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SpecificationsUniform RentalPennsylvania Department of AgricultureFarm Show ComplexNATURE OF SERVICE:The purpose of this specification is to provide weekly rental uniforms to the Bureau of Farm Show located within the Pennsylvania Farm Show Complex and Exposition Center (Farm Show) security and maintenance personnel. The successful Vendor shall enter into a Contract for the provision of the specified services.Upon award of this Contract, the successful vendor must provide new uniforms to the Farm Show employees to be serviced under this Contract. The rental service shall include all necessary cleaning and pick-up and return delivery of the garments. The rental fee will include size changes and a continuous upgrade program along with repair or replacement of damaged garments as per program hereinafter outlined. Since this is an unusual set-up the typical rental program may not be applicable.VISIT TO SITE:Prospective bidders will have the opportunity to visit the site of the proposed work by calling (717) 787-5429 and arranging an appropriate time. Any questions concerning the required service shall be directed to Clara Roy-Brown.BILLING:Invoicing, for service provided, shall be completed at intervals mutually agreed upon by the vendor and the Bureau of Farm Show Management. Any supplemental terms, conditions, modifications, or waiver of these terms and conditions must be in writing and signed by the Bureau of Farm Show Management and the Vendor.CONTRACT PERIOD:All services required shall be contracted for the period of September 1, 2019 or from the date of a fully executed contract to June 30, 2020. However, provided at the end of the primary term of this Contract, if the Successful Contractor is not in default of any Terms or Conditions, at the sole discretion of the Commonwealth, this Contract may be renewed for three (3) additional one (1) year periods. The contract extension years shall allow for a percentage increase beginning July 1, 2020. This increase shall not be more than three (3) percent per year and shall be negotiated by mutual agreement between both pany Information:The Vendor will provide the number of years in business; number of employees; and the total sales for the last three (3) years.The Vendor must include with its proposal a list of no less than three (3) references that have purchase that have purchased the specified product or service within the last two (2) years. The list must include the name of the company and the name and phone number of a contact person for each company.Literature:The Vendor shall attach detailed specifications or advertising literature of systems to the bid form. Any information necessary to show compliance with these requirements not given on the attached advertised data sheets shall be supplied in writing and attached to the bid proposal. Lack of sufficient information supplied with a proposal is cause for automatic rejection of such bid.SAMPLE UNIFORM:The Vendor shall provide at a minimum sample product(s) of garments for rental as outlined in Technical Requirement. Garment delivery can be arranged with Clara Roy-Brown and must be submitted for consideration.Deviations:Once the bid has been accepted by Farm Show, no deviations from the specifications will be accepted without prior written approval of Farm Show.Exceptions:These specifications are minimum acceptable specifications. Your bid may include more than what is specified if the garment is of higher specification than what is requested. Vendor must list any exceptions to the bid specifications on the bid form.Outfitting of Uniforms:Initial outfitting of uniforms shall be new. After the initial outfitting of uniforms, if any additional personnel are hired, they shall be furnished with uniforms of the same style new.Vendor shall have thirty (30) days after notification of award to complete fitting and furnish all employees with new uniforms.Vendor shall be required to do all fittings and measurements at PA FARM SHOW COMPLEX AND EXPO CENTER. All personnel shall be fitted with appropriate care to ensure proper sizing and appearance.Currently, the maintenance staff has an estimated 50 employees, with adjustments being made when necessary. Six employees are electricians and will require the fire-retardant clothing. Approximately 25 employees are temporary and only work 9 months of the year. There are approximately 7 full-time and 7 temporary security employees. Uniforms, when delivered, shall be grouped together by each assigned employee.These numbers are given for Vendor guidance only with no minimum amount guaranteed or implied.Rental Rate:Basic rental rate shall be charged on a weekly basis. Costs shall be inclusive of all charges, surcharges and fees, including laundering, start up and replacement of garments, etc. Rental rate shall apply to any period that an employee may be away from work due to vacation or temporary illness, but such rental does not apply to any absences of greater than one (1) week or after any employee resigns, retires or employment is terminated for any reason. Uniforms will be