CC 2012-10-23_08.d. Agreement for Uniform and Related ServicesMEMORANDUM
TO: CITY COUNCIL
FROM: GEOFF ENGLISH, DIRECTOR OF MAINTENANCE SERVICES
BY: SHANE TAYLOR, MAINTENANCE SERVICES SUPERVISOR
GLENDA BONER, OFFICE ASSISTANT II
SUBJECT: CONSIDERATION TO AWARD BID AND ENTER INTO AGREEMENT
FOR UNIFORM AND RELATED SERVICES
DATE: OCTOBER 23,2012
RECOMMENDATION:
It is recommended that the City Council award the bid and authorize the Mayor to
execute a 3-year service agreement with Aramark Uniform Services.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Funds for this service agreement are included in the FY 201212013 Budget. Funding
has been divided between the Streets, Parks, Facilities, and Landscaping, and Utilities
budgets of the Maintenance Services Department. The estimated annual cost of the
service agreement is $10,371. Funds have already been allocated to cover the first
year of the agreement. Funding for years 2 and 3 of the agreement will be budgeted for
in subsequent years. The estimated total cost of the 3-year agreement is $31,114. The
contract will continue to be administered by the Utilities Maintenance Services
Supervisor and the Office Assistant II. Approximately 75 hours per year are required to
oversee the contract.
BACKGROUND:
The City's uniform service agreement with AmeriPride Uniform Services expires on
November 10, 2012. The City has enjoyed a good working relationship with AmeriPride
Uniform Services since 2006. The service agreement provides a set level of service
and pricing on uniform rental and laundry services for the uniforms, jackets, coveralls,
floor rugs and shop towels. Bid specifications to supply uniforms and related services
were mailed on September 6, 2012 and bids were opened on September 27, 2012.
Four bid packages were mailed out and four companies submitted bids.
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. A summary of the bids is attached for
Item 8.d. - Page 1
CITYCOUNCIL
CONSIDERATION TO AWARD BID AND ENTER INTO AN AGREEMENT FOR UNIFORM
AND RELATED SERVICES
OCTOBER 23,2012
PAGE 2
Council's information. The apparent low bidder, Aramark Uniform Services, will provide
services for a three (3) year term commencing on November 10,2012.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1 ) Approve staffs recommendation;
2) Do not approve staffs recommendation;
3) Modify as appropriate and approve staffs recommendation; or
4) Provide direction to staff.
ADVANTAGES:
Execution of this Service 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.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on 'Thursday, October 18, 2012. The
Agenda and staff report were posted on the City's website on Friday, October 19, 2012.
No public comments were received.
Attachments:
1. Bid Summary
2. Service Agreement
Item 8.d. - Page 2
Attachment 1
UNIFORM RENTAL AND RELATED SERVICES BID SUMMARY
TROUSERS
SHIRTS
DMSION
EMBLEMS
CITY
EMBLEMS
NAME TAGS
JACKETS,
BOUGHT
COVERALLS,
BOUGHT
SHORTS,
BOUGHT
LAUNDER
JACKETS
LAUNDER
COVERALLS
LAUNDER
SHORTS
SHOP TOWELS
@YED)
AUTO SEAT
COVERS (RED)
FLOOR RUGS
(4' X 6')
FLOORRUGS
(3' X 10')
FLOORRUGS
(3' X 4')
MOPS (3)
(24" dry)
MOPS (1)
(36" dry)
WET MOP (8)
AMERIPRIDE
3 120.00
2145.00
125.00
125.00
125.00
30.75 x 10ly-r
307.50
22.30 x 20ly-r
446.00
16.15 x 10ly-r
161.50
0.75 x 50ly-r
37.50
0.75 x 52Iy-r
39.00
0.50 x 10ly-r
5.00 .
