RFP - Uniform Rental Services v.full Exhibit A — Patterson City Council, June 21, 2022

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REQUEST FOR PROPOSALS

UNIFORM RENTAL SERVICES
Table of Contents
I. Introduction……………………………………………………………….3
II. Purpose……………………………………………………………………3
III. Board……………………………………………………………………...3
IV. Administrative Personnel…………………………………………………3
V. Scope of Services………………………………………………………....3
VI. RFP Instructions…………………………………………………………..3
VII. RFP Questions for Providers……………………………………………...6
VIII. RFP Review………………………………………………………………7
IX. Pre-bidder’s Conference…………………………………………………..7
X. Company Qualifications…………………………………………………..7
XI. Selection Criteria………………………………………………………….7
XII. RFP Requirements and Conditions……………………………………….8
XIII. Insurance Requirements…………………………………………………..9
XIV. Contract Conditions……………………………………………………….11
Exhibits:

A. Scope of Work
B. Contact Information Form
C. Proposal Form
D. Company Information
E. Regular Safety Shirts E(a). Regular Shirt, no gray tape F. Regular Shirts (WQCF/Collections)
G. Hooded Parka Jacket
H. Polo Shirts (Supervisor’s)
Following pages must be
signed and returned for bid
to be valid:

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CITY OF PATTERSON

UNIFORM RENTAL SERVICES
I. INTRODUCTION
The City of Patterson was established in 1919 as a corporation. The City is governed by a five-member elected City Council and an appointed City Manager to oversee day to day operations.

II. PURPOSE
The purpose of this Request for Proposals is to solicit responses from qualified companies to furnish services to the COP as identified in the “Scope of Work” of this request.

III. CITY COUNCIL
The powers of the City of Patterson are vested in its City Council.

IV. ADMINISTRATIVE PERSONNEL
Ken Irwin, City Manager
V. SCOPE OF SERVICES
Respondents will be expected to provide uniform rental and laundry services as outlined in the attached “Exhibit A” Scope of Work that has been provided.

VI. RFP INSTRUCTIONS
a. Contact Information
This RFP is being issued, as will any addenda, by the City of Patterson. The contact person for the City of Patterson is:

Contract/Office Contact Services Contact
Sonia Delgado, Administrative Manager Robert Andrade, Deputy Director 1 Plaza, P.O. Box 667 16215 Baldwin Road
Patterson, CA 95363 Patterson, CA 95363
(209) 895-8063 (209) 895-8162
[email protected] [email protected] b. RFP Submission and Format
By this Request for Proposals, the City of Patterson solicits proposals to be received by Thursday, March 31, 2016 in the form outlined below. Late submittals will not be accepted.

1. Proposals may be submitted by mail, or hand-delivered, and shall contain One (1) signed “original” and four (4) copies. (Please make sure to identify the “Original” on the outside of the proposal document). Any general information Page | 4 of 30
not specifically relevant to the proposal shall be omitted or bound in a separate document. At a minimum, the proposal shall include the following:
 Identification of the company or individual(s) including name, address, telephone number, fax number, and email address;  Name, title, address and telephone number of contact person through the term of the contract.

In addition to submission of your proposal, the City of Patterson requires each bidder to include a sample of their product for each of the clothing items described in these bid documents so a comparison can be made to the uniforms currently being utilized at this agency. Upon completion of the bid process, and upon award of a contract for these services, all sample items/product will be fully returned to you.

2. Proposal shall be submitted by mail, or hand-delivered to:

City of Patterson
Public Works Department
Attn: Sonia Delgado
1 Plaza, 2nd Floor
P.O. Box 667
Patterson, CA 95363
The envelope/package must be sealed and include the following notation on the bottom left hand corner of the proposal, “Request for Proposal for Uniform Rental Services.” Please also include company/individual name on outside of envelope. The proposals will be evaluated based on the criteria established in the RFP document. Proposals received after the specified date and time will not be accepted.

