HomeMy WebLinkAboutAgenda Report - August 21, 2013 C-15AGENDA ITEM C;'0)l5W
CITY OF LODI
COUNCIL COMMUNICATION
• TM
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Extension of Agreement
with Cintas, of Stockton, for Rental and Cleaning of Uniforms for Certain Field and
Warehouse Employees ($78,000)
MEETING DATE: August 21, 2013
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute extension of
agreement with Cintas, of Stockton, for rental and cleaning of
uniforms for certain field and warehouse employees, in the amount
of $78,000.
BACKGROUND INFORMATION: The contract, which provided for up to three one-year extensions,
was awarded to Cintas per Resolution No. 2011-69 and expired on
June 30, 2013. The resolution authorized the City Manager to
execute the extensions. However, the contract is on a price -per-unit basis, and Cintas is asking for an
increase in pricing, which was not included in the original contract. The contract extension would extend
the contract through June 30, 2014, and allow for an increase in the contract prices based on the
Consumer Price Index (CPI), not to exceed 5 percent. The contract includes uniforms for the Facilities
Services, Fleet Services, Streets, Water/Wastewater, Community Center and Parks divisions employees,
as provided in the memorandums of understanding. Seat covers, rags, towels and floor mats used in the
divisions are also a part of the contract.
The contract is on a price -per-unit basis and the total contract price amount may fluctuate dependent on
employee turnover and changes to employees' uniforms, such as size or style. Staff recommends the
extension to the contract with allowance for a CPI escalator, for an amount not to exceed $78,000.
FISCAL IMPACT: The annual contract amount is anticipated to be approximately $68,000
with a not -to -exceed amount of $78,000
FUNDING AVAILABLE: Uniforms and other items are budgeted in the appropriate operating
accounts (103511, 260561, 3215011, 170401, 170403, 180451, 345525,
347316, 347313, 347312, 347211).
Ayers
Deputy City Manager/interni, Services Director
Fn K ally Stfndelin
Public Works Director
Prepared by Rebecca Areida-Yadav, Management Analyst
FWS/RAY/pmf
APPROVED:
Konradt Bartlam, City Manager
K UP\PROJECTSWIISC\UNIFORM\2011 \CCintas2013.doc
8/12/2013
CONTRACT EXTENSION AGREEMENT
FOR UNIFORM RENTAL SERVICES
THIS CONTRACT EXTENSION AGREEMENT, made and entered into this day of
, 2013, by and between the CITY OF LODI, a municipal corporation, hereinafter
called "Renter', and CINTAS, hereinafter called "Contractor."
1. CONTRACT EXTENSION: Contractor and Renter, entered into a contract for uniform
rental services, on July 1, 2011, providing that the contract could be extended by mutual
agreement.
2 TERM AND TERMS: The term of this Contract Extension Agreement shall be for a
period of twelve (12) months, commencing July 1, 2013 and terminating June 30, 2014.
All other terms will remain as set forth in the Contract Agreement attached as Exhibit A.
3. PRICES: Prices may be increased annually in a percentage amount equal to the annual
change in the Consumer Price Index for all Urban Consumers for San Francisco -
Oakland -San Jose, California, All Items (1982-84+100) for the twelve month period
ending December 31 of the preceding calendar year, not to exceed 5% with total contract
amount not to exceed $78,000.
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 CINTAS, hereinabove called "Contractor'
hereinabove called "Renter'
KONRADT BARTLAM, City Manager
Attest:
RANDI JOHL-OLSON, City Clerk
Approved as to Form:
- City Attorney
KAWRPROJECTSWIISMUNI FORM120111ContractExtension= ldoc
Exhibit A
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."
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, 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:IWPIPROJECTSWISCIUNIFORK20111Contract2011-19.doo 1 04127111
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.
KAWMPROJECTSWISMUNIFORMU01Monhwt2011-13.doc 2 04127111
CONTRACT ITEMS
CONTRACT ITEM 1. SHIRTS
K:RNPIPROJECTSWISMUNIFORM1201I Contract 2011-13.doo 3 04/27/11
Column A
Column B
UNIT COST
ITEM COST PER WEEK
ITEM TYPE, DESCRIPTION
PER WEEK
(1 unit =5
(Column A x Column B)
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
$ 33.00
WITH POCKET (KHAKI, BLUE, ETC.)
