City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01326 7/23/2024 Consent Item 14.
Contract Extension: PRC000482 Citywide Uniform Rental and Laundering Service File ID: 2024-01326
Location: Citywide
Recommendation: Pass a Motion: 1) approving extending the terms of contract No. PRC000482 with Mission Linen Supply for Citywide Uniform Rental and Laundering Service for an additional six months, through February 28, 2025; and 2) authorizing the City Manager or the City Manager’s designee to execute the contract amendment.
Contact: Gary O’Neill, Contract and Compliance Specialist, (916) 808-7432, [email protected]; Dayana Reyes Zanaska, Procurement Services Manager, (916) 808- 5524, [email protected]; Department of Finance Presenter: None
Attachments:
1-Description/Analysis
2- PRC000482 Contract Amendment No. 8
Description/Analysis
Issue Detail: Uniform shirts, pants, shorts, and coveralls are provided to City staff members in various departments as outlined in various Labor Agreement MOUs when these items are needed to perform job duties. In addition, towels and entrance mats are available for use by various City departments. The current five-year contract for these services from Mission Linen Supply expires on August 31, 2024. The City received approval from the City Council to use the Request for Proposal (RFP) method to solicit a new contract (Motion No. 2023-0307 on 11/14/2023). The Procurement Services Division issued RFP No. P24061521009 earlier this year with a closing date of April 10, 2024. Four proposals were received. A significant amount of time was spent reviewing and determining that one of the proposals was non-responsive. This delayed the start of the evaluation process by a City evaluation panel until late June. There is not sufficient time to award a new contract and transition to a new contractor if it is determined that the incumbent is not the top-ranked proposer.
Policy Considerations: The recommendations in this report are in accordance with the provisions of
File ID: 2024-01326 7/23/2024 Consent Item 14.
City Code 3.56 regarding the purchase of nonprofessional services. Administrative Policy AP-4101 for Nonprofessional Services, Item 10 (a) (2) states that contracts may be extended for a total term longer than five years if approved by the City Council.
Economic Impacts: None.
Environmental Considerations:
California Environmental Quality Act (CEQA): The proposed activity is not a project pursuant to the California Environmental Quality Act (CEQA). CEQA Guidelines Section 15378 (b)(2). The activity is a continuing administrative or maintenance activity, such as the purchases of supplies, personnel-related actions, general policy and procedure making and is not subject to CEQA. CEQA Guidelines Section 15060(c)(3).
Sustainability: The contract includes a requirement to provide current environmentally friendly processing methods. Mission laundering service uses less water, less energy, and fewer chemicals than are used in home laundering. Mission also manages the discharge of water in accordance with Environmental Protection Agency standards.
Commission/Committee Action: None.
Rationale for Recommendation: Extending the existing contract will allow the RFP evaluation panel time to review and score the proposals. It will also allow time to do site tours of potential contractor’s facilities, to try out the uniforms and view the different styles, or to have follow-up interviews, if desired by the panel. The additional time to transition to a new contractor will also be needed if the incumbent is not selected. There are over 900 City staff members who receive uniforms at 56 different City locations. It generally takes about two months to determine the best garment size for the employees, order and place the uniforms into inventory, and route the garments to the proper locations.
Financial Considerations: Sufficient funding is available in the Fiscal Year (FY) 2024/25 operating budgets for the departments requiring this service. Payments after FY2024/25 are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Mission Linen Supply is an LBE.
CONTRACT #:PRC000482, Amendment 8CONTRACT EFFECTIVE DATE: August 28, 2019CONTRACT NAME: Citywide Uniform Rental and Cleaning ServicesCONTRACT PROJECT #: 456041-1001-06001521DEPARTMENT: FinanceDIVISION: ProcurementNON-PROFESSIONAL SERVICESCONTRACT AMENDMENT NO. 8The City of Sacramento ("City") and MISSION LINEN SUPPLY("Contractor"), as parties to that certainContract awarded for the above Event and designated as City Contract Number PRC000482, including any prior Contract Amendments modifying the Contract (the Contract and Contract Amendmentsare hereafter collectively referred to as the "Contract"), hereby amend and modify the Contract as follows:1 TIME OF PERFORMANCEThe Time of performance for the Contract is changed to 02/28/2025.3. AUTHORIZED SIGNATUREContractor warrants and represents that the person or persons executing this amendment on behalf ofContractor has or have been duly authorized by the Contractorto sign this amendment and bind Contractorto the terms hereof.4. FULL FORCE AND EFFECTExcept as specifically revised herein, all terms and conditions of the Contract shall remain in full force andeffect, and Contractor shall perform all the services, duties, obligations, and conditions required under theContract, as supplemented and modifiedby this amendment to the original agreement.