3. Facsimile Copies or emails will not be accepted. All proposals will become property of the City of Patterson of the City of Patterson upon submission. c. RFP Terms and Conditions
The City of Patterson reserves the right to select more than one respondent (and will accept joint venture proposals), to select a respondent(s) for specific purposes or for any combination of specific purposes, and to defer the selection of any respondent(s) to a time of the City of Patterson’s choosing. d. City Council and Staff Communications
Under no circumstances may any member of the City Council or any staff member other than the contact specified in Section VI. a. above to be contacted during this Page | 5 of 30
RFP process by any entity intending to submit a response to this RFP. Failure to comply with this request will result in disqualification. All questions should be in writing and directed to the individuals identified in Section VI. a. above. e. Timetable:

Event Date
Request for Proposal Released March 3, 2016
Mandatory Pre-bid Conference March 15, 2016 at 2:00 PM
Due Date for Questions March 16, 2016 at 2:00 PM
Posting of Responses for Questions March 18, 2016
Proposals Due March 31, 2016 by 4:00 PM
Evaluation Process April 1-11, 2016
Council Approval April 19, 2016
Award Contract April 2016
Fittings April 2016
Delivery of Uniforms by June 27, 2016
Contract Beginning July 1, 2016
If you have any questions regarding this proposal, you must submit them in writing by email to [email protected] or by Fax to (209) 895-8069, Attention:

Sonia Delgado, no later than 2:00 pm PST on March 16, 2016.

Responses to all appropriately submitted questions will be posted on the City of Patterson website on or before Friday, March 18, 2016.

The deadline for submissions in response to this Request for Proposals is 4:00 p.m. (PST), Thursday, March 31, 2016. Telephone or fax responses will not be accepted for this request. It is the intent of the City of Patterson to select a Uniform Services provider no later than April 2016.
f. Release of Information
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Information submitted in response to this RFP will not be released by the City of Patterson during the proposal evaluation process or prior to the award. g. Proprietary Information
If a respondent does not desire certain proprietary information in their response disclosed, the respondent is required to identify all propriety information in the response, which identification shall be submitted concurrently with the response.

If the respondent fails to identify proprietary information, it agrees by submission of its response that those sections shall be deemed nonproprietary and may be made available upon public request after a contract award. h. Term of Contract
The contract will be offered for a term of five (5) years with an option to renew for an additional one (1) year period for a total maximum term of six (6) years or until such time as cancelled per the terms of the agreement.
i. City of Patterson Reserves the Right to:

1. Request an oral interview with, and additional information from companies prior to final selection of a provider.

2. Consider information about a company in addition to the information submitted in the response or interview.

3. Reject any and all responses and waive any irregularities. j. Consumer Price Index Changes/Adjustments

1. Vendor will be bidding a flat rate for the five (5) years and a consumer price index update would be considered for the 6th year if the City opts to extend the service.
k. Changes

1. If vendor makes any changes to the service, the vendor must notify the City by written notice within (10) days prior to change.

VII. RFP QUESTIONS FOR PROVIDERS
a. Organizational and Personnel Background
State the firm’s ability to provide the Services as described in the Scope of Services for this RFP. Provide a brief history of the firm and its experience, qualifications and success in providing these services. Describe what your firm’s major organization strengths are.
b. Experience
Discuss your experience in serving as a provider of Uniform Rental Services.

Proposers must have a minimum of 3 years’ experience providing uniform rental services to an organization of 40 employees or more.
c. Specific Information
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Identify the specific individuals who would be assigned to work with the City of Patterson and specify which person would be the primary contact person with the City of Patterson.

1. Company selected shall have delivered all uniforms no later than the beginning of the last week of June 2016.
d. Price
Provide the monthly cost for rendering these services. Include all costs associated with the services to be rendered in coordination with Exhibit C. e. Financial Information
Include in your proposal a statement of financial resources or financial statements, which demonstrate the Contractor’s ability to provide services as required. f. Security Clause
A 10% performance bond of the total 5 year contract is required. In the event that the vendor is no longer able to continue daily operations, the City of Patterson will opt to purchase the uniforms using the 1/36 formula value of the garment. g. Affirmative Action
The City of Patterson requires that each respondent be an Equal Opportunity Employer: State that the respondent complies fully with all government regulations regarding nondiscriminatory employment practices.

VIII. RFP REVIEW
At a City of Patterson meeting, scheduled after such review, some of the companies that have responded may be asked to be available for interviews. If so, those companies will be given not less than three (3) business days’ notice, along with the date, time and place for interviews. Expenses will be the responsibility of the respondent.