0.06 x 1950ly-r
1 17.00
0.45 x 260ly-r
1 17.00
2.75 x 260Iy-r
715.00
3.75x104ly-r
390.00
1.75x390ly-r
682.50
1.25 x 781y-r
97.50
1.50 x 261y-r
39.00
1 .SO x 2081y-r
312.00
ARAMARK
2535.00
2015.00
93.75
343.75
93.75
22.00 x 10ly-r
220.00
25.00 x 20ly-r
500.00
13.50 x 10ly-r
135.00
0.60 x 50ly-r
30.00
0.40 x 521y-r
20.80
0.30 x 10ly-r
3.00
0.06 x 1950ly-r
117.00
0.42 x 260ly-r
109.20
2.50 x 260ly-r
650.00
3.75 x 104ly-r
390.00
1 .SO x 39Oly-r
585.00
0.45 x 781y-r
35.10
0.60 x 261y-r
15.60
1 .SO x 2081y-r
312.00
PRUDENTIAL
4225.00
3250.00
125.00
125.00
125.00
32.00 x 10ly-r
320.00
30.00 x 20ly-r
600.00
14.00 x 10ly-r
140.00
0.50 x 50ly-r
25.00
0.50 x 521y-r
26.00
0.50 x 10ly-r
5.00
0.07 x 195Oly-r
136.50
0.50 x 260ly-r
130.00
3.84 x 260ly-r
998.40
4.80 x 104ly-r
499.20
2.40 x 39Oly-r
936.00
0.85 x 78Iy-r
66.30
1 .SO x 26Iy-r
39.00
1 .SO x 208ly-r
312.00
MISSION LINEN
2 184.00
2184.00
250.00
750.00
250.00
39.99 x 10ly-r
399.90
29.99 x 20ly-r
599.80
21.95 x 10ly-r
219.50
2.00 x 50ly-r
100.00
2.00 x 521y-r
104.00
1.00 x 10ly-r
10.00
0.06 x 195Oly-r
1 17.00
0.60 x 260ly-r
156.00
2.00 x 260ly-r
520.00
2.75 x 104ly-r
286.00
1 .SO x 39Oly-r
585.00
1 .OO x 78Iy-r
78.00
1.25 x 26Iy-r
32.50
2.00 x 2081y-r
4 16.00
Item 8.d. - Page 3
SCRAPPER
MATS (2' x 3')
SCRAPPER
MATS (3' x 5')
SCRAPPER
MATS (4' x 6')
AMEFUPFUDE
1.25 x 261y-r
32.50
2.25 x 260ly-r
585.00
3.00 x 521y-r
156.00
REPLACEMENT ARTICLES
ARAMARK
1.10 x 261y-r
27.10
1.85 x 260ly-r
48 1 .OO
2.50 x 521y-r
130.00
TROUSERS
SHlRTS
TOWELS
AUTO SEAT
COVERS
PRUDENTIAL
1 .OO x 261y-r
26.00
1 .SO x 260ly-r
390.00
2.00 x 521y-r
104.00
12.00 x 251y-r
300.00
10.00 x 251y-r
250.00
0.52 x 50ly-r
26.00
12.00 x 10ly-r
120.00
MISSION LINEN
0.85 x 261y-r
22.10
0.95 x 260ly-r
247.00
2.00 x 521y-r
104.00
HATS (48)
17.00 x 251y-r
425.00
16.00 x 251y-r
400.00
0.30 x 50ly-r
15.00
7.00 x 10ly-r
70.00
765.60
No embroidery
Embroidery
20.00 x 251y-r
500.00
18.00 x 251y-r
450.00
0.40 x 50ly-r
20.00
12.00 x 10ly-r
120.00
24.95 x 251y-r
623.75
2 1.95 x 251y-r
548.75
0.35 x 50ly-r
17.50
7.00 x 10ly-r
70.00
43 1.04
71 1.84
GRAND TOTAL
61 9.20
1 1,640.40
34,92 1.20
384.00
480.00
1 -Year Total
3-Year Total
10,371.25
31,113.75
1 1,287.84
33,863.52
13,693.40
41,080.20
Item 8.d. - Page 4
Attachment 2
AGREEMENT FOR CONTRACTOR SERVICES
THIS AGREEMENT, is made and effective as of November 10, 2012, 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 November 10, 2012 and shall remain and
continue in effect until November 10, 2015, unless sooner terminated pursuant to the
provisions of this Agreement.
