HomeMy WebLinkAboutAgenda Report - June 18, 2008 E-08AGENDA ITEM E44
im CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing the Extension of Agreement with Unifirst
Corporation for Rental and Cleaning of Uniforms for Certain Field and
Warehouse Employees ($21,000)
MEETING DATE: June 18,2008
PREPARED B Y Public Works Director
RECOMMENDED ACTION: Adopt a resolution authorizing the extension of the agreement for the
rental and cleaning of uniforms for certain maintenance and warehouse
employeesto Unifirst Corporation.
BACKGROUND INFORMATION: Asper Council Resolution 2004-117, the contract with Prudential
Overall Service was cancelled and awarded to Unifirst Corporation for
the furnishing and cleaning of uniforms for the maintenance personnel
in the Streets and Drainage, Water, Wastewater, Fleet Services,
Purchasing, Facilities Services, and Parks Divisionson May 14, 2004. This contract, which was set to
expire on December 31,2006, was renewed for eighteen months by Council on November 1,2006, per
Resolution 2006-193. The current contract will expire on June 30, 2008.
Unifirst has provided excellent service and has proven responsive to the needs of the divisions. Staff feels
that the extension of this contract is in the best interest of the City due to their proven service which
minimizes staff time to monitor the contract and services for compliance.
The contract with Unifirst Corporation would extend to June 30, 2009, with one remaining option to renew
The contract is on a price per unit basis, and the extension would allow for an increase of those prices
based on the Consumer Price Index, not to exceed 5%.
FISCAL IMPACT: The annual contract amount is anticipated to be approximately $21,000.
FUNDING AVAILABLE: Funding for the service is budgeted in the individual operating accounts for
Facilities Services, Fleet Services, Parks, Purchasing, Streets and
;Fainand Wastewater divisions.
udget Manager
J"164
F'Wally%ndelin
Public Ws Director
Prepared by RebeccaAreida. ManagementAnalyst
FW S/RA/pmf
cc: George M. Bradley. Streets and Drainage Manager Randy Lipelt. Buyer
Curt Juran, Assistant Streets and Drainage Manager Dennis Caliahan, Fleet& Facilities Manager
Frank Beeler, Water/Wastewafer Superintendent Steve Dutra, Parks Superintendent
Del Kerlin. Wastewater Treatment Superintendent
APPROVED:
81airf<ing, City Manager
K:IWPIPROJECTSWISMUNIFORWCExkendUniformContract.doc 5/28/2008
CONTRACT EXTENSION AGREEMENT
FOR UNIFORM RENTAL SERVICES
THIS CONTRACT EXTENSION AGREEMENT, made and entered into this day of
, 2008, by and between the CITY OF LODI, a municipal corporation, hereinafter
called "Renter', and UNIFIRST, hereinafter called "Contractor."
WITNESSETH:
CONTRACT: Contractor and Renter, entered into a contract for uniform rental services,
on December 6, 2006 providing that the contract could be extended by mutual
agreement.
2. PRICES: The prices set forth in the Contract Agreement attached hereto as Exhibit will
remain in effect until August 31, 2008. On September 1, 2008, prices may be increased
in a percentage amount equal to the Consumer Price Index, not to exceed 5%.
3. TERM AND TERMS: The term of this Contract Extension Agreement shall be for a
period of twelve (12) months, commencing July 1, 2008 and terminating June 30, 2009.
The Contract may be extended by mutual agreement, for an additional term as specified.
All other terms will remain as set forth in the Contract Agreement attached hereto as
Exhibit A.
IN WITNESS WHEREOF, Renter and Contractor have executed this Contract Extension
Agreement on the date and year first above written.
CITY OF LODI, a municipal corporation UNIFIRST, hereinabove called "Contractor'
hereinabove called "Renter'
BLAIR KING, City Manager
Attest:
RANDI JOHL, City Clerk
Approved as to Form:
STEPHEN SCHWABAUER, City Attorney
UNIFORM RENTAL SERVICES
2007-2008
CITY OF LODI. CALIFORNIA
SECTION 4
CONTRACT
Exhibit A
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein referred
to as the "City," and "Unifirst", herein referred to as the "Contractor."