IX. PRE-RFP CONFERENCE
March 15, 2016 at 2:00 PM at the Corporation Yard located at 16215 Baldwin Road Patterson.

X. COMPANY QUALIFICATIONS
Proposals shall be considered from responsible organization or individuals engaged in the performance of Uniform Rental Services. Proposals must include information on competency in performing comparable services, demonstration of acceptable financial resources, and personnel staffing. The vendor shall furnish detailed information on Page | 8 of 30
references, as well as background and experience with projects of a similar type and scope to include as a minimum:
a. Brief history of the company
b. A listing of five (5) references where comparable services were performed. The client reference shall include the name of organization, contact person, address and telephone numbers.
c. Vendor shall describe their understanding of the project scope, their proposed approach to performing the services, and submit a proposed schedule.

XI. SELECTION CRITERIA
Proposals will be evaluated based on the selection factors listed below; the relative weight that each factor will receive in the evaluation is shown below.

Selection Factors:
a. Experience of the company (20 points): Including number of years providing uniform rental services. The City of Patterson reserves the right to contact any party that the proposer has worked for in the past and to reject a proposer based on past poor performance.
b. Organizations qualifications (10 points): Training experience and longevity of staff; training programs; quality of operating policies and personnel procedures. c. Cost (70 points):

Cost (fees), weighted, based on lowest price at 70 points Lowest Bidder’s Price
Score= X 70
Bidder’s Price
XII. RFP REQUIREMENTS AND CONDITIONS
Minimum Requirements
This RFP sets forth the minimum requirements that all submission shall meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable.

Cost of the Proposal
Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the proposer and will not be reimbursed by the City of Patterson.

Proposers shall not include any such expenses as part of their proposals.

Clarification to Proposals
The City of Patterson reserves the right to obtain clarifications of any point in the company’s proposal or to obtain additional information necessary to property evaluate a Page | 9 of 30
particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of the company’s response or responses.

Cancellation of the RFP
The City of Patterson reserves the right to cancel this RFP at any time, for any reason, and without liability if cancellation is deemed to be in the best interest of the City of Patterson. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal.

City Council
City Council has the right to reject any and all bids.

Collusion
Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of the City of Patterson has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion, or connection of any kind with any other proposer; and that the proposer is competing solely in its own behalf without connection with, or obligation to any undisclosed person or company.

Contacts
All questions concerning the RFP shall be directed to Sonia Delgado whose contact information is provided above. To avoid all appearances of impropriety proposer should only contact the above referenced staff person and should not attempt to contact any City of Patterson Council Members or the City Manager. No oral requests for clarification or information will be accepted except at the Pre-RFP Conference on March 15, 2016. All such requests must be in writing (by email, mail, fax, or hand delivery) and submitted to the City of Patterson prior to 2:00 pm PST on March 16, 2016. All questions and clarifications shall be answered by written addendum, to be issued no later than Friday, March 18, 2016 to all respondents who have been duly recorded as having received a copy in the City of Patterson’s RFP distribution log.

Disputes
In case of any doubt or differences of opinions as to the participation sought hereunder or the interpretation of the provisions of the RFP, the decision of the City of Patterson shall be final and binding upon all parties.

XIII. INSURANCE REQUIREMENTS
A. Proof of Insurance, shall not be terminated or expire without thirty (30) days written notice, and are required to be maintained in force until completion of the contract.

The contractor shall require all subcontractors used in the performance of this contract to name the City of Patterson as an additional insured. Following are the standard types and minimum amounts.

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 Commercial General Liability: $1,000,000; combined single limit bodily and property damage liability per occurrence; with an endorsement naming the City of Patterson as additional insured.
 Worker’s Compensation: statutory limits or,
 Self-Insurance Program: a State Approved program in an amount and form that meets all applicable requirements of the Labor Code of the State of California.

B. Failure to provide proof of insurance or failure to maintain insurance as required in this bid, or by law; are grounds for immediate termination of the contract. In addition, the awarded bidder should be liable for all re-procurement costs and any other remedies under law.

C. Indemnification and Insurance Requirements

1. Indemnification
The Vendor agrees to indemnify, defend and hold harmless the City of Patterson and its authorized officers, employees, agents and volunteers from any and all claims, actions, losses, damages, and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors or omissions of any person and for any costs or expenses incurred by the City of Patterson on account of any claim therefore, except where such indemnification is prohibited by law.