returned to vendor at no cost to the Farm Show. All uniforms will be the property of the vendor. Farm Show will return uniforms to the vendor for employees who are terminated.Maintenance of Garments:Vendor shall provide the following service:Launder/clean all uniforms exclusively in the vendors own plants in accordance with all State and Federal regulations. All uniforms must be treated for mildew prevention. All uniforms must be laundered using detergents or cleaners that leave the garment odor free. Uniforms that retain an offensive smell or residual odor after laundering will not be acceptable.Keep garments in a presentable condition at all times. If, solely in the opinion of Farm Show, garments are unsatisfactory, they shall be replaced immediately. There shall be no rental charge if there is failure to provide replacement garment. Any garments not replaced within four (4) weeks could result in termination of the Contract at the discretion of Farm Show.All uniforms must be neatly pressed and delivered with one (1) set per hanger. Pressing of uniforms shall be in accordance with industry standards.The vendor shall be responsible for normal wear of the uniforms and maintain them in an excellent state of repair at all times. Garment life shall be based on a normal were basis; replacement shall be provided as required to allow for appropriate appearance at all times.Repair all general cuts, tears, and damage to uniforms caused by normal wear and tear of the employee’s work (i.e. vehicle maintenance, bleaches and other cleaning chemicals) at no additional cost to Farm Show. All garments in need of repair shall be delivered on the next day scheduled delivery. New employee uniform rental, replacement of garments, etc. request must be fulfilled within two (2) week of the submission request. Vendor Representative:The vendor will provide Farm Show with the name of a person who will represent the vendor in the administration of this contract. The person must be within the level of management capable of acting without recourse in making decisions with respect to this agreement. This person must be able to meet with Farm Show management on a regular basis, thus, ensuring compliance with contract terms.Rental Service Requirements:Price per item includes all rental costs, environmental fee, the cost of the original fitting, attachment and removal of Farm Show patches, cleaning, exchange replacement due to wear, minor repairs, delivery and pick-up etc. patches when used, will be provided by the Vendor. No added charges or resizing fees shall be levied provided the employee does not change sized more than once in a year.The uniform service vendor shall levy no added surcharges of any kind due to increases in operating expenses.All pants, shirts and shorts originally issued will be new. All uniforms shall be to the satisfaction of Farm Show. The vendor will immediately replace any uniform not meeting standards of neat appearance, on the continuous basis at no additional costs to the Farm Show.Monitoring of contract:The successful Vendor will be required to establish a GSP check-in/check-out inventory system. Vendor shall submit forms to be used for this purpose with their bid. These forms will be used by each location and are subject to Farm Show approval. The forms must show at a minimum the quantity of each item turned in by each employee and the number of items delivered each week. This form should also reflect additions, deletions and transfers effective the next week. The Vendor’s driver and the Farm Show, upon completion of delivery at each location, shall retain a copy of the check-in/check-out form.Farm Show reserves the right to add or delete additional employees and rental services and locations at any time during the term of this contract. These additions or deletions shall be made at no extra charge, except for the weekly costs involved. Farm Show reserves the right to add additional departments at any time during the term of this contract.Technical Specifications:Maintenance Uniforms:Uniform style, Short Sleeve and or Long Sleeve Workwear Shirt. 60% cotton/40% poly canvas. Durable, back side pleated, chest pockets, double needle-stitched main seams for durability. Flat/Straight bottom hem with side vents. Able to withstand industrial laundry as well as home care. Preferred color shall be tan for Maintenance Division and color shall be gray for Trade Shop Division. *Or equal substitution will be considered.Uniform style, Men’s T-shirt Short Sleeve and or Long Sleeve. 100% polyester. Crew-neck t-shirt. Left chest pocket. Quick dry fabric, machine washable. The fabric of the garments will contain soil-release properties to better enable cleanliness of the garment or equal shirt will be acceptable. Preferred color options shall be tan, gray, navy blue or lime green. *Or equal substitution will be considered.Uniform style, Men’s Polo Shirt Short and or Long Sleeve. 