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 hislher
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 ADMINIS'TRATION
City's Director of Maintenance Services 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.
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 (1 0) 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.
Page 1
Item 8.d. - Page 5
(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 hislher delegate determines that the Contractor is in
default in the performance of any of the terms or conditions of this Agreement, helshe
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.
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
Page 2
Item 8.d. - Page 6
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, proceedirlgs, 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
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
Page 3
Item 8.d. - Page 7
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) lndemnification 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.
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.
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.
Page 4
Item 8.d. - Page 8
(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 hislher 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 lNFORMATlONlCONFLlCTS 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
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
Page 5
Item 8.d. - Page 9
any project or property located within the City. City retains the right, but has no
obligation, to represent Contractor andlor 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:
To Contractor:
City of Arroyo Grande
Geoffrey English
Director of Maintenance Services
300 E. Branch Street
Arroyo Grande, CA 93420
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.
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
Page 6
Item 8.d. - Page 10
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.
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.
22. AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Contractor
warrants and represents that helshe 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:
Tony Ferrara, Mayor
Attest:
Its:
(Title)
Kelly Wetmore, City Clerk
Approved As To Form:
Timothy J. Carmel, City Attorney
Page 7
Item 8.d. - Page 11
EXHIBIT A
SCOPE OF WORK
Page 8
Item 8.d. - Page 12
SPECIFICATIONS FOR UNIFORM AND LAUNDRY SERVICE
CONTRACT TERM: The uniforms bid upon, will be used by the City of Arroyo
Grande for a period of three (3) years, beginning on the date the contract is
signed. The prices bid must be valid for the entire period indicated (three years).
CONDITIONS FOR CANCELLATION: This agreement may be canceled by the
City upon thirty (30) days written notice to the supplier for one or more of the
following reasons, provided the City has given the supplier ten (10) days written
notice to correct the situation.
1. Failure of the supplier to meet service requirements, product
specifications, or any other terms and/or conditions of the contract.
2. Misconduct displayed by supplier's representative.
QUAN1-I-TIES REQUIRED: The quantities indicated in the Price Quotation Page
are estimates based on the number of employees currently employed by the City,
in the Maintenance Services Department, who are to be provided with uniforms.
These quantities will be used to determine the lowest overall bid. Actual
quantities required during the life of the contract may vary from these estimates.
DELIVERY AND IVIAIN'TENANCE: There are approximately twenty-five (25)
employees working in the Maintenance Services Department to be supplied with
five (5) uniforms weekly, pants and shirts. The vendor will maintain a stock of
eleven (1 1) uniforms for each full-time employee and nine (9) uniforms for each
part-time employee.
Contractor shall be responsible for repairs and/or replacement of uniforms based
on normal wear and tear, including sewing on of emblems, patches, and
exchanging sizes when necessary.
Emblems and patches will be provided by the Contractor, subject to approval by
the City. All emblems and patches will be embroidered and sewn on the uniform.
Each uniform supplied under these requirements shall consist of new materials.
All uniforms shall be laundered weekly, pressed and delivered on hangers.
Uniforms will not be accepted if they are soiled or improperly cleaned.
All uniforms are to be new for all employees.
Item 8.d. - Page 13
Unit prices to include weekly pick-up of soiled uniforms and delivery of clean
ones to each Division within the City, at a specified time and day, at the following
locations:
Corporation Yard - 1375 Ash Street (Uniforms, Mats, Towels, Mopheads)
City Hall - 300 East Branch Street (Mats)
Police Department - 200 North Halcyon Road (Mats)
Women's Club - 21 1 Vernon Street (Mats)
Recreation Center - 1221 Ash Street (Mats)
All uniforms will be the same color and style specified by the City and each
employee will have a choice of long or short sleeves or a combination of both.
