including
symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no
event to be less than $1,000,000 per accident. If Contractor owns no vehicles, this
requirement may be satisfied by a non-owned auto endorsement to the general liability
policy described above. If Contractor or Contractor’s employees will use personal autos
in any way on this project, Contractor shall provide evidence of personal auto liability
coverage for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as
required by law with employer’s liability limits no less than $1,000,000 per accident or
disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit
requirements, shall provide coverage at least as broad as specified for the underlying
coverages. Any such coverage provided under an umbrella liability policy shall include a
drop down provision providing primary coverage above a maximum $25,000 self-
insured retention for liability not covered by primary but covered by the umbrella.
Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in
addition to policy limits. Policy shall contain a provision obligating insurer at the time
insured’s liability is determined, not requiring actual payment by the insured first. There
shall be no cross liability exclusion precluding coverage for claims or suits by one
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insured against another. Coverage shall be applicable to City for injury to employees of
Contractor, subContractors or others involved in the Work. The scope of coverage
provided is subject to approval of City following receipt of proof of insurance as required
herein. Limits are subject to review but in no event less than $1,000,000 per
occurrence.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written
on a policy form coverage specifically designated to protect against acts, errors or
omissions of the Contractor and “Covered Professional Services” as designated in the
policy must specifically include work performed under this agreement. The policy limit
shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay
on behalf of” the insured and must include a provision establishing the insurer’s duty to
defend. The policy retroactive date shall be on or before the effective date of this
agreement.
Insurance procured pursuant to these requirements shall be written by insurer that are
admitted carriers in the state California and with an A.M. Bests rating of A- or better and
a minimum financial size VII.
General conditions pertaining to provision of insurance coverage by Contractor.
Contractor and City agree to the following with respect to insurance provided by
Contractor:
1. Contractor agrees to have its insurer endorse the third party general
liability coverage required herein to include as additional insureds City, its officials
employees and agents, using standard ISO endorsement No. CG 2010 with an edition
prior to 1992. Contractor also agrees to require all Contractors, and subContractors to
do likewise.
2. No liability insurance coverage provided to comply with this Agreement
shall prohibit Contractor, or Contractor’s employees, or agents, from waiving the right of
subrogation prior to a loss. Contractor agrees to waive subrogation rights against City
regardless of the applicability of any insurance proceeds, and to require all Contractors
and subContractors to do likewise.
3. All insurance coverage and limits provided by Contractor and available or
applicable to this agreement are intended to apply to the full extent of the policies.
Nothing contained in this Agreement or any other agreement relating to the City or its
operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these
requirements if they include any limiting endorsement of any kind that has not been first
submitted to City and approved of in writing.
Item 9.f. - Page 17
Page 15
5. No liability policy shall contain any provision or definition that would serve
to eliminate so-called “third party action over” claims, including any exclusion for bodily
injury to an employee of the insured or of any Contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification
and additional requirements by the City, as the need arises. Contractor shall not make
any reductions in scope of coverage (e.g. elimination of contractual liability or reduction
of discovery period) that may affect City’s protection without City’s prior written consent.
7. Proof of compliance with these insurance requirements, consisting of
certificates of insurance evidencing all of the coverages required and an additional
insured endorsement to Contractor’s general liability policy, shall be delivered to City at
or prior to the execution of this Agreement. In the event such proof of any insurance is
not delivered as required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to obtain any
insurance it deems necessary to protect its interests under this or any other agreement
and to pay the premium. Any premium so paid by City shall be charged to and promptly
paid by Contractor or deducted from sums due Contractor, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to
City of any cancellation of coverage. Contractor agrees to require its insurer to modify
such certificates to delete any exculpatory wording stating that failure of the insurer to
mail written notice of cancellation imposes no obligation, or that any party will
“endeavor” (as opposed to being required) to comply with the requirements of the
certificate.
9. It is acknowledged by the parties of this agreement that all insurance
coverage required to be provided by Contractor or any subContractor, is intended to
apply first and on a primary, noncontributing basis in relation to any other insurance or
self insurance available to City.
10. Contractor agrees to ensure that subContractors, and any other party
involved with the project who is brought onto or involved in the project by Contractor,
provide the same minimum insurance coverage required of Contractor. Contractor
agrees to monitor and review all such coverage and assumes all responsibility for
ensuring that such coverage is provided in conformity with the requirements of this
section. Contractor agrees that upon request, all agreements with subContractors and
others engaged in the project will be submitted to City for review.
