HomeMy WebLinkAboutAgenda Report - September 20, 2017 C-07CITY OF LODI
COUNCIL COMMUNICATION
C•.7
TM
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Amendment No. 1 to Contract
with Cintas Corporation No. 3, of Stockton, for Rental and Cleaning of Uniforms for
Certain Field and Warehouse Employees ($75,000)
MEETING DATE: September 20, 2017
PREPARED BY: Public Works Director
RECOMMENDED ACTION:
Adopt resolution authorizing City Manager to execute Amendment No. 1
to Contract with Cintas Corporation No. 3, of Stockton, for rental and
cleaning of uniforms for certain field and warehouse employees, in the
amount of $75,000.
BACKGROUND INFORMATION: At the March 16, 2016 meeting, Council adopted a resolution awarding
the contract for rental and cleaning of uniforms for certain employees
to Cintas of Stockton, in the amount of $71,995. The initial contract
term was for two years, with the option to extend for three additional one-year terms. The initial term of the
contract is set to expire on June 30, 2018.
The current contract includes uniforms for Facilities Services, Fleet Services, Streets, Water/Wastewater,
Community Center, and Parks division employees, as provided in the Memorandums of Understanding for
each respective bargaining group. Seat covers, rags, towels, and floor mats used in the Fleet Services and
Parks Equipment Maintenance shops are also included in this contract.
To improve employee safety and to comply with Occupational Safety and Health Administration safety
standards for working in higher speed roadways, the Water/Wastewater and Streets divisions exercised the
optional bid item, converting to Class III, high -visibility shirts. Class III shirts are approximately twice the
cost per unit of the original "orange" shirts since they are made using a highly reflective material which must
be replaced more frequently as they are laundered. Another small factor relates to higher than expected
employee turnover. As employees retire, advance, and new hires come in more uniforms have had to be
replaced than anticipated.
Staff recommends authorizing City Manager to execute Amendment No. 1 to Contract with Cintas
Corporation No. 3, of Stockton, for rental and cleaning of uniforms for certain field and warehouse
employees, in the amount of $75,000.
FISCAL IMPACT:
This contract is an annual budgeted expense. The uniform costs are allocated
to each department/division based on actual cost. Less than one percent of
the contract cost for uniforms impacts the General Fund.
APPROVED:
tephen Schwabauer, City Manager
R:\GROUP\ADMIN\Council\2017\09202017\Cintas\CCintas Amendment No 1.doc
9/12/2017
Adopt Resolution Authorizing City Manager to Execute Amendment No. 1 to Contract with Cintas Corporation No. 3, of Stockton, for Rental and Cleaning of Uniforms for
Certain Field and Warehouse Employees ($75,000)
September 20, 2017
Page 2
FUNDING AVAILABLE: Funding is available in the appropriate operating budgets (10051000,
65055000, 30156001, 53053001, 53053003, 56052001, 56052005,
20071402, 20072001)
trr )44 --
Andrew Keys
Deputy City Manager/Internal Services Director
Charles E. Swimley, Jr.
Public Works Director
CES/RAY/trb
Attachment
R:\GROUP\ADMIN\Council\2017\09202017\Cintas\CCintas Amendment No 1 doc 9/8/2017
AMENDMENT NO. 1
CINTAS CORPORATION NO. 3
UNIFORM RENTAL SERVICES CONTRACT
THIS AMENDMENT NO. 1, is made and entered this _ day of September, 2017, by and
between the CITY OF LODI, a municipal corporation (hereinafter "CITY"), and CINTAS
CORPORATION NO. 3, a Nevada corporation (hereinafter "CONTRACTOR").
WITNESSETH:
1. WHEREAS, CONTRACTOR and CITY entered into the Uniform Rental Services Contract (the
"Agreement") on May 12, 2016, as set forth in Exhibit 1, attached hereto and made part
hereof; and
2. WHEREAS, CITY requested to increase the fees by $75,000, for a total contract amount of
$146,995, for additional employee uniforms and uniform changes, within the existing fee
schedule; and
3. WHEREAS, CONTRACTOR agrees to said amendment.
NOW, THEREFORE, the parties agree to amend the fees of the Agreement as set forth
above. All other terms and conditions of the Agreement remain unchanged.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Amendment No. 1 on
the date and year first above written.
CITY OF LODI, a municipal corporation
Herein above called "CITY"
CINTAS CORPORATION NO. 3,
a Nevada corporation
Hereinabove called "CONTRACTOR"
STEPHEN SCHWABAUER RANDY GALVIN
City Manager General Manager
Attest:
JENNIFER M. FERRAIOLO
City Clerk
Approved as to Form:
JANICE D. MAGDICH
City Attorney
Exhibit 1
UNIFORM RENTAL SERVICES
2016-2018 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 CORPORATION NO. 3", 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.
