Fremont City Council Meeting: 05/20/25 07:00 PM
3300 Capitol Avenue Div/Dept: Maintenance Operations
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5443) DOC ID: 5443
Updated: 5/15/2025 1:32 PM by Dina Lewis Page 1
UNIFORM RENTAL AND LAUNDRY SERVICES - Approval of a Service Agreement with Prudential Overall Supply for Uniform Rental and Laundry Services in the Amount of $55,000 per Year with Annual Price Increases Capped at 4 Percent per Year
Contact Persons:
Name: Monica Mathiesen Kelly King
Title: Management Analyst II Maintenance Operations Director Div/Dept: Maintenance Operations Maintenance Operations Phone: 510-979-5702 510-979-5753
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to facilitate a new service agreement for uniform rental and laundry services for the Maintenance Operations Department staff.
BACKGROUND: The Maintenance Operations Department utilizes uniforms for the following staff: Building Maintenance, Fleet Maintenance, Park Maintenance, & Street Maintenance.
Staff engage in industrial work activities and require safe, visible, comfortable garments that withstand their daily tasks. Uniforms are rented and laundered exclusively by the vendor and are delivered weekly. Fleet Maintenance also utilizes rented and laundered shop towels for their operation.
DISCUSSION/ANALYSIS: A request to renew this service (RFP# 25-034) was publicly released on March 19, 2025 and closed on April 2, 2025.
The City received one proposal for this service from Prudential Overall Supply. The proposal was evaluated by a team of City staff applying the following factors: qualifications, feasibility, responsiveness, service agreement, and service rates. Based on the results of the evaluation process, staff recommends approval of the service agreement with Prudential Overall Supply to provide the services outlined in the RFP.
The service agreement will be a seven year term, beginning July 1, 2025 through June 30, 2032. The annual not-to-exceed amount for Fiscal Year 2025/26 and 2026/27 is $55,000. ($45,000 for rental and laundry services plus up to $10,000 for annual additional services).
FISCAL IMPACT: The initial annual cost of the Service Agreement with Prudential Overall Supply is a not-to-exceed cost of $55,000 ($45,000 for rental and laundry services plus up to $10,000 for annual additional services). Annual price increases for the rental and laundry services amount are included after the second year based on the San Francisco-Oakland- Hayward Consumer Price Index for All Urban Consumers (CPI-U), which will be calculated on an average for the period of April to April; however, the price increase shall not exceed four percent in any year. Price increases will take effect on July 1 of each year, with the first increase scheduled to occur on July 1, 2027. If no increase is indicated in the CPI Index, the Contractor will not be allowed a price increase. There is sufficient funding in the Council Staff Report (ID # 5443) Meeting of May 20, 2025 Updated: 5/15/2025 1:32 PM by Dina Lewis Page 2
Maintenance Operations Department’s General Fund (Fund 001) budget to cover the cost of the first year of this Agreement.
ENVIRONMENTAL REVIEW: This action is not a project as defined by Pub. Res. Code Section 21065 and is categorically exempt under Section 15061(b)(3) of the California Environmental Quality Act (CEQA) in that it is not a project which has the potential for causing a significant effect on the environment.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager, or designee, to execute a seven-year service agreement (July 1, 2025 to June 30, 2032) with Prudential Overall Supply for uniform rental and laundry services for Maintenance Operations staff, at an annual cost of $55,000 ($45,000 for rental and laundry services plus up to $10,000 for annual additional services) for Fiscal Year 2025/26 and 2026/27, with annual price increases based on CPI-U but capped at four percent per year.