HomeMy WebLinkAboutAgenda Report - May 18, 2011 C-055 AGENDA ITEM �•
(1)CITY OF LODI
COUNCIL COMMUNICATION
Im
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Two -Year Contract and
Contract Extensionsfor Rental and Cleaning of Uniformsfor Certain Field and
Warehouse Employees with Cintas, of Stockton ($88,310.30)
MEETING DATE: May 18, 2011
PREPARED BY: Public Works Director
RECOMMENDEDACTION: Adopt resolution authorizing City Managerto execute two-year contract
and contract extensions for rental and cleaning of uniforms for certain
field and warehouse employees with Cintas, of Stockton, in the amount
of $88,310.30.
BACKGROUND INFORMATION: A uniform service has been used for the rental and cleaning of
uniforms for certain field and warehouse employees since 1992.
The current contract, in the approximate annual amount of $38,000,
expires on June 30, 2011.
The new contract will again include uniformsfor the Facilities Services, Fleet Services, Streets,
Water/Wastewater, Community Center and Parks division employees, as provided in the memorandums
of understanding. Seat covers, rags, towels and floor mats used in the Fleet Services and Parks
Equipment Maintenance shops will also be part of this contract. The contract will be for two years with
options for three one-year renewals if mutually agreeable.
The specifications were approved on March 16, 2011. The City issued seven bid packets and received
the following bid on April 27, 2011:
Bidder Location Bid
Cintas Stockton $88,310.30*
' Corrected total
FISCAL IMPACT: The uniform service contract is a budgeted expense.
FUNDING AVAILABLE: Uniforms and other items are budgeted in the appropriate operating budgets
(103511 , 260561, 3215011, 170401, 170403, 180451, 345525, 107521,
107523. 1075311.
Jordan Ayers Ir
Deputy City Manager/Internal Services Director
'Aavzu 1)..r�
R Wally d@ iIn
PublicWorks Director
Prepared by Rebecca Areida, ManagementAnalyst
FWS/RAY/pmf
cc: Charlie Swimley, Deputy Public Works Director — Utilities
Curt Juran, Streets and Drainage Superintendent
APPROVED:
Konradt Bartlam, City Manager
K:\WP\COUNCIL\2011 WwardUniform.doc 5/10/2011
UNIFORM RENTAL SERVICES
2011-2013 CONTRACT
CITY OF LODI, CALIFORNIA
THIS CONTRACT made by and between the CITY OF LODI, State of California, herein referred
to as the "City," and "CINTAS", herein referred to as the "Contractor."
W ITN ESS ETH:
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, on file in the Public Works
Department, 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 all the materials except
such as are mentioned in the specifications to be furnished by the City, necessary to construct
and complete in a good workmanlike and substantial manner and to the satisfaction of the City
the proposed improvements 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.
K:\WP\PROJECTSWISC\UNIFORM\2011\Contract 2011=13.doc 1 04/27/11
ARTICLE III - 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 of 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 of 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.
K:\WP\PROJECTS\MISC\UNIFORM\2011\Contract 2011-13.doc 2 04/27/11
CONTRACT ITEMS
CONTRACT ITEM I. SHIRTS
KAWP\PROJECTS\MISC\UNIFORM\2011\Contract 2011-13.doc J 04127111
Column A
Column B
UNIT COST
ITEM COST PER WEEK
ITEM TYPE, DESCRIPTION
PER WEEK
(Column A x Column BJ
(1 unit =5
items/week)
EMPLOYEE
COUNT
50/50 POLYESTER/COTTON SHORT
$ 3.30
25
$ 82.50
SLEEVE POLO SHIRTS WITH POCKET
LONG SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
$ 3.30
10
$ 33.00
WITH POCKET (KHAKI, BLUE, ETC.)
SHORT SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
$ 3.30
10
$ 33.08
WITH POCKET (KHAKI. BLUE. ETC.)