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 Plans and Contract
Documents and the requirements of the Engineer under them, to -wit:
R:\GROUP\UNIFORMS\2016-2018\Uniform Contract 2016-2018 doc 4.1 2/10/2016
BID PROPROSAL ITEMS
BID ITEM 1. SHIRTS
BID ITEM TYPE, DESCRIPTION
65/35 POLO PIQUE SHORT SLEEVE
Column A
UNIT COST
PER WEEK
(1 unit= 5
Items/week)
Column B
EMPLOYEE COUNT
65/35 POLYESTER/COTTON SHORT SLEEVE
BUTTON UP SHIRTS WITH POCKET (15)
(MICROPATTERN)
LONG SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
WITH POCKET (KHAKI, BLUE, ETC)
SHORT SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
WITH POCKET (KHAKI, BLUE, ETC)
LONG SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
ORANGE IN COLOR, WITH POCKET
SHORT SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
ORANGE IN COLOR, WITH POCKET
LONG SLEEVE 65/35
POLYESTER/COTTON BLEND
BUTTON UP DRESS SHIRT
MAKE UP CHARGES FOR SEASONAL
CHANGES (IF ANY) PER ITEM
TOTAL BID ITEM 1.
PER WEEK
$2.981
$2.013
$2.013
$2.013
$2.013
$2.013
$2.805
$1.529
14
5
8
25
16
BID ITEM COST PER
WEEK
(Column A x Column B)
$41.73
$10.07
$16.10
$50.33
15
$32.21
$30.20
8
1
$22.44
$N/A
$203.08
R:\GROUP\UNIFORMS'201 6-2016\Uniform Contract 2016-2018 doc 4.2 2/10/2016
BID ITEM 2. PANTS
BID ITEM TYPE, DESCRIPTION
14.5 OZ. PRE-SHRUNK COTTON
DENIM JEANS
PANTS 65/35 POLY/COTTON
Column A
UNIT COST
PER WEEK
(1 unit= 5
Items/week
Column B
EMPLOYEE COUNT
$3.256
56
$2.299
9
BID ITEM COST PER
WEEK
(Column A x Column B)
$182.34
$20.69
PANTS 65/35 POLY/COTTON
CARGO
$3.586
21
SHORTS POLY/COTTON
CARGO
TOTAL BID ITEM 2.
PER WEEK
$3.586
14
$75.31
$50.20
$328.54
BID ITEM 3. JACKETS & COVERALLS
BID ITEM TYPE AND
DESCRIPTION
Column A
BIDDERS UNIT COST
DESCRIPTION PER WEEK
& ITEM NUMBER (1 unit= 5
Items/week)
WAIST LENGTH JACKET 65/35
POLY/COTTON TWILL,
QUILTED LINING. JACKET
ITEM 677
TWO (2) JACKETS PER
IEMPLOYEE
TOTAL BID ITEM 3.
PER WEEK
$.872
Column B
EMPLOYEE
COUNT
BID ITEM COST PER
WEEK
(Column A x Column B)
8
$6.98
$6.98
R:\GROUP\UNIFORMS12016-2018\Uniform Contract 2016-2018.doc 4.3 2/10/2016
BID ITEM 4. FLOOR MATS, RAGS, & MISCELLANEOUS
ITEM TYPE,
DESCRIPTION
RAGS, 18X18 WIPERS
(BAG OF 25)
BAR TOWELS (BAG OF 25)
3X5 FLOOR MATS, WEEKLY
CHANGE CONSISTS OF
COLLECTION OF FLOOR
MATS AND DELIVERY
4X6 FLOOR MATS, WEEKLY
CHANGE COSISTS OF
COLLECTION OF FLOOR
MATS AND DELIVERY
3X10 FLOOR MATS, WEEKLY
CHANGE CONSISTS OF
COLLECTION OF FLOOR
MATS AND DELIVERY
2X3 FLOOR MAT, WEEKLY
CHANGE CONSISTS OF
COLLECTION OF FLOOR
MATS AND DELIVERY
DRY MOP 36"
BIDDERS 1 UNIT COST
DESCRIPTION PER WEEK
(1 unit= 5
Items/week)
COTTON SHOP
TOWEL
ITEM 5160
TERRY TOWEL
ITEM 2700
3X5
MAT
4X6
MAT
3X10
MAT
2X3
MAT
UNIT
COUNT
$1.525 8
$3.20
4
$2.038
TOTAL COST
COUNT TIMES
UNIT COST
$12.20
$12.80
18 $36.68
$30.20
$17.98
$1.75
$2.517 12
$2.996
6
$1.75
1
36" MOP $.968
TOTAL BID ITEM 4.
PER WEEK
{
1 $.97
$112.58
R:\GROUP\UNIFORMS\2016-2018\Uniform Contract 2016-2018.doc 4.4 2/10/2018
BID ITEM 5. PATCHES & EMBROIDERING
ITEM TYPE,
DESCRIPTION
SUPPLY AND ATTACH PUBLIC
WORKS AND/OR PARKS
DEPARTMENT SHOULDER PATCH
SUPPLY AND ATTACH NAME PATCH
BIDDERS
DESCRIPTION
COST TO EMBROIDER "CITY OF LODI'
AND EMPLOYEE NAME ON POLO
SHIRTS
TOTAL BID ITEM 5.
