UNIFORM RENTAL AGREEMENT
NOTICE TO BIDDERS
Notice is given that Cleveland County will receive bids until 4:00 P.M., August 25, 2005 for the following:
REQUEST FOR PROPOSALS
TO PROVIDE
UNIFORM RENTAL SERVICE
FOR CLEVELAND COUNTY
Specifications may be obtained at the Purchasing Office, Monday- Friday at the Administrative Building, 311 E. Marion St. Shelby NC 28151 or by email Purchasing.Kim@
If you intend to participate in this bid, it is important that you contact the Purchasing Office so you will receive all addenda.
Cleveland County reserves the right to reject any and all bids in whole or in part and to waive any formalities as may be permitted by law.
Kim Ogle
Purchasing Agent
704-484-4840
704-484-4796 fax#
Email address- Purchasing.Kim@
RUN ONE TIME SUNDAY July 31st, 2005 in Shelby Star
CLEVELAND COUNTY
UNIFORM RENTAL
SERVICE AGREEMENT
The County of Cleveland is seeking a qualified contractor to furnish, deliver, pick up and launder uniform shirts, pants, coveralls and jackets for employees of the Maintenance, Housekeeping, Solid Waste, Manned Sites and Animal Shelter.
The initial term of this contract shall begin November 15, 2005 and end June 30, 2007. The term of this contract may be renewed for a maximum of one additional term. Prices quoted herein will remain in effect for the entire initial term of the contract. Any price increase projected after the initial term will be submitted in writing ninety (90) days prior to the end of the term and must be accompanied with sufficient documentation of the price changes. Should the County elect not to renew the contract after June 2007, the contractor will be notified in writing thirty (30) days prior to the end of the term.
Specifications
Intent:
It is the intent of these uniform specifications to describe a working uniform suitable to employee needs.
Bidders shall submit with their proposals, manufacturer’s specifications, illustrations, and descriptive literature of the uniforms proposed to be furnished. If the uniforms proposed do not meet specifications as written, the variations must be described in detail and attached to the proposal. The County of Cleveland reserves the right to request samples of uniforms for bids under consideration for award. Failure by any bidder to comply with this request within seven (7) days from date of request will be deemed a cause to disqualify his bid.
Uniform Conditions:
During the contract duration, employees are to be furnished good, serviceable garments, free from rips, tears, lost or broken buttons, no patches, defective fasteners and soils. The successful bidder shall inspect, prior to delivery that each uniform is not in the aforementioned category. If the vendor finds that the garment has one of said defects, he shall repair prior to the delivery to the County. If such repair seriously affects the appearance of the garment, it shall be replaced with a new garment.
Any uniform delivered in a condition that is deemed to be unacceptable based on the aforementioned reasons will be returned to the route representative. The rental will not be paid unless the uniform in question is corrected. The vendor shall have a maximum of three (3) working days to make the correction. The successful contractor shall have a repair/replace report form that county workers are to use to report problems with the uniforms. This report must be approved by the County prior to contract inception.
Uniforms are to be delivered on hangers, with final pressing to be steam cabinet finish or equal.
Delivery/Pickup Points:
The successful bidder shall deliver clean uniforms and pick up soiled uniforms on a weekly basis and at locations designated by the County. Pickup and delivery stations may be changed, added or deleted during the contract period as required by the County.
Number of Uniforms:
Approximately 82 employees will be furnished uniforms. However, due to variations in work requirements, personnel losses and additions, organizational changes and other factors, the County reserves the right to deviate from this number as conditions warrant during the contract period. The contract is based on five (5) changes per week for employees. This constitutes a total of 11 uniforms per employee. The County reserves the right to reduce or increase the number of uniforms without any change in the cost per change charge.
Measurement:
Upon award of contract, the contractor shall provide qualified personnel to accurately measure employees for uniforms. The contractor will arrange a schedule for measurements within seven days of bid award.
Contractors License
All pertinent state and local licenses will be required
MBE Requirements
The County encourages participation in the process by Minority Business Enterprises.
Insurance:
The company shall be required to provide proof of bodily injury and property damage liability insurance as shall protect the contractor and any sub-contractor performing work under this contract from claims of injury or damage by contractor, sub-contractor or any one directly employed by either. The amount of insurance shall not be less than $ 300,000.00.