11. Contractor agrees not to self-insure or to use any self-insured retentions
or deductibles on any portion of the insurance required herein and further agrees that it
will not allow any Contractor, subContractor, Architect, Engineer or other entity or
person in any way involved in the performance of work on the project contemplated by
this agreement to self-insure its obligations to City. If Contractor’s existing coverage
includes a deductible or self-insured retention, the deductible or self-insured retention
must be declared to the City. At the time the City shall review options with the
Item 9.f. - Page 18
Page 16
Contractor, which may include reduction or elimination of the deductible or self-insured
retention, substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to
change the amounts and types of insurance required by giving the Contractor ninety
(90) days advance written notice of such change. If such change results in substantial
additional cost to the Contractor, the City will negotiate additional compensation
proportional to the increase benefit to City.
13. For purposes of applying insurance coverage only, this Agreement will be
deemed to have been executed immediately upon any party hereto taking any steps
that can be deemed to be in furtherance of or towards performance of this Agreement.
14. Contractor acknowledges and agrees that any actual or alleged failure on
the part of City to inform Contractor of non-compliance with any insurance requirements
in no way imposes any additional obligations on City nor does it waive any rights
hereunder in this or any other regard.
15. Contractor will renew the required coverage annually as long as City, or its
employees or agents face an exposure from operations of any type pursuant to this
agreement. This obligation applies whether or not the agreement is canceled or
terminated for any reason. Termination of this obligation is not effective until City
executes a written statement to that effect.
16. Contractor shall provide proof that policies of insurance required herein
expiring during the term of this Agreement have been renewed or replaced with other
policies providing at least the same coverage. Proof that such coverage has been
ordered shall be submitted prior to expiration. A coverage binder or letter from
Contractor’s insurance agent to this effect is acceptable. A certificate of insurance
and/or additional insured endorsement as required in these specifications applicable to
the renewing or new coverage must be provided to City within five days of the expiration
of the coverages.
17. The provisions of any workers’ compensation or similar act will not limit
the obligations of Contractor under this agreement. Contractor expressly agrees not to
use any statutory immunity defenses under such laws with respect to City, its
employees, officials and agents.
18. Requirements of specific coverage features or limits contained in this
section are not intended as limitations on coverage, limits or other requirements nor as
a waiver of any coverage normally provided by any given policy. Specific reference to a
given coverage feature is for purposes of clarification only as it pertains to a given issue,
and is not intended by any party or insured to be limiting or all-inclusive.
Item 9.f. - Page 19
Page 17
19. These insurance requirements are intended to be separate and distinct
from any other provision in this agreement and are intended by the parties here to be
interpreted as such.
20. The requirements in this Section supersede all other sections and
provisions of this Agreement to the extent that any other section or provision conflicts
with or impairs the provisions of this Section.
21. Contractor agrees to be responsible for ensuring that no contract used by
any party involved in any way with the project reserves the right to charge City or
Contractor for the cost of additional insurance coverage required by this agreement.
Any such provisions are to be deleted with reference to City. It is not the intent of City to
reimburse any third party for the cost of complying with these requirements. There shall
be no recourse against City for payment of premiums or other amounts with respect
thereto.
22. Contractor agrees to provide immediate notice to City of any claim or loss
against Contractor arising out of the work performed under this agreement. City
assumes no obligation or liability by such notice, but has the right (but not the duty) to
monitor the handling of any such claim or claims if they are likely to involve City.