*One Time Service Only;
Not a weekly item.
UNIT COST UNIT
PER WEEK COUNT
(1 unit= 5
Items/week)
$3.50 704
$1.529 704
$3.50 209
TOTAL COST
COUNT TIMES
UNIT COST
$2,464.00
$1,076.42
$731.50
$4,271.92
R:IGROUP\UNIFORMS12016-2016\Uniform Contract 2016-2018.doc 4.5 2/10/2016
BID PROPOSAL TOTALS
ITEMS 1, 2, 3, 4 and 5.
TOTAL BID ITEM 1. PER WEEK
TOTAL BID ITEM 2. PER WEEK
TOTAL BID ITEM 3. PER WEEK
TOTAL BID ITEM 4. PER WEEK
SUBTOTAL ITEMS 1, 2, 3, & 4
SUBTOTAL WEEKLY COST
$203.08
TOTAL BIENNIAL COST (WEEKLY COST X 104)
SALES TAX (IF APPLICABLE)
TOTAL BID ITEM 5. (ONE TIME ONLY)
GRAND TOTAL
(TOTAL BIENNIAL COST PLUS TOTAL BID ITEM 5.)
$328.54
$6.98
$112.58
$651.18
$651.18
$67,722.72
N/A
$4,271.92
$71,994.64
OPTIONAL BID ITEM (Not Counted in Bid Total)
f ITEM TYPE,
DESCRIPTION, &
' APPROX. COUNT
BIDDERS
DESCRIPTION
UNIT COST PER
WEEK
UNIT COUNT
15
1 TOTAL COST PER
WEEK
$12.75
ANSI CLASS 2 HIGH
VISIBILITY SHORT
SLEEVE WORK SHIRT
ITEM 65386
$.85
ANSI CLASS 2 HIGH
VISIBILITY LONG
SLEEVE WORK SHIRT
ITEM 65386
$.85
16
$13.60
ANSI CLASS 3 HIGH
VISIBILITY SHORT
SLEEVE WORK SHIRT
ANSI CLASS 3 HIGH
VISIBILITY LONG
SLEEVE WORK SHIRT
ITEM 65418
$.90
15
$13.50
ITEM 65418
-
$.90
16
$14.40
R:\GROUP\UNIFORMS\2016-2018\Uniform Contract 2016-2018 doc 4 6
2/10/2016
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.
WHEN SIGNING THIS CONTRACT, THE CONTRACTOR AGREES THAT THE TIME OF
COMPLETION FOR THIS CONTRACT IS JULY 1, 2016 THROUGH JUNE 30, 2018.
BY MUTUAL AGREEMENT, THE CITY AND THE CONTRACTOR MAY ENTER INTO THREE
(3) ONE YEAR ENTENSIONS.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year
and date written below.
CONTRACTOR:
By:
tiLei
Title
(CORPORATE SEAL)
CITY OF LODI
By. '
St-ep-Reri-Schwailaueri
City Manager
Date: ,
Attest.
J; fifer M. ' rraiolo
CI y Clerk
Approved as to form:
•
Janice ❑. Magdich
City Attorney
R:\GROUP\UNIFORMS12016-2018\Uniform Contract 2016-201 B.doc 4.7 2110/2016
RESOLUTION NO. 2017-181
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT
NO. 1 TO CONTRACT WITH CINTAS CORPORATION NO. 3, OF
STOCKTON, FOR RENTAL AND CLEANING OF UNIFORMS FOR
CERTAIN FIELD AND WAREHOUSE EMPLOYEES
WHEREAS, on March 16, 2016, Council adopted a resolution awarding the contract for
rental and cleaning of uniforms for certain employees to Cintas, of Stockton, in the amount of
$71,995; and
WHEREAS, the current contract includes uniforms for Facilities Services, Fleet Services,
Streets, Water/Wastewater, Community Center, and Parks Division employees, along with seat
covers, rags, towels, and floor mats used in the Fleet Services and Park Equipment
Maintenance shops; and
WHEREAS, to improve employee safety and comply with Occupational Safety and
Health Administration safety standards for working in higher speed roadways, the
Water/Wastewater and Streets divisions exercised the optional bid item of converting to
Class III, high -visibility shirts, which are approximately twice the cost per unit of the original
"orange" shirts. With this added expense, along with a higher-than-expected employee turnover,
all contract funds have been expended; and
WHEREAS, staff recommends that the City Council authorize the City Manager to
execute Amendment No. 1 to the contract with Cintas Corporation No. 3, of Stockton, for
uniforms for certain field and warehouse employees and miscellaneous supplies referenced
above, in the amount of $75,000.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 1 to the contract with Cintas Corporation
No. 3, of Stockton, California, for uniforms for certain field and warehouse employees and
miscellaneous supplies referenced above, in the amount of $75,000.
Dated: September 20, 2017
I hereby certify that Resolution No. 2017-181 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held September 20, 2017, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Nakanishi, and Mayor Kuehne
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Johnson and Mounce
ABSTAIN: COUNCIL MEMBERS — None
NIFER u► FERRAIOLO
City Clerk
2017-181