Some employees require cotton shirts and pants. These shall be supplied at the
same price as poly-blend.
All Brushed Twill Flex-Waist Trousers are to be no less than 9 oz. weight,
polylcotton blend, with the choice of western or regular cut. All Brushed Twill
Flex-Waist Cargo Pants are to be no less than 9 oz. weight, polylcotton blend.
All denim jeans are to be no less than 13.75 oz. weight, relaxed fit jeans. All
Cotton Flex-Waist Trousers are to be no less than 8.5 oz. weight, preshrunk
cotton twill. Brushed Twill Flex-Waist Shorts are an alternative and will be
purchased by the City and laundered by the Contractor.
Jackets shall be zippered, nylon shell, fleece lining, "bomber" or "competitor"
style with zippered pockets, elastic waistband and cuffs.
Coveralls shall be cottonlpolyester blend and will be purchased by the City and
laundered by Contractor.
Hats will be 9713 cottonlspandex, stretch fit, in color to be specified by City. The
City logo is to be embroidered on front of hat. Hats will be purchased by the City
and will not be laundered.
Contractor shall be responsible for all measurements and the fitting of each
employee.
New employees will be furnished with uniforms at the same rate when proper
notification is given by the City, and shall be supplied within four (4) weeks of the
taking of measurements. All new employees shall be supplied with new
uniforms.
Supplier shall process garments on his own premises in accordance with the
standards required by the City, County, and State Public Health Agencies.
Bidder shall provide a list of styles and colors available with the bid.
Item 8.d. - Page 14
EXHIBIT B
PAYMENT SCHEDULE
Page 9
Item 8.d. - Page 15
ClTY OF ARROYO GRANDE
RECREATION AND MAINTENANCE SERVICES DEPARTMENT
QUOTATION PAGE
ARTICLE NO. OF UNIT 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. $ .7.5 $
waivJ on tnst.a\)
ClTY 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.
-8e - -75 u~:v40n 1114441 $2.75 $
NAME TAGS - to be provided by the vendor, for all shirts, coveralls and jackets
over the r'ght front pocket. This is a one time charge. $A $-
MaivcLd 0- tfisfal\
PRICE FOR JACKETS BOUGHT OUTRIGHT $ aa. oo
PRICE FOR COVERALLS BOUGHT OUTRIGHT $25.00
PRICE FOR SHORTS BOUGHT OUTRIGHT $ 13.50
Cost to launder jackets $ .bo
Cost to launder coveralls $ -VO
Cost to launder shorts $ -30
PRICE FOR HATS BOUGHT OUTRIGHT (48) s1a.90
SHOP TOWELS (DYED) EVERY OTHER WEEK (75) $.ob
AUTO SEAT COVERS EVERY OTHER WEEK (10) $-4t
FLOOR RUGSISCRAPER MATS EVERY OTHER WEEK (42)
15 - 3' x 4' (mats) $ 1.50 1 - 2' x 3' (scraper) $ \ l 0
10 - 4' x 6' (mats) $2.90 10 - 3' x 5' (scraper) $ \. 85
4-3'xIO'(mats) $3.75 2-4'~6'(scraper) $A50
FLOOR MOPS EVERY OTHER WEEK (1 2)
24" dry (3) $~
36" dry (1)
Wet (8) $1.50
Item 8.d. - Page 16
REPLACEMENT OF LOST OR DESTROYED ARTICLES
Trousers
Shirts
Shop Towels
Seat Covers
Item 8.d. - Page 17
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 lnsurance using lnsurance Services Office "Commercial
General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be
paid in addition to lirrrits. 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 IS0 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.
Professional Liability or Errors and Omissions lnsurance 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.