Item 9.f. - Page 20
Page 18
EXHIBIT D
CITY’S REQUEST FOR PROPOSAL
RR EE QQ UU EE SS TT FF OO RR PP RR OO PP OO SS AA LL SS
CCiittyy OOff AArrrrooyyoo GGrraannddee // PPuubblliicc WWoorrkkss DDeeppaarrttmmeenntt
PUBLIC WORKS UNIFORM RENTAL
AND RELATED SERVICES
Arroyo Grande, California
Issuing Entity: City of Arroyo Grande
Public Works Department
1375 Ash Street
Arroyo Grande, California 93420
Proposal Due Date: May 5, 2016 by 2:00 pm
Item 9.f. - Page 21
Page 19
April 7, 2016
SUBJECT: CITY OF ARROYO GRANDE – PUBLIC WORKS UNIFORM RENTAL
AND RELATED SERVICES
The City of Arroyo Grande is soliciting proposals for laundry services for Public Works
Department employee uniforms and assorted linens. The successful Contractor will
pick up garments and assorted items including rags, auto towels, wet and dry mop
heads, and mats; launder, repair, and deliver to various City locations on a weekly
basis. Ownership of these items is to remain with the Contractor unless specifically
noted. Uniforms, rags, auto towels and mop heads must be delivered clean, dry, free of
stains and rust, holes, mildew, and other foreign materials, and shall have no
objectionable odors. Specific service delivery requirements, quality expectations and
anticipated uniform quantities along with other relevant information is listed in the
attached Request for Proposal.
The City of Arroyo Grande reserves the right to postpone, accept or reject any and all
proposals in whole or in part, on such basis as the City of Arroyo Grande deems to be in
its best interest to do so.
Please note that your submittal shall reach the following address by May 5, 2016, at
2:00 p.m., or your proposal will not be accepted. Please include your fee schedule with
your proposal.
Attention: Kelly Wetmore, City Clerk
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Should you require further information or clarification, please contact Geoff English at
(805) 473-5466 or via e-mail at genglish@arroyogrande.org. An electronic version
will be available upon request by contacting Glenda Boner at (805) 473-5485 or
via e-mail at gboner@arroyogrande.org.
Sincerely,
Geoff English
Public Works Director
City of Arroyo Grande
Item 9.f. - Page 22
Page 20
REQUEST FOR PROPOSAL
Public Works Uniform Rental and Related Services
City of Arroyo Grande
I. GENERAL PROJECT DESCRIPTION
The City of Arroyo Grande is seeking qualified Laundry Service companies capable of
fulfilling all requirements contained in this Request for Proposal (RFP). It is important to
become fully familiar with all of the provisions of the RFP. The Contractor will be
responsible for all deliveries of uniforms, apparel, and other assorted items, freshly
processed, repaired and finished, and will replace uniforms and apparel worn out
through normal wear at no additional charge. Uniforms and apparel that are lost or
damaged (except through normal wear) will be paid for by the City at the agreed upon
replacement charge. Uniforms and apparel that have been turned in to be laundered,
but not returned in two weeks will be replaced at no charge to the City.
General parameters associated with the provision of uniform services include the
following:
a. Supplier is to provide all uniforms, emblems, and name tags in the design,
material and color required by the City to dress and identify City
employees covered by this agreement.
b. Supplier shall tag each garment to identify the user, and the month/year of
issue. It is understood by the City and Supplier that the City may choose
to use 100% cotton shirts for some personnel. Those shirts maybe
required by the City to be replaced prior to their useful life because of
fading. The pro-rated fee using the formula will also be used for these
replacements.
c. The supplier is to provide shop rags, protective clothing, and doormats as
specified.
d. The supplier is to provide all labor, equipment, transportation, and
materials necessary for the laundering, pickup and delivery of the above
garments and supplies on a weekly basis.
II. TERM OF WORK
The City of Arroyo Grande expects to enter into a three-year contract effective July 1,
2016.
Item 9.f. - Page 23
Page 21
III. GENERAL TERMS AND CONDITIONS FOR PROPOSAL SUBMITTAL
1.0 General
The following terms and conditions shall prevail unless otherwise modified by the City of
Arroyo Grande within this proposal document. The City of Arroyo Grande reserves the
right to deem unresponsive any proposal that takes exception to the terms and
conditions.
2.0 Proposal Completion
Each proposal must be signed by an authorized contractual agent and required
information must be provided on the attached Proposal Questionnaire. Proposal
requirements are listed below. Expenses incurred in developing and submitting a
proposal is borne entirely by the bidder.
2.1 Confidentiality of Proposal Information
Each proposal and supporting documents must be submitted in a sealed envelope to
provide confidentiality of the proposal information prior to the proposal opening. The
outside of the sealed envelope is to be labeled: Public Works Uniform Rental and
Related Services. Bid proposals will be received by the City of Arroyo Grande until
2:00 pm on May 5, 2016.
2.2 Late Proposals
Proposals received after the deadline designated in this proposal document will not be
considered and will be returned unopened.