2. Additional Named Insured
All policies, except for the Worker’s Compensation, Errors and Omissions and Professional Liability policies, shall contain additional endorsements naming the City of Patterson and its officers, employees, agents and volunteers as additional named insured with respect to liabilities arising out of the performance of services hereunder.

3. Waiver of Subrogation Rights
The Vendor shall require the carriers of the above required coverages to waive all rights of subrogation against the City of Patterson, its officers, employees, agents, volunteers, Contractors and subcontractors.

4. Policies Primary and Non-Contributory
All policies required above are to be primary and non-contributory with any insurance or self-insurance programs carried or administered by the City of Patterson.

5. Proof of Coverage
The Vendor shall immediately furnish certificates of insurance to the City of Patterson City Clerk & Public Works Department administering the Contract evidencing the insurance coverage, including the endorsements above required, prior to the commencement of performance of services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department.

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Contractor shall maintain such insurance from the time Vendor commences performance of services hereunder until the completion of such services.

Within sixty (60) days of the commencement of this Agreement, the Contractor shall furnish certified copies of the policies and all endorsements.

6. Insurance Review
The above insurance requirements are subject to periodic review by the City of Patterson. The City of Patterson’s City Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is reasonably priced, or is not needed to protect the interest of the City of Patterson. In addition, if the Risk Manager determines that heretofore, unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonably priced or available, the Risk Manager is authorized but not required, to change the above insurance requirements, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against the City of Patterson, inflation, or any other item reasonably related to the City of Patterson’s risk. Any such reduction or waiver for the entire term of the Agreement and any change requiring additional types of insurance coverage or higher coverage limits must be made by amendment to this Agreement. Vendor agrees to execute any such amendment within thirty (30) days of receipt.

XIV. CONTRACT CONDITIONS
Americans with Disabilities Act
Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statues.

Law of the State of California
The resulting contract will be entered into within the State of California and the law of said state, whether substantive or procedural, shall apply to the contract, and all statutory, charter and ordinance provisions that is applicable to public contracts within the Count of Stanislaus County and the State of California shall be followed with respect to the contract.

Contract Terms and Final Selection
The selected company will be expected to sign the City of Patterson’s Contract Agreement. If the selected applicant and the City of Patterson cannot come to terms with respect to the contract, the City of Patterson reserves the right to select the next most qualified applicant or to terminate this RFP and to re-issue a new RFP if no Proposer is acceptable to the City of Patterson.

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EXHIBIT A
Uniform Rental Services Provider
Scope of Work
Industrial Rental Uniform Services
The successful vendor(s) shall be able to deliver, once a week, freshly laundered uniforms to various City of Patterson locations as designated by the City of Patterson, and to pick up soiled uniforms, once a week, from the same locations.

Vendor will provide equipment needed for rental/pick up services for example; clothing rack, hamper bins and red hazard bags for soiled clothes.

Basic rental service shall be charged per uniform set on a weekly basis and charged on a monthly invoice. Rental rate shall apply to any period that an employee may be away from the City of Patterson, due to vacation or temporary illness, but such rental shall not apply to any absence of greater than one (1) week or after an employee resigns, retires, or employment terminates. (Uniforms are returned to vendor at no cost to the City of Patterson.) All uniforms will remain the property of the supplier. The City of Patterson will return uniforms to the supplier for employees that are terminated.

The service shall start out with all new and unused clothing. No seconds or previously supplied clothing will be acceptable. Vendor will be required to maintain uniforms that appear to be new and of professional quality, with no tears, worn spots, faded colors, improper fit, etc. throughout the term of the contract. This determination shall be left to the discretion of the City of Patterson.

Supplier is responsible for measuring all individuals covered in this contract, and shall guarantee proper fit at the time of delivery. Fittings should be done as needed as determined by the City.

Supplier shall provide at no cost to the City of Patterson the initial issue for all employees who participate in this program, including any new employees.