Page 10
Item 8.d. - Page 18
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 IS0 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.
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
Page 11
Item 8.d. - Page 19
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
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
Page 12
Item 8.d. - Page 20
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.
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.
Page 13
Item 8.d. - Page 21
22. Contractor agrees to provide immediate notice to City of any claim or loss
against Contractor arisirlg 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.
Page 14
Item 8.d. - Page 22
EXHIBIT D
CITY'S REQUEST FOR PROPOSAL
Page 15
Item 8.d. - Page 23
CITY OF ARROYO GRANDE
MAINTENANCE SERVICES DEPARTMENT
1375 ASH STREET
ARROYO GRANDE, CA 93420
Mailing Date: September 6, 201 2 Opening Date: September 27, 201 2
NO'I'ICE INVI'TING BIDS FOR: UNIFORM RENTAL AND RELATED
SERVICES
GENERAL BID PROPOSAL PROVISIONS:
Sealed bid proposals will be received by the City of Arroyo Grande unti'l 2:00 pm
on Thursday, September 27, 201 2, at which time they will be publicly opened and
read in the City Clerk's Office located at 300 East Branch Street, Arroyo Grande,
California 93420. Bid proposals delivered after the aforementioned time and
date will not be considered and will be returned unopened to the bidder.
Quote net prices on all items.
Firm prices for material will be quoted on the basis of FOB City of Arroyo Grande,
California.
Bid prices will be firm for sixty (60) days.
Federal Excise Tax, which the City does NOT pay, shall not be included. The
Director of Administrative Services will sign the necessary excise tax exemption
certificates.
The City DOES pay California Sales Tax (7.75%). This item should be shown
separately on the bid blank, if applicable.
The City's payment terms are thirty (30) days from the receipt of an original
invoice and acceptance of the materials, supplies, equipment, or services (Net
30).
RECREATION AND MAINTENANCE SERVICES DEPARTMENT 1375 Ash Street Arroyo Grande, California 93420
Phone: (805) 473-5460 FAX: (805) 473-5462 E-Mail: agcity@arroyogrande.org Website: www.arroyogrande.org Item 8.d. - Page 24
References in the specifications to any material, item of equipment, or type of
construction by manufacturer's name, make, catalog number or other proprietary
identification shall be interpreted as establishing a standard of quality and shall
not be construed as limiting competition.
If altered products are offered, state make and stock number of each item.
Bidder will furnish complete description of material and note any deviation from
specifications and explain same in writing at time of bid.
Inquiries regarding the specifications should be directed to:
Shane M. Taylor
Maintenance Services Supervisor
(805) 473-5464
The City of Arroyo Grande reserves the right to reject any or all bids and/or to
waive any informality in any bid and to sit and act as the sole judge of the merit
and qualifications of the material offered.
No bid will be accepted by the City of Arroyo Grande unless submitted on bid
form provided for that purpose in a sealed envelope with bidder's name and
address in the upper left corner of the envelope. Telephone quotes WILL NOT
be accepted.
The bidder shall not assign, transfer, convey or otherwise dispose of the contract,
or its right, title or interest, or its power to execute such a contract to any
individual or business entity of any kind without the previous written consent of
the City Council of the City of Arroyo Grande or its agent.
Bid proposals may be delivered by Mail (including Special Delivery and Overnight
Express Mail) to:
Kelly Wetmore
City Clerk
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Item 8.d. - Page 25
Bid proposals may also be delivered by hand, United Parcel Service, Federal
Express or Special Messenger to:
Kelly Wetmore
City Clerk
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
Item 8.d. - Page 26
SPECIFICATIONS FOR UNIFORM AND LAUNDRY SERVICE
CONTRACT TERM: The uniforms bid upon, will be used by the City of Arroyo
Grande for a period of three (3) years, beginning on the date the contract is
signed. The prices bid must be valid for the entire period indicated (three years).