2.3 Proposal Shall Remain in Effect
All proposals submitted in accordance with the terms and conditions of the RFP shall be
binding upon the bidder for 120 calendar days after the proposal opening.
2.4 City Standard Agreement
The Contractor agrees to execute the Standard City Agreement, without modification,
and to furnish proof of the specified insurance coverage within 30 days after Notice of
Acceptance of the proposal by the City of Arroyo Grande. The City will assume that all
firms submitting proposals agree to the terms of the Standard City Agreement.
2.5 Responsible Firms
Nothing herein is intended to exclude any responsible firm or in any way restrain or
restrict competition.
Item 9.f. - Page 24
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2.6 Financial Responsibility
The Proposing Contractor shall provide information demonstrating to the City of Arroyo
Grande that it has the necessary financial resources to perform the contract in a
satisfactory manner and within the specified time. Acceptable financial responsibility
must be established by copies of audited or certified financial statements, balance
sheets, bank references, and other related financial information that the Proposing
Contractor deems relevant to the project.
If a Proposing Contractor deems such information confidential or proprietary in nature,
the Proposing Contractor shall place this portion of its proposal in a separate envelope
clearly and prominently marked “Proprietary Information.” The City of Arroyo Grande
shall not disclose or reveal the contents of such separately designated proprietary
information unless required to do so by law.
2.7 Regulatory Requirements
The Contractor shall comply with all Federal, State, and local licensing and/or regulatory
requirements (including permits) for the provision of uniform laundry services.
The Contractor will be required to comply with all applicable Equal Employment
Opportunity laws and regulations. Any name appearing on the U.S. Comptroller
General’s list of ineligible contractors for federally funded and assisted contracts is not
an eligible bidder and will not be considered.
In connection with the performance of this contract, the Contractor shall comply with the
requirements of Section 508 of the Clean Water Act and Section 306 of the Clean Air
Act. These regulations prohibit the use of facilities included in the EPA “List of Violating
Facilities” under non-exempt federal contract. In addition, these provisions require the
reporting of any violations to FTA and to the EPA.
2.8 Safety
All practices, materials, supplies, and equipment shall comply with the Federal
Occupational Safety and Health Act, as well as any pertinent Federal, State and/or local
safety or environmental codes.
2.9 Licenses, Permits, and Taxes
The Contractor shall be appropriately licensed for the work required by the contract.
The Contractor is also responsible to secure a City of Arroyo Grande business license,
prior to commencing any work. The cost for any required licenses or permits shall be
the responsibility of the Contractor. The Contractor is liable for any and all taxes due as
a result of the contract.
Item 9.f. - Page 25
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3.0 Submission of Proposal
Proposals shall be submitted with the original and two (2) printed copies of the enclosed
forms. No faxed submittals will be accepted. These must be received by 2:00 pm, May
5, 2016.
City of Arroyo Grande
Attn: Kelly Wetmore, City Clerk
300 East Branch Street
Arroyo Grande, CA 93420
3.1 Evaluation and Selection Process
Contractors who possess the capabilities and conform to the solicitation requirements
will be placed on the Approved Vendor List for Uniform Laundry Rental and Related
Services.
However, regardless of rates proposed for the individual alternative, the City of Arroyo
Grande reserves the right to select other than the lowest price proposal.
3.2 Selection Criteria and Consideration
The proposals will be evaluated based on the following factors. Factors are listed
according to the relative importance of each factor.
A. The Proposing Contractors demonstrated understanding of the scope of work
and services to be provided as outlined in this RFP.
B. The Proposing Contractor provided references and demonstrated ability to
provide the said services to similar businesses and organizations.
C. The Proposing Contractor’s uniform options including but not limited to color
selections, material options, uniform styles and sizes.
D. The Proposing Contractor’s inclusion of other services which it feels would
benefit the City of Arroyo Grande in reaching the goals of this RFP.
E. Fee (separate sealed envelope).
3.3 Vendor Selection
Contractor selection will be based on an evaluation of each of the criteria listed above
and on the professional qualifications and experience necessary for the timely and
satisfactory fulfillment of the services.
Item 9.f. - Page 26
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IV. SCOPE OF WORK
1.0 General Scope of Work
Continual Replacement: Garments must at all times be in a condition acceptable to
the City. Garments that, through normal use, are determined to be in an unacceptable
condition shall be replaced with new garments at no cost by successful bidder. Upon
request by the City, Contractor must replace unacceptable garments with new.