The selected firm will be required to provide quality, reliable service with special attention given to meeting required schedules for delivery, serving the designated locations, and submitting properly annotated invoices. Services will include the following;  Provide weekly on-time deliveries of uniforms to specified delivery locations during the hours of operation noted in this RFP, which are as follows:

Corporation Yard
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16215 S. Baldwin Road
Patterson, Ca 95363
Contact: Robert Andrade, Deputy Director of Public Works Office: (209) 895-8162 Cell: (209) 652-0843
Hammon Senior Center
1033 W. Las Palmas Ave
Patterson, CA 95363
Contact: Juliene Flanders
Office: (209) 895-8080
 Business Hours for Deliveries are:

Monday-Friday: 9:00 AM to 3:00 PM
(Closed most Holidays)
 Additional clothing items which may be ordered on an “as-needed” basis.  Provide an experienced Account Manager assigned to the City of Patterson to implement and manage the services. The Account Manager will be assisted by other members of the selected Firm’s staff in completing key activities. This includes an experienced Customer Service Representative to handle problems or complaints. If there is a change in the Account Manager assigned to the City of Patterson, then the City of Patterson is to be notified of such change, and provided with the new Account Manager’s contact information.

City of Patterson and Name Patch
All shirts and coveralls shall have the City of Patterson emblem, which shall be provided to the City of Patterson by the vendor, and sewn on all shirts and coveralls by the supplier. Name patches shall be provided by the supplier, at no cost to the City of Patterson, and sewn on the shirts and coveralls. Name patches shall have the name of the employee. Names shall also be embroidered or silkscreened in navy, on a white background. The City of Patterson emblem will be required on all caps as ordered or requested. Embroidered name patches and logos will be used on the identified supervisor polo shirts. Regular identified employees will be silk screen printed logo and name patch.

Uniform Requirements
The City of Patterson estimates that it shall be necessary to furnish uniforms for approximately 34 full or part-time employees. The City of Patterson reserves the right to increase or decrease the quantity of uniforms required at the same price as bid. Eleven (11) sets are required for each employee.

Uniform sets may consist of one of the following:
1) one (1) shirt (long or short sleeves and one (1) pair of trousers; 2) one (1) shirt (long or short sleeves); one (1) pair of coveralls Page | 14 of 30
These shall be measured to fit the individual. (All measuring shall be accomplished within one (1) week at each department’s convenience and shall take place at the locations listed in the RFP)
Exhibit E - Regular Safety Shirts (Parks, UF, Streets, Bldg. Maint.) (Short Sleeve & Long Sleeve (Extra Long/Tall Shirt Option) – 65% polyester, 35% combed cotton, six (6) button closure, one (1) or two (2) button-through pockets. The shirts will need to meet OSHA Class 2 requirements which require retroflective gray tape safety strips. Example is provided in Exhibit E.

Exhibit E(a) – Regular Short Sleeve Shirt (Water) – This shirt shall not have retroflective gray tape safety strips. These shirts shall meet requirements for fire/flame resistence. 65% polyester, 35% combed cotton, six (6) button closure, one (1) or two (2) button-through pockets.

Color: Yellow Top/Navy Bottom
Exhibit F - Regular Shirts (WQCF/Collections) – 65% polyester, 35% combed cotton, six (6) button closure, one (1) or two (2) button-through pockets and be fire/flame resistant.

Color: Burgundy
Exhibit G - Hooded Jacket (Parka): 27”, Lining: Polar Fleece with waterproof seams, Slash Pocket Mid-weight, heavy-duty and sturdy brass zipper. Outer fabric should be 100% polyester. Hood needs to either be folded in or snap off when not in use. Parka needs to be waterproof. High Visibility - Class 3.

Color: Yellow/Lime Green – Navy Bottom
Exhibit H - Polo Shirts (Men’s and Women’s) Various Colors – 100% cotton, short-sleeve banded mesh, stain release when washed, no-curl collar which lays flat, wrinkle resistant, nonfade, sturdy reinforced shoulders, neat banded sleeves. Machine Washable.

Color: Yellow Top/Navy Bottom
Trousers – City of Patterson employees shall have a choice of regular cut. The material of all trousers shall be 65% Dacron polyester, 35% cotton twill.

Color: Navy (Parks, UF, Streets, Bldg. Maint., Water)
Regular Pants – Material of all regular pants shall be 65% Dacron polyester, 35% cotton twill. 2 slack-style pockets, 2 set-in hip pockets, stop button through left hip pocket, no button right hip pocket, slight tapered leg, heavy duty brass zipper, button closure.

