City Council Agenda Report
Meeting Date: June 18, 2024
From: Todd Dusenberry, General Manager of Public Utilities Department: Public Utilities
Submitted by: Adriana Ramos, Management Analyst
Subject
Services Agreement with Cintas Corporation
Recommendation
A. Approve and authorize the City Administrator to execute a Services Agreement with Cintas Corporation (Cintas), in substantially the same form as submitted, to provide uniform rental services in an amount not-to-exceed $183,805 for a three-year term for the Public Works Department and Vernon Public Utilities; and
B. Authorize a contingency amount of ten percent (10%) or $18,380 for unforeseen fluctuations in price, lost garments, or staffing changes not included in the proposal, and grant authority to the City Administrator to issue Change Orders for an amount up to the contingency amount, if necessary.
Background
Since 2018, Vernon Public Utilities (VPU) and the Public Works Department (Public Works) have been using the services of Cintas to rent and launder uniforms for City personnel. The service contract with Cintas is scheduled to expire on June 30, 2024. Over the past six years, Cintas has provided high-quality and responsive services to meet the needs of the City.
Renewing the agreement with Cintas will ensure that VPU and Public Works personnel continue to receive reliable uniform service. Cintas manages the process of providing and maintaining various work uniforms for different tasks, which would otherwise require significant resources and staff time if not for this critical service. This agreement includes the Cintas Uniform Advantage Insurance Program, which allows for the replacement of damaged uniforms at no additional cost to the City. Furthermore, uniforms serve the purpose of Personal Protective Equipment (PPE) against hazards like electricity, flammable and caustic materials, and other environmental risks to ensure employee safety.
Therefore, staff recommends approving the Services Agreement with Cintas. The estimated costs for VPU over three years are $127,105; and for Public Works, the estimated costs are $56,700. Additionally, staff recommends a contingency amount of 10% or $12,710 for VPU and $5,670 for Public Works in the event of unforeseen fluctuations in price, lost garments, or staffing changes.
The proposed Services Agreement is exempt from competitive bidding pursuant to Vernon Municipal Code (VMC) Section 3.32.110(A)(5) as Cintas is a registered participant of the OMNIA Partners cooperative purchasing organization, and the City’s Financial Services Administrator deems it is to the City’s advantage to procure the necessary services from Cintas via their OMNIA contract (Contract Number: 001299). OMNIA Partners is the nation’s largest and most experienced cooperative purchasing organization for the public sector. All contracts available through OMNIA Partners are competitively solicited and publicly awarded by a lead agency, using a competitive solicitation process consistent with applicable procurement laws and regulations.
Pursuant to Vernon Municipal Code Section 3.32.030(A), City Council approval is required as the total value of the Services Agreement requested exceeds $100,000. The proposed Services Agreement with Cintas has been reviewed and approved as to form by the City Attorney’s Office.
Fiscal Impact
The fiscal impact is estimated at $202,185, including the ten percent (10%) contingency.
Sufficient funds are included in the Uniforms Account for VPU and the Public Works Department in fiscal year 2024-25 budget and funds will be budgeted in subsequent fiscal years.
Attachments
1. Cintas Corporation Services Agreement