Liability Insurance for Workers’ Compensation should meet these requirements; Employers Liability of
$100,000 per accident limit, $500,000 disease per policy limit, $100,000 disease each employee limit, providing coverage for employers and owners
Lost Uniforms
The County shall exercise reasonable control over uniforms furnished under this contract and shall cooperate with the contractor in returning to the route representative all uniforms turned in by terminated employees. The route representative shall delete the terminated employees name from the billing ticket and rental payments stopped. When an employee is absent from work for more than two (2) weeks, the route representative shall be notified and rental payments stopped.
Bidder to quote replacements rates:
1. Pants (all types) $_______
2. Shirts (short and long sleeve) $_______
3. Polo shirts $_______
4. Spring coat/jacket $_______
5. Winter coat/jacket $_______
6. Coveralls 65/35 $_______
7. Denim Shop Aprons $_______
8. Shop Coat 65/35 $_______
9. Smocks $_______
Customer Service:
Each bidder is to furnish a responsible employee that is to provide customer service to the County for changes in personnel, problems, billing, etc. This person is to be in charge of the complete County account regardless of the number of route salesmen involved.
Billing and Payment Procedure:
Billing tickets for pick up and delivery of uniforms shall be signed by designated employees of the County and distributed as follows:
• One (1) copy retained by the department
• One (1) copy to the Account Payable Dept
Tickets to include the following:
• Total Rental
• Tax
• Grand Total
• Names of employees receiving uniforms
Contract Award
As provided by Statue, award will be based on the lowest and best proposal most advantageous to Cleveland County as determined by consideration of:
• Price
• Quality of item offered
• General reputation and performance of bidder
• Suitability of item for intended use
• Conformity with intent of specifications herein
• Guaranteed delivery schedule
• Evaluation of samples, if required
• Past performance and experience with Cleveland County
Cancellation of Contract:
The County may terminate any contract awarded as a result of this request for proposal at any time after its commencement for cause. The County reserves the right to cancel any contract awarded pursuant to this request for proposal without penalty for; lack of appropriated funds; rental rate increase requests which exceed the maximum criteria set forth herein; rental rate increase requests which meet maximum criteria set forth herein but are deemed to be excessive; non-performance or default by the contractor; or any other reason which may be considered to be in direct conflict to the best interest of the County.
Notice to terminate will be transmitted by the County to the contractor in writing at least sixty (60) days prior to termination date for all reasons other than non-performance or default. If termination is due to non-performance or default, the notice of intent to cancel will be provided to vendor in writing at least fifteen (15) days prior to termination date.
Experience of Bidder:
Bids shall only be considered from companies established in the uniform rental business who are deemed to be qualified to service accounts of this size. Prior to the award, the County reserves the right to investigate a bidder’s ability to fulfill the requirements of the contract and to enter a bidder’s premise in order to determine the adequacy of plant facilities, equipment and staff.
Each bidder shall furnish with his bid a list of at least three (3) accounts of comparable size which they are servicing within the Cleveland / Gaston County area. Bidder shall give the name of the company, the number of employees serviced and the name of an individual with the company who may be contacted for reference
Bidder References:
Each company submitting a bid under this proposal must fill in the following:
Name of Company __________________________________________________
# of Employees Under Contract ___________________
Name & Phone # of Contact Person _______________________________________
Name of Company __________________________________________________
# of Employees Under Contract ___________________
Name & Phone # of Contact Person _______________________________________
Name of Company __________________________________________________
# of Employees Under Contract ___________________
Name & Phone # of Contact Person _______________________________________
Prices:
Prices quoted shall be net and shall include delivery of uniforms (ready for use), all transportation, preparation, setup charges, emblem application and any other miscellaneous charges. Such miscellaneous charges shall be identified and included in prices submitted. The unit prices shall also include all environmental fees and energy surcharge fees. No additional charges will be permitted over and above the proposed rental rate per employee per week as identified in proposal response.
The pricing below will include all program startup costs (emblems, nametags etc.) for the beginning of the contract. These prices shall also apply to any additions to the initial contract for the listed service unless the bidder specifically identifies and explains any additional changes in the agreement.