LONG SLEEVE 65/35
POLYESTERICOTTON BLEND SHIRT,
$ 3.30
9
$ 29.70
ORANGE IN COLOR, WITH POCKET
SHORT SLEEVE 65/35
POLYESTERICOTTON 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
K:RNPIPROJECTSWISMUNIFORM1201I Contract 2011-13.doo 3 04/27/11
CONTRACT ITEM 2. PANTS
K%WPIPROJECTSWISCIUNIFORMV20111Contract 2011-13.doc 4 04/27/11
Column A
Column B
ITEM COST
DESCRIPTION ITEM
UNIT COSTEMPLOYEE
Column A x
ITEM TYPE, DESCRIPTION
NUMBER
PER WEEK
COUNT
Column B)
(1 unit =5
itemsMeek)
14.5 OZ. PRE-SHRUNK COTTON
grand:
DENIM JEANS (RELAXED
CARHARTT
$ 4.95
53
$ 262.35
FIT OR REGULAR FIT)
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
K%WPIPROJECTSWISCIUNIFORMV20111Contract 2011-13.doc 4 04/27/11
CONTRACT ITEM 3. JACKETS & COVERALLS
KOPIPROJECTSMISCIUNIFORM1201Montract2011-13.doc 0 04127111
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
itemsMeek)
WAIST LENGTH JACKET 65/35
POLY/COTTON TWILL, QUILTED
677
LINING.
PERMA-LINED SPORT
$ 1.00
16
$ 16.00
TWO (2) JACKETS PER
JACKET
EMPLOYEE 8 EMPLOYEES
COVERALLS FLAME RESISTANT
NFPA-70E LEVEL 2 COMPLIANT
82302
$ 1.58
4
$ 6.32
TWO (2) PER EMPLOYEE
INDURA ULTRA-
Z EMPLOYEES
SOFT COVERALLS
TOTAL CONTRACT ITEM 3. PER WEEK
$ 22.32
KOPIPROJECTSMISCIUNIFORM1201Montract2011-13.doc 0 04127111
CONTRACT ITEM 4. FLOOR MATS, RAGS, & MISCELLANEOUS
K;IWPIPROJECTSWIISC%UNIFORMI2011\Contract 2011-13.doo 0 04/27111
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 CHANE
CONSISTS OF COLLECTION OF
84035
$ 5.00
3
$ 15.00
FLOOR MATS AND DELIVERY
DRY MOP 36 -INCH
$ 1.20
1
$ 1.20
TOTAL CONTRACT ITEM 4. PER WEEK
$ '187.95
K;IWPIPROJECTSWIISC%UNIFORMI2011\Contract 2011-13.doo 0 04/27111
CONTRACT ITEM S. PATCHES & EMBROIDERING
K: WP7ROJECTSWISC%UNIFORM12011tContrsct 2011-18.doo ! 04127/11
COST
ITEM TYPE, DESCRIPTION
DESCRIPTION
UNIT COSTTOTAL
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
weeklyitem.
K: WP7ROJECTSWISC%UNIFORM12011tContrsct 2011-18.doo ! 04127/11
CONTRACT TOTALS
ITEMS 1, 2, 3, 4 and 5.
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)
az
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
KMP\PROJECTSWIISMUNIFORN20111Corrtract 2011-13.doo tf 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 Vlll - 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.
K MPIPROJECTSWISC\UNIFORM1201 Montract 2011-18.doc 9 osl1e12011
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:
� uS 00c9orA'4�10,n
Title
(CORPORATE SEAL)
CITY OF LODI
-4� By: t
Konradt Bartlam
City Manager
Date: &-q- - U
Attest:
r1f.139---ftmodwoCity Clerk
Approved as to form:
K:IWPIPROJECTSWISCIUNIFORM120111Contract 2011-13,doc 10 06116/2011
RESOLUTION NO. 2013-152
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING
AND AUTHORIZING THE CITY MANAGER TO EXECUTE
EXTENSION OF AGREEMENT WITH CINTAS, OF STOCKTON,
FOR RENTAL AND CLEANING OF UNIFORMS FOR CERTAIN
FIELD AND WAREHOUSE EMPLOYEES
WHEREAS, the contract for the rental and cleaning of uniforms for certain field and
warehouse employees was awarded to Cintas per Council Resolution 2011-69 and expired on
June 30, 2013; and
WHEREAS, the contract provided for 3 one-year extensions; and
WHEREAS, the resolution authorized the City Manager to execute extensions to the
contract, however, Cintas is asking for an increase in pricing, which was not included in the
original contract; and
WHEREAS, the contract extension will extend the contract through June 30, 2014, and
allow for an increase in the contract prices based on the Consumer Price Index (CPI), not to
exceed 5 percent; and
WHEREAS, the contract is on a price -per-unit basis and the total contract price amount
may fluctuate dependent on employee turnover and changes to employees' uniforms, such as
size or style; and
WHEREAS, staff recommends the extension to the contract with allowance for a CPI
escalator for an amount not to exceed $78,000.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve
the one-year extension of the agreement with Cintas, of Stockton, California, for the rental and
cleaning of uniforms for certain field and warehouse employees, in an amount not to exceed
$78,000; and
BE IT FURTHER RESOLVED that the City Council does hereby authorize the
City Manager to execute this extension and two subsequent one-year extensions with
allowances for an increase in the contract prices based on the Consumer Price Index, not to
exceed 5 percent.
Dated: August 21, 2013
------------------------------------------------------------------------
------------------------------------------------------------------------
I hereby certify that Resolution No. 2013-152 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held August 21, 2013, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Mounce, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
kN HL-OLSON
City Clerk
2013-152