100% polyester. Ribbed collared shirt with three-button closure. Left chest pocket with bar tacked for a pencil slot. The fabric of the garments will contain soil-release properties to better enable cleanliness of the garment or equal shirt will be acceptable. Preferred color options shall be tan, gray, navy blue or lime green. *Or equal substitution will be considered.Uniform style, Women’s Polo Shirt Short and or Long Sleeve. 100% polyester. Self-fabric collared shirt with open V-neck. Soft fabric with moisture-wicking and contoured silhouette. The fabric of the garments will contain soil-release properties to better enable cleanliness of the garment or equal shirt will be acceptable. Preferred color shall be tan for Maintenance Division and color shall be gray for Trade Shop Division. *Or equal substitution will be considered.Uniform style, Workwear Men’s Jean. 100% cotton denim. Five-pocket styling with deep front pockets. Reinforced stress points. Able to withstand industrial laundry as well as home care. Color shall be Navy blue. *Or equal substitution will be considered.Uniform style, Workwear Women’s Jean. Cotton/poly/spandex mix denim. Straight Stretch Denim Jean. Flex tummy panel. Able to withstand industrial laundry as well as home care. Available in ladies and plus size range. Color shall be Navy blue. *Or equal substitution will be considered.Uniform style, Workwear Men’s Cargo Shorts. 65/35 polyester/cotton blend garments. The waistband will be that of a sewn-on nature with 1 ? inches of flex on each side to provide a better fit and reduce size changes. The pockets will be bar-tacked and also be a swinging pocket. A minimum of 6 multi-purpose cargo pockets for various tools and equipment. The zipper will have a ratchet affect, again to eliminate incidental tearing. The crotch area will be extended below the zipper area and interfaced. The seams of the shorts will be both tandem stitched and surged stitched, not parasailed. This will prohibit any abrasives to the wearer. The buttons will also be of the Mylar beveled type. And/or equal pair of pants will be acceptable. Color shall be navy. *Or equal substitution will be considered.Uniform style, Workwear Women’s Shorts. 90/10 cotton/spandex blend garment. Bermuda style shorts. Zip fly with button closure, off-seam side pockets, decorative rear welt pockets. Available in ladies and plus size range. Color shall be Navy blue or black. *Or equal substitution will be considered. Uniform style, Work Vest. 100% poly shell. Zipper, 100% polyester with permanent lining. Preferred color shall be navy. *Or equal substitution will be considered.Uniform style, Work Coat. 100% cotton coat. Ant-pill fleece lining, two angled slash pockets, left chest outer zip pocket, two inside pockets with hood. Preferred color shall be navy. *Or equal substitution will be considered.Uniform style, Flame Resistant Coverall. 7 oz. 100% cotton. Flame-resistant work shirt. Long-Sleeve, two chest pockets. Arc Thermal Performance value of 8.7, Hazard Risk Category rating 2. Color shall be navy blue. *Or equal substitution will be considered.Security Uniforms:Uniform style, Unisex Polo Shirt short and or Long Sleeve. 100% polyester. Ribbed collared shirt with three-button closure. Left chest pocket with bar tacked for a pencil slot. The fabric of the garments will contain soil-release properties to better enable cleanliness of the garment or equal shirt will be acceptable. Color shall be black. *Or equal substitution will be considered.Uniform style, Unisex Cargo Pants. 65/35 polyester/cotton blend garments. The waistband will be that of a sewn-on nature with 1 ? inches of flex on each side to provide a better fit and reduce size changes. The pockets will be bar-tacked and also be a swinging pocket. A minimum of 6 multi-purpose cargo pockets for various tools and equipment. The zipper will have a ratchet affect, again to eliminate incidental tearing. The crotch area will be extended below the zipper area and interfaced. The seams of the pants will be both tandem stitched and surged stitched, not parasailed. This will prohibit any abrasives to the wearer. The buttons will also be of the Mylar beveled type, and/or equal pair of pants will be acceptable. Color shall be tan. *Or equal substitution will be considered.Uniform style, Unisex Cargo Shorts. 65/35 polyester/cotton blend garments. The waistband will be that of a sewn-on nature with 1 ? inches of flex on each side to provide a better fit and reduce size changes. The pockets will be bar-tacked and also be a swinging pocket. A minimum of 6 multi-purpose cargo pockets for various tools and equipment. The zipper will have a ratchet affect, again to eliminate incidental tearing. The crotch area will be extended below the zipper area and interfaced. The seams of the pants will be both tandem stitched and surged stitched, not parasailed. This will prohibit any abrasives to the wearer. The buttons will also be of the Mylar beveled type, and/or equal pair of pants will be acceptable. Color shall be tan. *Or equal substitution will be considered.Uniform style, Work Vest. 100% poly shell. Zipper, 100% polyester with permanent lining. Preferred color shall be black. *Or equal substitution will be considered.The rental fee will include cleaning and delivery as well as pick up of the soiled garments. The