WITNESSETH:
That the parties hereto have mutually covenanted and agreed, and by these presents do
covenant and agree with each other, as follows:
The complete Contract consists of the following documents which are incorporated herein by
this reference, to -wit:
Notice Inviting Bids
Information to Bidders
General Provisions
Special Provisions
Bid Proposal
Contract
All of the above documents, sometimes hereinafter referred to as the "Contract Documents," are
intended to cooperate so that any work called for in one and not mentioned in the other is to be
executed the same as if mentioned in all said documents.
ARTICLE I - That for and in consideration of the payments and agreements hereinafter
mentioned, to be made and performed by the City and under the condition expressed in the two
bonds bearing even date with these presents and hereunto annexed, the Contractor agrees with
the City, at Contractor's cost and expense, to do all the work and furnish ail the materials except
such as are mentioned in the specifications to be furnished by the City, necessary to execute
and complete in a good workmanlike and substantial manner and to the satisfaction of the City
the proposed services as shown and described in the Contract Documents which are hereby
made a part of the Contract.
ARTICLE II - The City hereby promises and agrees with the Contractor to employ, and does
hereby employ. the Contractor to provide all materials and services not supplied by the City and
to do the work'according to the terms and conditions for the price herein, and hereby contracts
to pay the same as set forth in Section 5.600, "Measurement, Acceptance and Payment," of the
General Provisions, in the manner and upon the conditions above set forth; and the said parties
for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree
to the full performance of the covenants herein contained.
G:WN IFORMS\2007-2008\Uniform Contract 2007-2008.doc 11/15/2006
ARTICLE I Il - Deleted
ARTICLE IV - And the Contractor agrees to receive and accept the following prices as full
compensation for furnishing all materials and for doing all the work contemplated and embraced
in this agreement; also for all loss or damage arising out of the nature of the work aforesaid or
from the action cf the elements, or from any unforeseen difficulties or obstructions which may
arise or be encountered in the prosecution of the work until its acceptance by the City, and for
all risks cf every description connected with the work; also for all expenses incurred by or in
consequence of the suspension or discontinuance of work and for well and faithfully completing
the work, and the whole thereof, in the manner and according to the Contract Documents and
the requirements of the City Representative under them, to -wit:
Furnish, launder, and deliver to the City of Lodi, garments and related items a s follows:
COST PER WEEKLY CHANGE
1. Shirts
5 uniforms/week
Inventory shall consist of 11 shirts per employee. Weekly change consists of
collection of 5 shirts per employee and delivery of 5 clean shirts per employee
Dacron-Polyester/Cotton Blend Polo Shirts
Describe blended materials:
Dacron: 65 % Cotton: 35 %
100%Cotton Polo Shirts
• Dacron-Polyester/Cotton Blend Shirts
Describe blended materials:
Dacron: 65 % Cotton: 35 %
100% Cotton Shirts
Differencein price for long-sleeved shirts, if any
Number of buttons on front closing of shirt 6
$ 1.46
$ 2.34
$ 1.46
$ 2.34
$ .31
G: IUNIFORM612007-20081Unitorm Contract 2007-2008.doc 11(15/2006
2. Pants
Inventory shall consist of 11 pants per employee. Weekly change consists of
collection of 5 pants per employee and delivery of 5 clean pants per employee.
Dacron-Polyester/Cotton Blend Pants $ 2.33
Describe blended materials:
Dacron: 65 % Cotton: 35 %
100% Cotton Pants $ 2.81
Denim Pants $ 2.66
3, Raqs
Weekly change consists of collection of 300 rags and delivery of 300 clean rags.
$ 15.00
4. Towels
Weekly change consists cf collection of 25 towels and delivery of 25 towels.
$— 1.50
5, Floor Mats
Weekly change consists of collection of and delivery of 10 minimum floor mats.