Color: Light Gray (WQCF/Collections)
Western Cut (Jean Cut) Pants – Denim, 2 frontier-style pockets, 2 double-needle patch hip pocket, no button right hip pocket, slight tapered leg, heavy duty brass zipper, button closure.

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Men’s Executive Oxford Long Sleeve Shirts – Light Blue – White/Blue Stripe. (Recreation) Arasoft Work Shirt – Tan/Spruce. (Recreation)
Coveralls – Coveralls shall be 65% Fortel (or acceptable equal) polyester, 35% combed cotton, pre-cure durable press, two-way brass zipper, gripper at neck, collar – one piece, topstitched; hemmed sleeves, set-in front pockets, two breast pockets, two patch hip pockets, rule pocket, action-back, side vent openings. Class 2 OSHA Retroflective gray tape. Color is Yellow or Orange High Visibility.
*An alternative option of “Fire-resistant coveralls” are needed, 54-RG Flame Resistant,

10.1 ATPV, 45% Modacrylic, 35% Lyocell, 20% Aramid. Color is Navy..

Color: See notes above.

Cap (Baseball Cap): Low-profile baseball cap, sewn eyelets for ventilation, fit adjusts with flex fit, 98% polyester and 2% spandex. Hand wash.

Unless otherwise specified or requested, shirts are yellow, regular pants are navy.

GARMENT QUALITY REQUIREMENT
A. Maintenance of Garments
The supplier shall:

1. Launder/clean all uniforms exclusively in the supplier’s own plants in accordance with the State of California Public Health Agencies.

2. Keep garments in presentable conditions at all times. If, solely in the opinion of the City of Patterson, garments are worn or unsatisfactory, they shall be replaced immediately. Failure to provide new replacement garments within one (1) cycle will result in double credits for said garments until the replacement. Any garments not replaced within four (4) weeks may result in termination of the contract for nonperformance. Uniforms replaced for fair wear and tear, size, style or type changes will be at no additional cost or fee to the City of Patterson for either the uniform or the name tag.

3. Be responsible for normal wear of the uniforms and maintain them in an excellent state of repair at all times. Garment life shall be based upon a normal wear basis, replacements shall be provided as required to allow for a “first-class” appearance at all times.

4. Repair general cuts, tears and damage to uniforms caused by normal hazards of the employee’s work, at no cost to the City of Patterson. Garments damaged beyond repair, solely in the judgment of the City of Patterson, by employee’s carelessness, will be Page | 16 of 30
replaced and charged to the City of Patterson (see Section C) in the week following the damaged garment being returned to the delivery point with notations. All garments in need of repair shall be delivered on the next scheduled deliver. In addition, suppler shall furnish written instructions and provide a simplified repair/replacement policy at all pickup/delivery points within the City of Patterson. Periodically, the route person shall verify the instructions are still present at the sites as well as provide any and all tags as may be necessary to keep the system operating.

B. Vendor’s Representative
The supplier will provide the City of Patterson, with the name of the person who will represent the supplier in the administration of this contract. This person must be within the level of management capable of acting without recourse in making decisions with respect to this agreement. This person must be able to meet with the City of Patterson management on a regular basis thus ensuring compliance with contract terms.

C. Reasonable Wear. Repair & Lost Garments
Reasonable wear of garments is expected and is to be included in the supplier’s cost projections.

The City of Patterson expects that the supplier will replace any and all garments, which, by reason of wear, do not represent the proper image the City of Patterson wishes to maintain.

This replacement shall be done at no cost to the City of Patterson.

The supplier at no cost will provide minor repairs such as, but not limited to, button replacement, zipper replacement and small tear patching to the City of Patterson. (Tear patching must not be readily noticeable from a distance of two (2) feet.) The City of Patterson at a prorated basis using 1/36 formula detailed herein will pay for garments requiring replacement due to damage caused by the employee, not attributable to normal wear and tear.

1. 1/36 Formula
The supplier will prorate the cost of uniform replacements by attributing a value to the garments over the 36-month period of the contract. If a uniform is replaced because of damage by the employee or at the request of the City of Patterson (barring those, which results in change of department, by employee or change in uniform color or styling), or for reasons other than normal wear and tear, the City of Patterson will pay the prorated fee.

