HomeMy WebLinkAboutAgenda Report - September 19, 2018 C-21TM
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE:
MEETING DATE:
PREPARED BY:
AGENDA ITEM C • Z1
Adopt Resolution Authorizing City Manager to Execute Amendment No. 3 to
Contract with Cintas Corporation No. 3, of Stockton, for Rental and Cleaning of
Uniforms for Certain Field and Warehouse Employees
September 19, 2018
Public Works Director
RECOMMENDED ACTION:
Adopt resolution authorizing City Manager to execute Amendment
No. 3 to Contract with Cintas Corporation No. 3, of Stockton, for rental
and cleaning of uniforms for certain field and warehouse employees.
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 Corporation No. 3, of Stockton, in the amount
of $71,995. The original contract was for a two-year term, with the option to extend for three additional
one-year terms.
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.
Seat covers, rags, towels, and floor mats used in the Fleet Services and Parks Equipment Maintenance
shops are also included in the contract.
At the September 20, 2017 meeting, Council authorized Amendment No. 1, adding $75,000 to the
contract to cover the increase in rental costs associated with the City converting to Class III, high -visibility
shirts to comply with Occupational Safety and Health Administration safety standards for working on
higher speed roadways. At the June 6, 2018 meeting, Council authorized Amendment No. 2 that
extended the contract term by one year, through June 30, 2019 and added $75,000 to the contract.
Since the current contract was initiated in 2016, Cintas Corporation No. 3 is asking for an index to
account for inflation that was not included in the original contract. Amendment No. 3, if approved, would
allow for an increase in the contract prices based on the Consumer Price Index for all urban consumers
for San Francisco -Oakland -San Jose, California (CPI) for the 12 -month period ending December 31 of
the preceding calendar year, not to exceed five percent. For this year the CPI is expect to increase by
3.2 percent, translating to an annual increase of approximately $2,400.
Staff recommends authorizing City Manager to execute Amendment No. 3 to Contract with Cintas
Corporation No. 3, of Stockton, for rental and cleaning of uniforms for certain field and warehouse
employees. Staff will rebid the uniform contract in Fiscal Year 2019/20.
FISCAL IMPACT: This contract is an annual budgeted expense. The cost to the General
Fund is negligible.
APPROVED:
e •'"" Schwa *r, City Manager
R:\GROUP\ADMIN\Council\2018\09192018\Cintas\CC Cintas Amendment 3.doc 9/6/2018
Adopt Resolution Authorizing City Manager to Execute Amendment No. 3 to Contract with Cintas Corporation No. 3, of Stockton, for Rental and Cleaning of Uniforms
for Certain Field and Warehouse Employees
September 19, 2018
Page 2
FUNDING AVAILABLE
CES/RAY/tw
Attachment
Funding is available in the appropriate operating budgets: (10051000,
65055000, 30156001, 53053001, 53053003, 56052001, 56052005,
20071402, 20072001, 20072202, 20072203, 20072300)
Andrew Keys
Deputy City Manager/Internal Services Director
Charles E. Swimley, Jr.
Public Works Director
R:\GROUP\ADMIN\Council\2018\09192018\Cintas\CC Cintas Amendment 3.doc 9/6/2018
AMENDMENT NO. 3
CINTAS CORPORATION NO. 3
UNIFORM RENTAL SERVICES CONTRACT
THIS AMENDMENT NO. 3, made and entered this day of October, 2018, by and
between the —CITY OF LODI, a municipal corporation (hereinafter "CITY"), and CINTAS
CORPORATION NO. 3, a Nevada corporation, qualified to do business in California (hereinafter
called "CONTRACTOR").
WITNESSETH:
1. WHEREAS, CONTRACTOR and CITY entered into the Uniform Rental Services Contract on
May 12, 2016, Amendment No. 1 on October 4, 2017 and Amendment No. 2 on July 30, 2017
(collectively, the "Agreement") attached hereto as Exhibit 1, 1A and 1B respectively, and made
a part hereof; and
2. WHEREAS, CONTRACTOR has requested prices under the Agreement 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-
1984+100) for the twelve month period ending December 31 of the preceding calendar year,
not to exceed 5%; and
3. WHEREAS, CONTRACTOR requests the fee increase set forth above be effective as of
the date and year first above written; and
4. WHEREAS, CITY agrees to said amendments.
NOW, THEREFORE, the parties agree to amend the not to exceed amount under 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. 3 on
the date and year first above written.