CONDITIONS FOR CANCELLATION: This agreement may be canceled by the
City upon thirty (30) days written notice to the supplier for one or more of the
following reasons, provided the City has given the supplier ten (10) days written
notice to correct the situation.
1. Failure of the supplier to meet service requirements, product
specifications, or any other terms and/or conditions of the contract.
2. Misconduct displayed by supplier's representative.
QUANTITIES REQUIRED: The quantities indicated in the Price Quotation Page
are estimates based on the number of employees currently employed by the City,
in the Maintenance Services Department, who are to be provided with uniforms.
These quantities will be used to determine the lowest overall bid. Actual
quantities required during the life of the contract may vary from these estimates.
DELIVERY AND MAINTENANCE: There are approximately twenty-five (25)
employees working in the Maintenance Services Department to be supplied with
five (5) uniforms weekly, pants and shirts. The vendor will maintain a stock of
eleven (1 1) uniforms for each full-time employee and nine (9) ur~iforms for each
part-time employee.
Contractor shall be responsible for repairs and/or replacement of uniforms based
on normal wear and tear, including sewing on of emblems, patches, and
exchanging sizes when necessary.
Emblems and patches will be provided by the Contractor, subject to approval by
the City. All emblems and patches will be embroidered and sewn on the uniform.
Each uniform supplied under these requirements shall consist of new materials.
All uniforms shall be laundered weekly, pressed and delivered on hangers.
Uniforms will not be accepted if they are soiled or improperly cleaned.
All uniforms are to be new for all employees.
Item 8.d. - Page 27
Unit prices to include weekly pick-up of soiled uniforms and delivery of clean
ones to each Division within the City, at a specified time and day, at the following
locations:
Corporation Yard - 1375 Ash Street (Uniforms, Mats, Towels, Mopheads)
City Hall - 300 East Branch Street (Mats)
Police Department - 200 North Halcyon Road (Mats)
Women's Club - 21 1 Vernon Street (Mats)
Recreation Center - 1221 Ash Street (Mats)
All uniforms will be the same color and style specified by the City and each
employee will have a choice of long or short sleeves or a combination of both.
Some employees require cotton shirts and pants. These shall be supplied at the
same price as poly-blend.
All Brushed Twill Flex-Waist Trousers are to be no less than 9 oz. weight,
polylcotton blend, with the choice of western or regular cut. All Brushed Twill
Flex-Waist Cargo Pants are to be no less than 9 oz. weight, polylcotton blend.
All denim jeans are to be no less than 13.75 oz. weight, relaxed fit jeans. All
Cotton Flex-Waist Trousers are to be no less than 8.5 oz. weight, preshrunk
cotton twill. Brushed Twill Flex-Waist Shorts are an alternative and will be
purchased by the City and laundered by the Contractor.
Jackets shall be zippered, nylon shell, fleece lining, "bomber" or "competitor"
style with zippered pockets, elastic waistband and cuffs.
Coveralls shall be cottonlpolyester blend and will be purchased by the City and
laundered by Contractor.
Hats will be 9713 cottonlspandex, stretch fit, in color to be specified by City. The
City logo is to be embroidered on front of hat. Hats will be purchased by the City
and will not be laundered.
Contractor shall be responsible for all measurements and the fitting of each
employee.
New employees will be furnished with uniforms at the same rate when proper
notification is given by the City, and shall be supplied within four (4) weeks of the
taking of measurements. All new employees shall be supplied with new
uniforms.
Supplier shall process garments on his own premises in accordance with the
standards required by the City, County, and State Public Health Agencies.
Bidder shall provide a list of styles and colors available with the bid.
Item 8.d. - Page 28
The Contractor will supply seventy-five (75) shop towels (dyed blue) and ten (10)
auto seat covers (dyed red) for Auto Shop every other week.
The Contractor will supply forty-two (42) floor rugs for various buildings in sizes
specified on the quote page, to be laundered every other week.