Example: Shirt 36-month value: $12.00
Monthly prorate: $ 0.333
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The replacement cost of the $12.00 would be reduced by $ 0.333 per month of service.

2. Lost Garments
In that all garments remain the property of the supplier, a loss charge may be levied against the City of Patterson when a garment is lost by the City of Patterson personnel and not returned. Prior notification to the City of Patterson using Department/Division of all replacement charges will be required prior to their appearance on an invoice.

RENTAL SERVICE REQUIREMENTS
Price per item includes all rental costs, sales tax, environmental fee, the cost of the original fitting, attachment and removal of City of Patterson patches, cleaning, exchange, replacement due to wear, minor repairs, delivery and pickup, etc. Name patches and the City of Patterson logo patches shall be provided by vendor.

No added charges or resizing fees shall be levied provided the employee does not change sizes more than once a year.

The uniform service company shall levy no added surcharges of any kind due to increases in operating expenses. Future fuel surcharges or service charges will not be accepted.

All trousers, shirts, and coveralls originally issued will be new. All trousers, shirts, and coveralls will be replaced every 18 months. All uniforms shall be to the satisfaction of the manager of each department using the uniforms. The supplier will immediately replace any uniform not meeting these standards of neat appearance.

Prices shall remain firm for base period of contract. In the event of price increases beyond the reasonable control of the Vendor, including but not limited to prevailing wage requirements, collective bargaining agreements, government mandates, insurance costs, and supply price changes; Vendor will provide to the City of Patterson a written request for change order accompanied by bona fide proof of said change at least 30 days in advance of effective date.

The City of Patterson retains the sole right to accept or reject changes for supply prices. Vendor shall also, in the event of a reduction in cost of these items, provide the City of Patterson with an equitable reduction in cost, with notification 30 days in advance of effective date.

A. Uniforms: Eleven (11) Sets per two-week period for each employee.

Inventory is 11 changes per person (including one “swing” change) and is for a full two-week cycle. Six shall be in the possession of the employee and five shall be in the possession of the uniform laundry service.

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All bids will be given consideration on an “or equal” basis. Please indicate brand and manufacturer of units you propose to furnish. Bids shall include descriptive literature and/or brochures. Samples may be requested by Purchasing during bid and evaluation process. A plant visit and inspection may be required by the City of Patterson to ensure vendor’s performance and compliance to bid specifications.

Measurements and color selection by each department will be taken within one week of award of contract, at each location’s convenience. Appointments will be made between vendor and department supervisor for this procedure. Fittings will be done at delivery locations.

Supplier shall tag each garment to identify the user and the month/year of issue. Included, as part of this bid; is the right of the City of Patterson to order such additional garments or City of Patterson items to be cleaned, not herein listed. If any such additional garments or items to be cleaned should be required, City of Patterson Public Works shall negotiate the price with the supplier. Successful bidder shall supply inventory count sheet of uniforms picked up and uniforms delivered each week before departure from premises.

C. Purchase of Uniforms
 The City of Patterson recognizes that it may be necessary to purchase new uniforms during the period of this contract. Quantities for each employee are to be determined by each location according to their need. In addition, prior authorization by the City of Patterson’s Public Works Deputy Director is required before any new uniforms are ordered.
 Specifications shall be in accordance with the contract specifications described in Section IV Contract Specifications.
 Bid prices shall include sewing on the City of Patterson emblem and providing and sewing on nametags per contract specifications described in Section IV.

Since uniforms shall be purchased on an “as needed” basis, bid prices on the purchase of uniforms shall remain firm for three years. These prices will also be used in the computation of premature replacement value utilizing the 1/36 formula (Section V. – C. Reasonable Wear, Repair & Lost Garments).

Table located on Proposal C, Page 22.

For this Bid to be valid, this sheet must be signed.

Date____________________Signature____________________________

EXHIBIT B

CONTACT INFORMATION FORM

To: Sonia Delgado, Public Works Department
(209) 895-8063 Office (209) 895-8069 Fax [email protected] email

This fax is to acknowledge that we are in receipt of your RFP for Uniform Services and have noted our intention to bid.

Vendor Name:

Address:

Contact/Title:

Phone:

Fax:

Email:

I PLAN TO SUBMIT A BID.