CITY OF LODI, a municipal corporation CINTAS CORPORATION NO. 3,
a Nevada corporation,
Herein above called "CITY" Hereinabove called "CONTRACTOR"
By: By:
STEPHEN SCHWABAUER RANDY GLAVIN
City Manager General Manager
Attest:
JENNIFER M. FERRAIOLO
City Clerk
Approved as to Form:
JANICE D. MAGDICH
City Attorney
Exhibit 1 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."
WITN ESSETH
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 fife 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 ane and not mentioned in the other is to be
executed the same as if mentioned in all said documents.
ARTICLE 1 - 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.
R fT1CLE 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 mannerand 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 Ill - Deleted
::.E l'i - And the Contractor agrees to receive and accept the following prices as full
compensation for furnishing ail materials and for doing all the work contemplated and embraced
in this agreement; also for ail lass 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:
BID ITEM 1. SHIRTS
BID PROPROSAL ITEMS
BID ITEM TYPE, DESCRIPTION
65/35 POLO PIQUE SHORT SLEEVE
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, VVhTH POCKET
SHORT SLEEVE 65/35
POLYESTER/COTTON BLEND SHIRT,
ORANGE IN COLOR, WITH POCKET
LONG SLEEVE 65/35
POLYESTER/COTTON BLEND
BUTTON UN UJRESS SHIF{I'
MAKE UP CHARGES FOR SEASONAL
CHANGES (IF ANY) PER ITEM
TOTAL BID ITEM 1.
PER WEEK
Column A
UNIT COST
PER WEEK
(1 unit= 5
Items/week
$2.981
Column B
EMPLOYEE COUNT
14
BID ITEM COST PER
WEEK
(Column A x Column B)
--a
$41.73
$2.013
5
$10.07
$2.013
8
$2.013
25
$2.013
16
$2.013
15
$16.10
$50.33
$32.21
$30.20
$2.805
$1.529
s
1
$22.44
$N(A
$203.08
BID ITEM 2. PANTS
BID ITEM TYPE, DESCRIPTION
I
14.5 OZ. PRE-SHRUNK COTTON
DENIM JEANS
PANTS 65135 POLY/COTTON
PANTS 65/35 POLY/COTTON
CARGO
SF-IORTS POLY/COTTON
CARGO
TOTAL BID ITEM 2.
PER WEEK
BID ITEM 3. JACKETS & COVERALLS
Column A Column B
BID ITEM COST PER
UNIT COST EMPLOYEE COUNT WEEK
PER WEEK
(1 unit= 5 ' (Column A x Column B)
itemslweek)
$3.256
56 $182.34
$2.299
9
$3.586
$3.586
$20.69
21 $75.31
14 $50.20
$328.54
Column A f Column B r
BIDDERS BID ITEM COST PER
BID ITEM TYPE AND DESCRIPTION UNIT COST EMPLOYEE WEEK
DESCRIPTION & ITEM NUMBER PER WEEK ; COUNT
(1 unit= 5 (Column A x Column B)
Items/week)
WAIST LENGTH JACKET 65/35
POLY/COTTON TWILL, ++
QUILTED LINING. JACKET $ $72 8
ITEM 677 $6,98
TWO (2) JACKETS PER
EMPLOYEE
TOTAL BID ITEM 3.