Garments must also be replaced with new every three years.
Repairs: Contractor shall understand and agree that repairs which are made to a
uniform, must be neat and can only be made to a uniform’s seam with the same color
thread of the garment or with transparent thread. A uniform must be replaced when it
becomes stained, torn and/or when there is a hole in the uniform. All repairs must be
completed within seven (7) days of submission to the vendor.
Normal Wear & Tear: Contractor shall accept all normal wear and tear free of charge.
Normal wear and tear shall be defined as garments that have become faded or
discolored, small holes and/or bleach, paint, or oil spots caused by normal work related
activities.
Lost/Damage Charge: The City understands and agrees that all rental garments
remain the property of the contractor. In the event that a garment is damaged in a
situation other than normal wear and tear, the City accepts the fact that a damage
charge will be assessed. Loss/damage charges are to be charged at the unit prices
identified on the pricing sheets of this agreement. Contractor shall identify the
employee responsible for any lost/damage and identify the date said loss occurred.
Any garments turned in to be laundered and not returned in a timely manner will be
replaced at the expense of the contractor and the cost deducted from the invoice.
Notification to the City of any losses must be made in a timely manner to provide
opportunity for the City to identify problem areas and to provide corrective action.
New Employees: The City reserves the right to add employees at any time during the
term of the contract. New employees shall be supplied with appropriate uniforms within
seven (7) calendar days of verbal notification to the Contractor by the City. Contractor
shall provide the City with name(s) of persons to contact with additions of new
employees and deletions of terminating employees. Contractor must supply new
uniforms to new employees. There shall be no initial fee to add employees and the
weekly service rates will be as stated under the original agreement.
Weekly Turn In: City employees shall turn in worn uniforms weekly for pickup by the
Contractor. Contractor shall return the same number of laundered uniforms as the were
Item 9.f. - Page 27
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turned in by each employee. Ideally each employee shall turn in 5 worn uniforms
weekly.
Service Cancellation: The City may cancel service for any employee(s) at any time
without a monetary penalty being imposed by the vendor. Upon cancellation, all
uniforms will be turned in to the vendor. If there is a shortage, the City will make
restitution. Cost of replacement shall be determined by the replacement charge unit
price of the contract. The City will not pay for normal wear and tear of the returned
uniforms.
Delivery/System Locations: The City and the Contractor shall mutually agree upon
which day(s) of the week the Contractor shall pickup and deliver the uniforms. The
Contractor understands there are five (5) delivery/pickup locations.
Public Work Yard, 1375 Ash Street, Arroyo Grande (uniforms, mats, auto towels)
Police Department, 200 North Halcyon Road, Arroyo Grande (mats only)
Women’s Club/Community Center, 211 Vernon Street, Arroyo Grande (mats,
mopheads)
Recreation Center, 1221 Ash Street, Arroyo Grande (mats, mopheads)
City Hall, 300 East Branch Street, Arroyo Grande (mats only)
Garments Specification: Garments initially provided to the City shall be new.
Replacement garments shall also be new. All garments provided shall be free from
defect upon commencement of the contract and when added during the contract period.
Fabric shall be City Employees option (A) 65% Polyester, 35% Cotton or (B) 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.
Uniform items that are within 1/4oz of specification will be considered. Proposals that
offer less substantial items by a few percent will be evaluated accordingly.
Special 100% Cotton: Uniforms shall have no metal buttons or snaps; however these
shall have metal zippers on the pants.
Shirts: Shall be a regular style with short or long sleeves (City employees option), two
pockets with buttons. The City employee’s will have a choice of fabric, either 100%
cotton or polyester cotton blend, and color.
Trousers and Shorts: All “Brushed Twill” trousers are to be no less than 9 oz. weight,
poly/cotton blend, with the choice of western or regular cut. Brushed Twill Flex-Waist
trousers shall be vat dyed and Sanforized with zipper fly, double stitched seat seams,
bar tacked at points of stress, hemmed not cuffed. All Cotton Flex-Waist Shorts are an
alternative and will be purchased by the City and laundered by the Contractor.
Item 9.f. - Page 28
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Pressing: All shirts shall be form pressed. All trousers shall be flat 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.