Yes, I will be submitting a bid.

Maybe, I need to to research and get more information (contact City of Patterson information listed above) NO BID. Indicate any of the following. We:

Do NOT desire to be retained on the vendor list.

Desire to be retained on the vendor list, but decline to bid based on the following:

Cannot comply with specifications/scope of work, Explain:

Cannot meet delivery requirements, Explain:

Do not regularly provide this type of product/service
Other, Explain:

Please update my information as listed above.

HOW YOU FOUND OUT ABOUT THE BID. Indicate any of the following. We:

Checked the agency website.

Received notice by fax or email
Newspaper Ad, please list paper:

Trade publication, please list:

Plan Room, please list:

Other, Explain: Page | 19 of 30

EXHIBIT C

PROPOSAL FORM
Proposal: Uniform Rental Services Provider

To: City of Patterson
1 Plaza, 2nd Floor
P.O. Box 667
Patterson, CA 95363

1. The undersigned, having familiarized themselves with the local conditions affecting the cost of the work, and with the Specifications, if any thereto, hereby proposes to furnish all labor, materials, equipment and services required to provide such service(s) described in the scope of work in accordance therewith, for the sum of:

Amounts should be based on eleven (11) sets of uniforms based on quantity in column A and the cost in column C to get the monthly cost.

Sets consist of one (1) shirt, one (1) pant.

A B C D E
Uniform Item Employees Sets Cost Monthly Annual Price
Regular Safety Shirt (Short/Long Sleeves) Exhibit E 14 11 Replacement cost if not returned upon termination
Regular Shirt (Short/Long Sleeves) Exhibit E(a) 6 11
Replacement cost if not returned upon termination
Regular Shirt (Short/Long Sleeves) Exhibit F 2 11
Replacement cost if not returned upon termination
Polo Shirts (Men's and Women's) Exhibit H 4 11
Replacement cost if not returned upon termination
Trousers 21 11
Replacement cost if not returned upon termination
Regular Pants 8 11
Replacement cost if not returned upon termination
Western Cut (Jean Cut) Pants 5 11
Replacement cost if not returned upon termination
Coveralls - High Visibility Color: Yellow or Orange 14 2 Replacement cost if not returned upon termination
Coveralls - Fire Resistant Color: Navy 6 2
Replacement cost if not returned upon termination
Fleet Shirt - Light Blue 2 11
Replacement cost if not returned upon termination
Fleet Pant - Light Blue 2 11
Replacement cost if not returned upon termination
Recreation - Oxford Long Sleeve Shirt - Light Blue/Blue Strip 1 Replacement cost if not returned upon termination
Recreation - Arasoft Work Shirt - Tan/Spruce 1
Replacement cost if not returned upon termination
Totals
Page | 20 of 30
Please note: If there are any additional costs associated with garments that are considered to be of a "special size", then you need to include those costs and list the sizes that would be associated with the costs in your proposal.

Vendor shall also complete, sign and attach "Attachment C" to be considered responsive.

2. In submitting this proposal it is understood that the right is reserved by the City of Patterson to reject any and all proposals. If written notice of the acceptance of this proposal is mailed, faxed, or delivered to the undersigned within thirty (30) days after opening thereof, or at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the prescribed form and furnish any required insurance requirements within ten (10) days after the contract is presented to him for signature.

NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001.

Date 20
(Company Name)
(Official Address) (By)
(Title)
(Contractor's State License Number) (Telephone Number)
Page | 21 of 30

SINGLE PURCHASE ITEMS
Item Name One-time Purchase Price
Hooded Park Jacket - Exhibit G
*Cap (Baseball Cap with Logo)
1/36th Cost Prices
Item Cost Monthly Rate
Regular Safety Shirt Exhibit E 36 = $
Regular Shirt Exhibit E(a) 36 = $
Regular Shirt Exhibit F 36 = $
Polo Shirts Exhibit H 36 = $
Trousers 36 = $
Regular Pants 36 = $
Western Cut (Jean Cut) Pants 36 = $
Coveralls - High Visibility 36 = $
Coveralls - Fire Resistant 36 = $
36 = $
36 = $
36 = $
Page | 22 of 30

EXHIBIT D

Patterson City CouncilJune 21, 2022

Patterson City Council
June 21, 2022