rental fee will include size changes and a continuous upgrade program along with repair or replacement of damaged garments as per program hereinafter outlined. Since this is an unusual set-up the typical rental program may not be applicable. Instead, an inventory of uniforms with various sizes will be maintained.The rental will continue year-around with adjustments being made when necessary. As a result of the varied event schedule at the Complex, there will be a need for twice-a-week service during (6) weeks of the event year.Each polo shirt will contain two (2) emblems. On the left shoulder of the black polo shirt sleeve the American Flag will be attached; on the right sleeve of the polo shirt the Farm Show Security emblem with be attached. The American and Farm Show Security emblem will be provided by the successful bidder. The Farm Show Security emblem will be a color fast thread stitched non-fading emblem that will have colors representing the Farm Show logo. The American flag will be of standard design and color.An inventory of uniforms will be maintained year-round. The polo shirts shall have the official gold and black, Farm Show patch, attached on each arm, with an American Flag, of standard design and color, attached above the appropriate pocket.Farm Show Complex & Exposition CenterUniform Rental and Laundry Services Bid FormWeekly Uniform Rental/LaunderingDescription:Price Per Unit:Price Per Unit:MAINTENANCE:*Short/Long Sleeve Shirt$____________$____________ Short/Long Sleeve Men’s Polo Shirt$____________$____________ Short/Long Sleeve Women’s Polo Shirt$____________$____________*Workwear Men’s Jeans$____________$____________*Workwear Women’s Jeans$____________$____________*Workwear Men’s Shorts$____________$____________*Workwear Women’s Shorts$____________$____________ Work Vest$____________$____________*Work Coat$____________$____________*Flame Resistant Coverall$____________$____________SECURITY:*Polo Shirt$____________$____________ Work Vest$____________$____________*Cargo Pant$____________$____________*Cargo Shorts$____________$____________*Please note: Items with asterisk * represent staple uniform items. All other items should be considered additional and may not be selected for the majority of staff.RENEWAL CLAUSE:All work required shall be performed during the period September 1, 2019 – June 30, 2020. However, provided at the end of the primary term of this Contract, if the Successful Contractor is not in default of any Terms or Conditions, at the sole discretion of the Commonwealth, this Contract may be renewed for three (3) additional one (1) year periods. The contract extension years shall allow for a percentage increase beginning July 1, 2020. This increase shall not be more than three (3) percent per year and shall be negotiated by mutual agreement between both parties.Renewal Option – Year 1July 1, 2020 – June 30, 2021The Successful Contractor agrees to complete the work as described during Renewal Option Year 1 at a ____% over the Original Contract period.(Bidder must submit a percentage increase at time of bidding)Renewal Option – Year 2July 1, 2021 – June 30, 2022The Successful Contractor agrees to complete the work as described during Renewal Option Year 2 at a ______% over the Renewal Option – Year 1 amount.(Bidder must submit a percentage increase at time of bidding)Renewal Option – Year 3July 1, 2022 – June 30, 2023The Successful Contractor agrees to complete the work as described during Renewal Option Year 3 at a ______% over the Renewal Option – Year 2 amount.(Bidder must submit a percentage increase at time of bidding)Company Information:Years in business:________________________________________________________# of employees________________________________________________________Total sales last 3 years________________________________________________________References:Company Names:____________________________________________________________________Address:____________________________________________________________________Contact Name:_________________________Phone Number: ________________________Fax Number:_________________________Date of Purchase: _______________________Company Names:____________________________________________________________________Address:____________________________________________________________________Contact Name:_________________________Phone Number: ________________________Fax Number:_________________________Date of Purchase: _______________________Company Names:____________________________________________________________________Address:____________________________________________________________________Contact Name:_________________________Phone Number: ________________________Fax Number:_________________________Date of Purchase: _______________________I certify that this bid is submitted in accordance with the specifications issued by Farm Show. I acknowledge receipt of the following applicable (if applicable):Addendum #1_________________________Addendum #2_________________________Attachments:LiteratureWarranty Information ................
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