LONG SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
$ 3.30
9
$ 29.70
ORANGE IN COLOR, WITH POCKET
SHORT SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
$ 3.30
8
$ 26.40
ORANGE IN COLOR, WITH POCKET
LONG SLEEVE 100% COTTON SHIRT,
$ 3.63
4
$ 14.52
ORANGE IN COLOR, WITH POCKET
SHORT SLEEVE 100% COTTON SHIRT,
$ 3.63
4
$ 14.52
ORANGE IN COLOR, WITH POCKET
SHORT SLEEVE 100% COTTON SHIRT,
$ 3.63
1
$ 3.63
KHAKI IN COLOR, WITH POCKET
LONG SLEEVE 100% COTTON SHIRT
$ 3.63
1
$ 3.63
KHAKI IN COLOR, WITH POCKET
MAKE UP CHARGES FOR SEASONAL
$ 1.50
1
$ N/A
CHANGES (IF ANY) PER ITEM
TOTAL CONTRACT ITEM 1. PER WEEK
$ 240.90
KAWP\PROJECTS\MISC\UNIFORM\2011\Contract 2011-13.doc J 04127111
CONTRACT ITEM 2. PANTS
KAWP\PROJECTSWISC\UNIFORM\201 1\Contract 201 1-13.doC 4 04/27/11
Column A
Column B
ITEM COST
DESCRIPTION ITEM
UNIT COST
EMPLOYEE
(Column A x
ITEM TYPE, DESCRIPTION
NUMBER
PER WEEK
COUNT
Column B)
(1 unit =5
items/Wee k)
14.5 OZ. PRE-SHRUNK COTTON
Brand:
DENIM JEANS (RELAXED
$ 4.95
53
$ 262.35
FIT OR REGULAR FIT)
CARHARTT
PANTS 65/35 POLY/COTTON
945
$ 3.08
6
$ 18.48
PANTS 65/35 POLY/COTTON
270
$ 3.85
12
$ 46.20
CARGO
TOTAL CONTRACT ITEM 2. PER WEEK
$ 327.03
KAWP\PROJECTSWISC\UNIFORM\201 1\Contract 201 1-13.doC 4 04/27/11
CONTRACT ITEM 3. JACKETS & COVERALLS
K UMPROJECTS\MISCIUNIFORM\2011\Contract 2011-13 doc 5 04/27/11
Column A
Column B
ITEM COST
(Column A x
DESCRIPTION ITEM
UNIT COST
TOTAL
Column B)
ITEM TYPE AND DESCRIPTION
NUMBER
PER WEEK
COUNT
(1 unit=1
items/Wee k)
WAIST LENGTH JACKET 65/35
POLY/COTTON TWILL, QUILTED
LINING.
big
PERMA-LINED SPORT
$ 1.00
16
$ 16.00
TWO (2) JACKETS PER
EMPLOYEE 8EMPLOYEES
JACKET
COVERALLS FLAME RESISTANT
NFPA-70E LEVEL 2 COMPLIANT
82302
$ 1.58
4
$ 6.32
TWO (2) PER EMPLOYEE
INDURA ULTRA -
(2 EMPLOYEES)
SOFT COVERALLS
TOTAL CONTRACT ITEM 3. PER WEEK
$ 22.32
K UMPROJECTS\MISCIUNIFORM\2011\Contract 2011-13 doc 5 04/27/11
CONTRACT ITEM 4. FLOOR MATS, RAGS, & MISCELLANEOUS
KAWP\PROJECTSWISC\UNIFORN2011\Contract 2011-13.doc 13 04/27/11
UNIT COST
TOTAL COST
ITEM TYPE, DESCRIPTION
DESCRIPTION
PER ITEM PER
UNIT
COUNT TIMES
WEEK
COUNT
UNIT COST
RAGS, 18X18 WIPERS (BAG OF 25)
2160
$ 0.14
300
$ 42.00
BAR TOWELS (BAG OF 25)
2700 & 2702
$ 0.15
225
$ 33.75
3X5 FLOOR MATS, WEEKLY CHANGE
CONSISTS OF COLLECTION OF
84335
$ 3.00
20
$ 60.00
FLOOR MATS AND DELIVERY
4X6 FLOOR MATS, WEEKLY CHANGE
CONSISTS OF COLLECTION OF
84435
$ 4.00
9
$ 36.00
FLOOR MATS AND DELIVERY
3X10 FLOOR MATS, WEEKLY CHANGE
CONSISTS OF COLLECTION OF
84035
$ 5.00
3
$ 15.00
FLOOR MATSAND DELIVERY
DRY MOP 36 -INCH
$ 1.20
1
$ 1.20
TOTAL CONTRACT ITEM 4. PER WEEK
$ 187.95
KAWP\PROJECTSWISC\UNIFORN2011\Contract 2011-13.doc 13 04/27/11
CONTRACT ITEM 5. PATCHES & EMBROIDERING
KMP\PROJECTS\MISC\UNIFORM\2011\Contract2011-13.doc 1
04/27/11
_..........
TOTAL COST
ITEM TYPE, DESCRIPTION
DESCRIPTION
UNIT COST
PER ITEM
UNIT
COUNT TIMES
COUNT
UNIT COST
SUPPLY AND ATTACH PUBLIC
WORKS AND/OR PARKS
SHOULDER
$ 5.00*
988
$ 4,940.00
DEPARTMENT SHOULDER
PATCH
PATCH
SUPPLY AND ATTACH NAME
EMPLOYEE
$ 1.50"
988
$ 1,482.00
PATCH
NAME
COST TO EMBROIDER "CITY
OF LODI"AND EMPLOYEE
EMBROIDERY
$ 3.50*
273
$ 955.50
NAME ON POLO SHIRTS
*One Time Service Only; Not a
TOTAL CONTRACT ITEM 5.$
7,377.50
weekly item.