Proper Fit: The Contractor must individually measure each City employee to assure
the uniforms being supplied will fit properly. Following initial delivery, each employee
shall have the opportunity to secure adjustments to make certain his/her personal
requirements are being met. Contractor shall contact each employee within three (3)
days of initial delivery to check for proper fit. During the contract period, if uniforms do
not fit properly they will be replaced at no charge to the City.
Uniform Samples: Successful Contractor may be required to submit, for City approval,
samples of the following items: ONE SHIRT, ONE PAIR OF TROUSERS, ONE CITY
SEAL/EMBLEM and other items.
Mats and Rags: Standard floor mats and rags are to be laundered and delivered at an
agreed upon schedule at designated facilities.
Additional Charges: Charges not identified on the pricing sheets of this agreement,
such as service charges for specific departments or any other additional charges will not
be honored by the City and should be included in unit pricing.
2.0 Records
The Contractor is responsible to maintain current records of all uniforms by Division and
employee as well as all miscellaneous mats, rags, and other linens by drop off location.
A current inventory is to be provided to the City of Arroyo Grande upon request and
automatically distributed annually in the month of January.
2.1 Invoices
Invoices shall be submitted in duplicate to the City of Arroyo Grande prior to the tenth
working day of each month. Individual invoices are to be provided for services rendered
the previous month for each separate facility. The City of Arroyo Grande shall notify the
Contractor in writing within 30 days of receipt of the invoice of any items questioned.
The City of Arroyo Grande will remit payment to the Contractor of all invoices submitted
within 30 days of resolving any items in question.
V SCHEDULE
The proposals shall be received no later than 2:00 p.m. on May 5, 2016 at:
City of Arroyo Grande
Attn: Kelly Wetmore
300 East Branch Street
Arroyo Grande, CA 93420
Item 9.f. - Page 29
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Consultant is expected to begin fulfilling the requirements of this proposal within 30
days of contract award.
III PROPOSAL REQUIREMENTS
A. Commitment
The individual or company official with the power to bind the company in its
proposal must sign the proposal. The contents of the proposal shall become a
contractual obligation if the Contractors proposal is accepted.
B. Company Questionnaire
The proposal questionnaire must be completed, signed and attached to the front
of the company’s proposal.
C. Supporting Documentation
The proposal must include documents and information to substantiate the
following:
1. The Proposing Contractors understanding of the scope of work and
services to be provided as outlined in this RFP.
2. The Proposing Contractor provided references and demonstrated ability to
provide the said services to similar businesses and organizations. List
references on the proposal questionnaire.
3. The Proposing Contractor’s uniform options including but not limited to
color selections, material options, uniform styles and sizes. Catalogs may
be attached to the proposal.
4. The Proposing Contractor’s inclusion of other services which it feels would
benefit the City of Arroyo Grande in reaching the goals of this RFP.
D. Fee
Contractor’s proposed fees for the various laundering services must be attached
separately. Unusually high or low fees will affect the ratings. The proposed fees
are to be on a “fixed fee” basis per item for the services to be rendered and shall
include all of Contractors costs including but not limited to material, labor,
delivery and taxes.
Item 9.f. - Page 30
Page 28
City of Arroyo Grande
Public Works Uniform Laundry Services
PPRROOPPOOSSAALL QQUUEESSTTIIOONNNNAAIIRREE
1
Firm Name:
Address:
City, ST Zip:
Phone: Fax:
Contact: Title:
Email address:
2
Description of Service provider
Provide a brief description of your company’s history and the services provided:
(additional information may be attached)
3
Service References
Provide at least three (3) references for contracts or services that respondent
has provided service to that are similar in nature to the responsibilities listed in
this RFP.
Firm:
Phone: Fax:
Contact: Title:
Firm:
Phone: Fax:
Contact: Title:
Firm:
Phone: Fax:
Contact: Title:
MANAGEMENT AND STAFFING
4
Contact Person
The Contractor shall provide a qualified manager responsible for the quality,
timeliness, and accurate reporting of the potential services performed as
described in this RFP. This person will also serve as the liaison between the
Contractor and City of Arroyo Grande.