(Mats $3.00each) $ 30.00
Sales Tax applicable to rental: Yes
Measurements taken:
First delivery:
Terms:
No
-weeks after ratification of agreement
weeks after measurements have been taken
G:\UNIFORMS\2007-2008\Un1form Contract 2007-2008.doc 11/15/2006
ARTICLE V - By my signature hereunder, as Contractor, I certify that I am aware of the
provisions of Section 3700 of the Labor Code, which requires every employer to be insured
against liability for workers' compensation or to undertake self-insurance in accordance with the
provisions of that code, and I will comply with such provisions before commencing the
performance cf the work cf this contract.
ARTICLE VI - It is further expressly agreed by and between the parties hereto that, should there
be any conflict between the terms of this instrument and the Bid Proposal of the Contractor,
then this instrument shall control and nothing herein shall be considered as an acceptance of
the said terms of said proposal conflicting herewith.
ARTICLE VIf — Deleted
ARTICLE VIII - The Contractor agrees to measure and deliver garments within 15 calendar days
pursuant to this contract after the Mayor has executed the contract and to diligently prosecute to
completion to the end of the contract term, June 30, 2008.
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT IS REASONABLE AND THE CONTRACTOR AGREES
TO PAY THE CITY LIQUIDATED DAMAGES AS SET FORTH IN SECTION 6-04.03 OF THE
SPECIAL PROVISIONS. CONTRACTOR AGREES THAT THIS AMOUNT MAY BE
DEDUCTED FROM THE AMOUNT DUE THE CONTRACTOR UNDER THE CONTRACT.
G:\UNIF0RMS\2007.2008\Un1f0rm Contract 2007-2008.doc 1111512006
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year
and date written below.
CONTRACTOR:
—( )o I P, ✓"d
,- ', -)/%
CITY OF LODI
By:
Blair Kino
City Manager
Date:.
Attest: —�
Title )
Rarid•i Johl
11:4.. r I .-...I.
(CORPORATE SEAL)
GAUNIFORMS12007-2008\Uniform Contract 2007-2008.doc 11/15/2006
UNIFORM RENTAL SERVICES
2007-2008
6-01 DESCRIPTION OF WORK
SECTION 6
SPECIAL PROVISIONS
The work consists of furnishing, laundering, and delivering to the City of Lodi, garments
and related items. These items include, but are not limited to shirts, pants, floor mats,
seat covers, and towels.
6-02 MEASUREMENTS AND FITTING
The supplier will measure and fit approximately sixty people for uniforms, including shirts
and pants. Approximately 17 Parks Department employees will only be measured and
fitted for shirts. Five employees will have polo shirts.
Prior to taking measurements, samples cf the products to be supplied will be on site.
That would include samples of the styles, colors, and materials which employees will
wear. The City will notify supplier of the choices available to the employees.
6-03 DELIVERIES
Weekly deliveries shall be made to the Municipal Service Center at 1331 South Ham
Lane, Building Maintenance Office at 221 West Pine Street, Parks and Recreation
Department at 125 North Stockton Street, and White Slough Water Pollution Control
Facility at 12751 North Thornton Road.
6-04 MEASUREMENT AND DELIVERY TIME
Measurement and delivery time will be part of the bid evaluation, and such times shall be
clearly indicated on the proposal.
6-05 DIRTY CLOTHES RECEPTACLE
A receptacle large enough to hold a full week of dirty clothes shall be provided at
each delivery/pickup site except at the Public Works Municipal Service Center
site. A City supplied receptacle exists at this site. This will be included as part of
the uniform cost and no additional charge will be allowed.
6-06 PRICES
All quoted prices shall be current and firm for at least thirty days after date of bid
opening. Prices to be F.O.B. delivered, Lodi, California.
6-07 SALES AND USE TAXES
All quotations submitted shall include 7.75% California/local sales or use taxes where
applicable.