KMP\PROJECTS\MISC\UNIFORM\2011\Contract2011-13.doc 1
04/27/11
OPTIONAL CONTRACT ITEM (Not Counted in Contract Total)
ITEM TYPE, DESCRIPTION, &
BIDDERS DESCRIPTION
COST PER
TOTAL CONTRACT ITEM 1. PER WEEK
$
240.90
TOTAL CONTRACT ITEM 2. PER WEEK
$
327.03
TOTAL CONTRACT ITEM 3. PER WEEK
$
22.32
TOTAL CONTRACT ITEM 4. PER WEEK
$
187.95
SUBTOTAL ITEMS 1., 2., 3., & 4.
$
778.20
SUBTOTAL WEEKLY COST
$
778.20
TOTAL BIENNIAL COST (WEEKLY COST X 104)
$
80,932.80
SALES TAX (IF APPLICABLE)
$
N/A
TOTAL CONTRACT ITEM 5. (ONE TIME ONLY)
$
7,377.50
GRAND TOTAL
(TOTAL BIENNIAL COST PLUS TOTAL CONTRACT
ITEM 5.)
$
88,310.30
OPTIONAL CONTRACT ITEM (Not Counted in Contract Total)
ITEM TYPE, DESCRIPTION, &
BIDDERS DESCRIPTION
COST PER
TOTAL COST
(APPROXIMATE COUNT)
ITEM
SUPPLY 3 UNITS DOUBLE HEIGHT
LOCKERS APPROXIMATELY 2.5'
Rental
$ 2.50
$ 7.50
WIDE FOR EIGHT LOCKERS
KAWP\PROJECTSWISC\UNIFORM\2011\Contract 2011-13.doc 0 04/27/11
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 of the work of 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 VII — Deleted
ARTICLE VIII - The Contractor agrees to commence work pursuant to this contract within 15
calendar days after the City Manager has executed the contract and to diligently prosecute to
completion within 731 WORKING DAYS. Start date is July 1, 2011, and end date is
June 30, 2013. By mutual agreement, the supplier and City may enter into an agreement for up
to three (3) one-year extensions of this contract upon the same terms and conditions set forth
herein.
KAMTROJECTSWISC\UNIFORM\2011\Contract 2011-13.doc 9 04/28/2011
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT IS REASONABLE. THERE ARE NO LIQUIDATED
DAMAGES ASSOCIATED WITH THIS CONTRACT.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year
and date written below.
CONTRACTOR:
CITY OF LODI
IN
Konradt Bartlam
City Manager
By: Date:
Title
(CORPORATE SEAL)
Attest:
Randi Johl
City Clerk
KAWP\PROJSCTSWISC\UNIFORK2011\Contract 2011.13.doo 10 05/04/2011
RESOLUTION NO. 2011-69
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGERTO EXECUTETWO-YEAR CONTRACTAND
CONTRACT EXTENSIONS FOR RENTALAND CLEANINGOF
UNIFORMS FOR CERTAIN FIELD AND WAREHOUSE EMPLOYEES
AND THE PURCHASE OF MISCELLANEOUS SUPPLIES FOR THE
FLEET SERVICES AND PARKS EQUIPMENT MAINTENANCE SHOPS
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on April 27, 2011, at
11:00 a.m., for the rental and cleaning of uniforms for certain field and warehouse employees
described in the specifications therefore approved bythe City Council on March 16,2011; and
WHEREAS, the bids also included providing seat covers, rags, towels, and floor mats to
be utilized in the Fleet Services and Parks Equipment Maintenance shops; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder Bid
Cintas $88,310.30*
Corrected Total
WHEREAS, staff recommends awarding a two-year contract for the rental and cleaning
of uniforms for certain field and warehouse employees and for miscellaneous supplies to the
sole bidder, Cintas, of Stockton, California, in the amount of $88,310.30.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute the two-year contract and contract extensions for the
rental and cleaning of uniforms for certain field and warehouse employees and miscellaneous
supplies with the sole bidder, Cintas, of Stockton, California, in the amount of $88,310.30.
Dated: May 18, 2011
hereby certify that Resolution No. 2011-69 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 18, 2011, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Nakanishi, and
MayorJohnson
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS— Mounce
ABSTAIN: COUNCIL MEMBERS—None
&OHL
City Clerk
2011-69