All other charges and/or special services must be included in the proposal and
will be considered by the City before awarding this contract. They include, but
are not limited to: prep charges (set up charges), repair charges, counting of
towels and uniforms, sewing fees, towel replacement costs, depreciation for loss
charges, credit given for vacation (how long), etc.
Item 8.d. - Page 29
CITY OF ARROYO GRANDE
RECREATION AND MAINTENANCE SERVICES DEPARTMENT
QUOTATION PAGE
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. $ $
ARTICLE
TROUSERS
SHIRTS
SUBTOTAL
TOTAL
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. $- $ -
NO. OF
EMPLOYEES
25
25
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 (48) $-
NO. UNITS
PER WEEK
125
125
SHOP TOWELS (DYED) EVERY OTHER WEEK (75) $-
AUTO SEAT COVERS EVERY OTHER WEEK (10) $-
FLOOR RUGSISCRAPER MATS EVERY OTHER WEEK (42)
15 - 3' x 4' (mats) $ 1-2'~3'(scraper) $
10 - 4' x 6' (mats) $ 10-3'~5'(scraper) $
4- 3'x lO'(mats) $ 2 - 4' x 6' (scraper) $
UNIT
PRICE
$
$
$
$
FLOOR MOPS EVERY OTHER WEEK (12)
24" dry (3) $-
36" dry (1 ) $-
Wet (8) $-
TOTAL
PRICE
$
$
$
$
Item 8.d. - Page 30
REPLACEMENT OF LOST OR DESTROYED ARTICLES
Trousers $
Shirts $-
Shop Towels $
Seat Covers $
Item 8.d. - Page 31
EXHIBIT E
CONTRACTOR'S PROPOSAL
Page 16
Item 8.d. - Page 32
CITY OF ARROYO GRANDE
RECREATION AND MAINTENANCE SERVICES DEPARTMENT
QUOTATION PAGE
ARTICLE
DlVlSlOhl EMBLEMS - to be provided by the vendor, for all shirts, coveralls, and
jackets over the left front pocket. This is a one time charge. $ .7.5 $
waiv.P on c*ns+a\\
SUBTOTAL
TOTAL
CITY ENlBLElVlS - 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.
prep -8e - -7s t,~;~d0n 1134441 $2.75 $
NO. OF I NO. UNITS I UNIT
NAME TAGS - to be provided by the vendor, for all shirts, coveralls and jackets
over the 'ght front pocket. This is a one time charge. $Y& $-
Naivr$ dm tfi)fal\
PRICE FOR JACKETS BOUGHT OUTRIGHT $ aa. oo
PRICE FOR COVERALLS BOUGHT OUTRIGHT $35.00
PRICE FOR SHORTS BOUGHT OUTRIGHT $ r 3.30
Cost to launder jackets $ *bo
Cost to launder coveralls $ -70
Cost to launder shorts $ .30
TOTAL
$
$
PRICE FOR HATS BOUGHT OUTRIGHT (48) s1a.90
$
$
SHOP TOWELS (DYED) EVERY OTHER WEEK (75) $A!L
AUTO SEAT COVERS EVERY OTHER WEEK (10) $-4a
FLOOR RUGSISCRAPER MATS EVERY OTHER WEEK (42)
15-3'~4'(mats) $!.so 1 -2'x 3' (scraper) $ \ 10
10- 4'~6'(mats) $2.50 10 - 3' x 5' (scraper) $ \ . 9 5
4 - 3' x 10' (mats) $ 3.7 $ 2 - 4' x 6' (scraper) $ d -5D
FLOOR MOPS EVERY OTHER WEEK (1 2)
24" dry (3) $A
36" dry (1)
Wet (8) $I.SO
Item 8.d. - Page 33
REPLACEMENT OF LOST OR DESTROYED ARTICLES
Trousers $ I 7 .06
Shirts $ Ib -00
Shop Towels $ -30
Seat Covers $ 7. OD
Item 8.d. - Page 34