Name: Title:
Phone: Email:
Signature Date:
Item 9.f. - Page 31
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CCUURRRREENNTT CCIITTYY OOFF AARRRROOYYOO GGRRAANNDDEE PPUUBBLLIICC WWOORRKKSS
UNIFORM / LAUNDRY INVENTORY
(Subject to change as stated within the Scope of Work)
Uniform Totals
No. of Total Employees Uniforms & apparel Changes (per week)
25 Shirts – 11 for each employee 5
25 Pants – 11 for each employee 5
6 Cover-alls – 2 for each employee 1
DIVISION SPECIFIC
Field Operations: (Streets, Parks, Gov. Buildings, Soto Sports Complex)
Type Item Frequency Max weekly usage
100% Cotton or 65/35 Blend Pants Weekly 75
100% Cotton or 65/35 Blend Shirts Weekly 75
100% Cotton or 65/35 Blend Shorts Weekly 10
TBD Coveralls Weekly as necessary 4
Utilities
Type Item Frequency Max weekly usage
100% Cotton or 65/35 Blend Pants Weekly 35
100% Cotton or 65/35 Blend Shirts Weekly 35
100% Cotton or 65/35 Blend Shorts Weekly 4
TBD Coveralls Weekly as necessary 4
Fleet Maintenance
Type Item Frequency Max weekly usage
100% Cotton or 65/35 Blend Shirts Weekly 5
100% Cotton or 65/35 Blend Pants Weekly 5
TBD Coveralls Weekly 1
Public Works Supervisors
Type Item Frequency Usage
100% Cotton or 65/35 Blend Polo Shirts Weekly 10
100% Cotton or 65/35 Blend Pants Weekly 10
Other Linens
Quantity provided Description Frequency
75 Shop Towels Bi-Weekly
10 Auto Seat Covers Bi-Weekly
2 Floor Rugs 3 x 10 Bi-Weekly
6 Rubber Mat 3 x 4 Bi-Weekly
1 Scraper mat 3 x 5 Bi-Weekly
12 Dust/Wet Mops (see
breakdown on next page)
Bi-Weekly
Item 9.f. - Page 32
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CITY OF ARROYO GRANDE
PUBLIC WORKS DEPARTMENT
QUOTATION PAGE
ARTICLE NO. OF
EMPLOYEES
NO. UNITS
PER WEEK
UNIT
PRICE
TOTAL PRICE
TROUSERS 25 125 $ $
SHIRTS 25 125 $ $
TOTAL $ $
DIVISION EMBLEMS – to be provided by the vendor, for all shirts, coveralls, and jackets, over
the left front pocket. This is a one-time charge. $_____ $_____
CITY EMBLEMS – to be provided by the vendor to the left sleeve, 2” down from the shoulder on
all shirts, coveralls and jackets. This is a one-time charge.
$_____ $_____
NAME TAGS – to be provided by the vendor, for all shirts, coveralls and jackets over the right
front pocket. This is a one-time charge. $_____ $_____
PRICE FOR JACKETS BOUGHT OUTRIGHT $_____
PRICE FOR COVERALLS BOUGHT OUTRIGHT $_____
PRICE FOR SHORTS BOUGHT OUTRIGHT $_____
Cost to launder jackets $_____
Cost to launder coveralls $_____
Cost to launder shorts $_____
PRICE FOR HATS BOUGHT OUTRIGHT (including
embroidery (48) $_____
SHOP TOWELS (DYED) EVERY OTHER WEEK (75) $_____
AUTO SEAT COVERS EVERY OTHER WEEK (10) $_____
FLOOR RUGS/SCRAPER MATS EVERY OTHER WEEK (66)
28 - 3’ x 4’ (mats) $____ 1 - 2’ x 3’ (scraper) $_____
18 - 4’ x 6’ (mats) $____ 8 – 3’ x 5’ (scraper) $_____
6 – 3’ x 10’ (mats) $____ 5 – 4’ x 6’ (scraper) $_____
FLOOR MOPS EVERY OTHER WEEK (12)
24” dry (3) $_____
36” dry (1) $_____
Wet (8) $_____
REPLACEMENT OF LOST OR DESTROYED ARTICLES
Trousers $_____ Shop Towels $_____
Shirts $_____ Seat Covers $_____
Item 9.f. - Page 33
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EXHIBIT E
CONTRACTOR’S PROPOSAL
Item 9.f. - Page 34
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Item 9.f. - Page 35
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