$6.98
PER WEEK
BID ITEM 4. FLOOR MATS, RAGS, & MISCELLANEOUS
ITEM TYPE,
DESCRIPTION
RAGS, 18X18 WIPERS
(SAG OF 25)
r
BIDDERS UNIT COST
DESCRIPTION PER WEEK
(1 unit= 5
Items!week)
UNIT TOTAL COST
COUNT COUNT TIMES
UNIT COST
COTTON SHOP
TOWEL
ITEM 5160
BAR TOWELS (BAG OF 25)
TERRY TOWEL
ITEM 2700
13X5 FLOOR MATS, WEEKLY
CHANGE CONSISTS OF 3X5
COLLECTION OF FLOOR MAT
MATS AND DELIVERY
1 4X6 FLOOR MATS, WEEKLY
CHANGE COSISTS OF 4X6
r COLLECTION OF FLOOR MAT
MATS AND DELIVERY
3X10 FLOOR MATS, WEEKLY
CHANGE CONSISTS OF 3X10
's COLLECTION OF FLOOR MAT
MATS AND DELIVERY
2X3 FLOOR MAT, WEEKLY
CHANGE CONSISTS OF 2X3
COLLECTION OF FLOOR MAT
MATS AND DELIVERY
DRY MOP 36" 36" MOP
TOTAL BID ITEM 4.
PER WEEK
$1.525
8
$12,20
$3.20
4
$12.80
$2.038 18 $36.68
$2.517 12
$2.996
$30.20
6 517.98
$1.75
1 51.75
5.968 1 $.97
$112.58
BID ITEM 5. PATCHES & EMBROIDERING
ITEM TYPE,
DESCRIPTION
SUPPLY AND ATTACH PUBLIC
, WORKS AND/OR PARKS
DEPARTMENT SHOULDER PATCH
---1
BIDDERS , UNIT COST UNIT I TOTAL COST
DESCRIPTION , PER WEEK 1 COUNT COUNT TIMES
(1 unit= 5 UNIT COST
- — Items/week)
SUPPLY AND ATTACH NAME PATCH
COST TO EMBROIDER "CITY OF LOOI4
• AND EMPLOYEE NAME ON POLO
SHIRTS
TOTAL BID ITEM 5.
'One Time Service Only;
Nota weekly item.
$3.50
704
$2,464.00
$1.529
704
$3.50 ! 209
$1,076.42
$731.50
$4,271.92
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
$203,08
$328.54
SUBTOTAL ITEMS 1, 2, 3, & 4
SUBTOTAL WEEKLY COST
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.)
$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)
ITEM TYPE. BIDDERS UNIT COST PER ' UNIT COUNT TOTAL COST PER
DESCRIPTION, & DESCRIPTION WEEK !WEEK
APPROX. COUNT
ANSI CLASS 2 HIGH
VISIBILITY SHORT
_SLEEVE WORK SHIRT
ANSI CLASS 2 HIGH • ITEM 65386
VISIBILITY LONG
SLEEVE WORK SHIRT
ITEM 65386
$.85
$ 85
15
16
$12.75
$13.60
ANSI CLASS 3 HIGH
VISIBILITY SHORT
SLEEVE WORK SHIRT
ANSI CLASS 3 HIGH
VISIBILITY LONG
SLEEVE WORK SHIRT
ITEM 65418
ITEM 65418
$-90
15
$13.50
$.90 16 $14.40
AR1.IOLL 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 UI - 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: CITY OF LODI
By c �` y
By 161
Step len Schwaoauer`
("1,A--/
` City Manager
l.- `J Uate: �` I E i
Title
(CORPORATE SEAL)
SRO'Ia,UMIP' prvi32c'3-2']-3�1�'•-irp,rn Jar%race 11113-2r,^3 Sac
Attest_
14,
Jttnifer M iF ra+olo
Ck1 Clerk
Approved as to form
Janice D Magdich
City Attorney
47
Exhibit 1A
AMENDMENT NO. 1
CINTAS CORPORATION NO. 3
UNIFORM RENTAL SERVICES CONTRACT
THIS AMENDMENT NO. 1, is made and entered this 4th day of Oern or, 2017, by and
lit
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"
STEP -EI—HWABAU
City Manager
Attest:
.