GAUNIFORMS\2007-2008\Uniform Contract 2007-2008.doc 6.6 1111512006
A
A. Invoices shall be issued every four weeks, and shall indicate changes and costs by
week for the previous four weeks. Invoices shall also indicate as separate items any
incidental charges, as well as any sales or use taxes, which may apply. All invoices
shall be in duplicate.
B. Payment by the purchaser shall not release supplier of the responsibility to fully carry
out the bid obligations nor be construed by supplier as acceptance of the work
hereunder by purchaser.
6-09 GUARANTEES
In addition to any or all guarantees mentioned elsewhere herein, the supplier shall repair
and/or replace, at no expense to the City of Lodi, any uniforms or related items that may
develop defects due to faulty material, workmanship, normal wear or design, during the
period of the agreement.
6-10 REFERENCES
The bidder shall provide, additionally and conjunctively, a list of references naming at
least three current and local customers with whom the bidder has had a business
relationship for at least one year. The list shall include names of contacts and telephone
numbers at which those contacts can be reached.
6-11 PURCHASES
This transaction will be covered by a City of Lodi purchase order, and all terms included
in the Notice to Bidders, Information to Bidders, Proposal and Specifications shall be
binding.
6-12 PERIOD OF CONTRACT
The contract will be for a period of 18 months beginning at the time of the first delivery of
uniforms to the Municipal Service Center.
6-13 OPTION TO RENEW
By mutual agreement, the supplier and City may enter into an agreement for a one-year
extension of this contract based upon the same terms and conditions set forth herein.
6-14 CANCELLATION OF CONTRACT
The City of Lodi reserves the right to cancel the agreement with 30 -day written notice if
standards of quality or service fall below acceptable levels and supplier fails to correct
noted deficiencies within a reasonable length of time.
G:1U NIFORMS12007-20MUnIform Contrad 2007.2008.doc 6.7 11/15/2008
RESOLUTION NO. 2008-109
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE EXTENSION OF THE CONTRACT FOR RENTALAND
CLEANING OF UNIFORMS FOR CERTAIN FIELD AND
WAREHOUSE EMPLOYEES
WHEREAS, pursuant to Council Resolution No. 2004-117, the contract with Prudential
Overall Service was cancelled and awarded to Unifirst Corporation for the furnishing and cleaning of
uniforms for the maintenance personnel in the Streets and Drainage, Water, Wastewater, Fleet
Services, Purchasing, Facilities Services, and Parks Divisions on May 14, 2004, with an expiration
date of December 31,2006; and
WHEREAS, pursuant to Council Resolution No. 2006-193, the contract with Unifirst
Corporation was extended for 18 months through June 30, 2008; and
WHEREAS, Unifirst Corporation has agreed to provide service for 12 additional months; and
WHEREAS, the prices set forth in the original contract will remain in effect until August 31,
2008, and on September 1, 2008, prices may be increased in a percentage amount equal to the
Consumer Price Index, not to exceed 5%; and
WHEREAS, staff recommends extending the contract with Unifirst Corporation for 12 months
through June 30, 2009, with an additional option to renew upon mutual agreement of both parties;
and
WHEREAS, Lodi Municipal Code §3.20.070 authorizes dispensing with bids for purchase of
supplies, services, or equipment when it is in the best interest of the City to do so.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council hereby authorizes
extending the contract for furnishing and cleaning of uniforms for the maintenance personnel in the
Streets and Drainage, Water, Wastewater, Fleet Services, Purchasing, Facilities Services, and
Parks Divisions with Unifirst Corporation for 12 months through June 30, 2009, with one additional
option to renew upon mutual agreement of both parties; and
BE IT FURTHER RESOLVED that the prices set forth in the original contract will remain in
effect until August 31, 2008, and on September 1, 2008, prices may be increased in a percentage
amount equal to the Consumer Price Index, not to exceed 5%.
Dated: June 18,2008
hereby certify that Resolution No. 2008-109 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held June 18, 2008, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Hitchcock, Johnson, Katzakian, and
Mayor Mounce
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS— None
NNIFE M. PERRIN
eputy City Clerk
2008-109