�J�.IYI r r . A
1IFER ERRAIOLO
CrClerk -1
Approved as to Form:
'1ANICE ra MAGDICH
City Attorney
CINTAS CORPORATION NO_ 3,
a Nevada Corporation
Hereinabove called "CONTRACTOR"
RANDY 'A1]VIN
General IWfqager
Exhibit 1A
AMENDMENT NO. 2
CINTAS CORPORATION NO. 3
UNIFORM RENTAL SERVICES CONTRACT
LAtti
THIS AMENDMENT NO. 2/r0 POFESSIONAL SERVICES AGREEMENT. is made
and entered this 3b"tr` day of Jut ee.. 2018. by and between the CITY OF LODI, a municipal
corporation (hereinafter called "CITY"), and CINTAS CORPORATION NO. 3, a Nevada
Corporation (hereinafter called "CONTRACTOR").
WITNESSETH:
1. WHEREAS, CONTRACTOR and CITY entered into the Uniform Rental Services
Contract on May 12, 2016 and Amendment No. 1 on October 4, 2017 (collectively the
"Agreement"), as set forth in Exhibit 1 and 1A, attached hereto and made part hereof;
and
2. WHEREAS, CITY requested to extend the term of the Agreement through June 30,
2019; and
3. WHEREAS, CITY seeks to increase the fees by $75,000, for a total contract amount of
$221,995; and
4. WHEREAS, CONTRACTOR agrees to said amendments
NOW, THEREFORE, the parties agree to amend the Agreement as set forth herein; all
other terms and conditions of the Agreement remain unchanged.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Amendment
No. 2 on the date and year first above written.
CITY OF LODI, a municipal corporation
Herein above called "CITY"
STEPI-
City Manager
Attest:
NIFERfM FERRAIOLO
ity Clerk
Approved as to Form
•1 ANICE D )IIAGDICH
City Attorney
CINTAS CORPORATION NO. 3,
a Nevada Corporation,
Hereinabove called ' . ONTRACTOR"
Randy GI. vii
General Manager
RESOLUTION NO. 2018-170
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE AMENDMENT NO. 3 TO
THE CONTRACT WITH CINTAS CORPORATION NO. 3, OF
STOCKTON, FOR RENTAL AND CLEANING OF UNIFORMS
FOR CERTAIN FIELD AND WAREHOUSE EMPLOYEES
WHEREAS, at the March 16, 2016 meeting, Council adopted a resolution awarding the
contract for rental and cleaning of uniforms for certain employees to Cintas Corporation No. 3,
of Stockton, in the amount of $71,995; and
WHEREAS, at the September 20, 2017 meeting, Council authorized Amendment No. 1
to add $75,000 to the contract to cover increased rental costs associated with the City
converting to Class III, high -visibility shirts to comply with Occupational Safety and Health
Administration safety standards for working in higher speed roadways; and
WHEREAS, at the June 6, 2018 meeting, Council authorized Amendment No. 2 to
extend the contract term by one year, through June 30, 2019, and add $75,000 to the contract;
and
WHEREAS, 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. Seat covers, rags, towels, and floor mats used in the
Fleet Services and Parks Equipment Maintenance shops are also included in the contract; and
WHEREAS, Amendment No. 3 will allow for an increase in the contract prices based on
the Consumer Price Index for all urban consumers for San Francisco -Oakland -San Jose,
California (CPI) for the 12 -month period ending December 31 of the preceding calendar year,
not to exceed five percent; and
WHEREAS, staff recommends authorizing the City Manager to execute Amendment
No. 3 to the contract with Cintas Corporation No. 3, of Stockton, for rental and cleaning of
uniforms for certain field and warehouse employees.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 3 to the contract with Cintas Corporation
No. 3, of Stockton, California, for rental and cleaning of uniforms for certain field and warehouse
employees, thereby increasing the contract prices based on the Consumer Price Index for all
urban consumers for San Francisco -Oakland -San Jose, California for the 12 -month period
ending December 31 of the preceding calendar year, not to exceed five percent.
Dated: September 19, 2018
hereby certify that Resolution No. 2018-170 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held September 19, 2018, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Johnson, Kuehne, Mounce, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
2018-170
NIFER ! FERRAIOLO
ity Clerk