Estimate on staffing is:
(9) Maintenance Dept employees
(4) Housekeeping employees
(37) Manned Sites Dept employees
(25) Landfill Dept employees
(7) Animal Shelter employees
Colors to be determined by Department
Standard Uniform Maintenance Dept with county logo- no name
11-seasonal shirts, 11 – Pants, 1 -Insulated Jacket (winter)
Standard Uniform Housekeeping with county logo- no name
11 -seasonal shirts, 11- Pants, 1 -Insulated Jacket (winter)
Standard Uniform Landfill with county logo and last name
11- Microcheck shirts, 11- Blue Jeans/Pants, 1 -Insulated Jacket, 1 set of Coveralls
Standard Uniform Manned Sites with county logo and last name
7 - Stripe seasonal shirts, 7 –Pants, 1 - Insulated Jacket
Standard Uniform for Animal Shelter with 2 animal control patches on sleeve (special), county logo and American flag
11- 65/35 Micro Checked shirts, 11- Pleated Pants 1 -Insulated Jacket
BID PROPOSAL RESPONSE SHEET
FORM OF PROPOSAL
UNIFORM RENTAL SERVICE
The bidder further declares that he has examined the Specified Terms and Conditions for Uniform Rental Agreement and has read all special provisions furnished prior to the opening of proposals; and that he has satisfied himself relative to the services to be performed.
All proposals shall be subject to the Contract terms and conditions.
No additional charges will be allowed on invoices.
Estimated number Bid per week Extended
Of employees of employees per employee
Maintenance 9 $___________ $_________
Housekeeping 4 $___________ $_________
Landfill 25 $___________ $_________
Manned Sites 37 $___________ $_________
Animal Shelter 7 $___________ $_________
TOTAL BID $__________
Maintenance -100 Justice Place Shelby NC
Uniform Set (5) changes per week per person $___________________week
Stripe Shirts or Knit Shirts (light gray)
Industrial Pants (dark blue)
Wrangler Blue Jean Pants
Insulated Jacket (charcoal) $_______________
Smocks $_______________
Housekeeping- 100 Justice Place, Shelby NC
Uniform Set (5) changes per week per person $___________________week
Stripe Shirts (light brown)
Industrial Pants (brown)
Wrangler Blue Jean Pants
Insulted Jacket (brown) $_______________
Smocks $_______________
Landfill – 1609 Airport Rd, Shelby NC
Uniform Set (5) changes per week per person $__________________week
Micro-check Shirts (green or navy)
Wrangler Blue Jean Pants
Insulated Jacket (navy)
Coveralls $_______________
Animal Shelter- 1609 Airport Rd, Shelby NC
Uniform Set (5) changes per week per person $_________________week
Micro- Checked Shirts (tan)
Pleated Pants (black)
Insulated Jacket (black) $_______________
Manned Sites -1607 Airport Rd, Shelby NC
Uniform Set (3) changes per week per person $__________________week
Striped Shirts (light blue)
Industrial Pants (navy)
Insulated Jacket (navy) $_______________
Miscellaneous Charges
List any other charges, which will apply to this agreement or will be included in monthly or special invoicing.
Environmental Charge $ _______________
Company Emblem $ _______________per emblem
Prep Charges $____________________
Garment Maintenance $___________________
Other charges $__________________________
Cancellation of contract fee $_____________________
Pricing as submitted is firm for the initial date of November 15, 2005 thru June 30, 2008 Please check.
Uniform Materials
Employees shall be given a choice of either of the styles. All uniform shirts and pants shall be provided in both men’s cut and ladies cut.
Work Pants:
65% polyester, 35% cotton blend, permanent press, wash and wear, minimum weight 7 ounces per square yard, heavy duty zipper and zipper chain. Pants shall not have cuffs. and shall have two (2) front pockets and two (2) rear pockets.
100% cotton pre-washed blue jeans, heavy-duty zipper and zipper chain. Blue jeans shall not have cuffs. Color to be jean blue and shall have two (2) front pockets and two (2) rear pockets.
Work Shirts:
65% polyester, 35% cotton blend, permanent press, wash and wear, long or short sleeves (employee’s combination preference), minimum weight 4 ounces per square yard. All shirt fasteners shall be high quality not metallic buttons (no metal snaps). Uniform shirts are to be dress type with top stitched collar and cuffs, permanent collar stays, breast pockets. And have emblem with employees first or last name.
65% polyester, 35% cotton blend and/or 100% cotton polo style golf shirt. Long sleeve or short sleeve (employee’s combination preference).
Jackets:
65% polyester, 35% cotton, quilted polyform nylon face lining, short jacket ("IKE" "Eisenhower style”) for Spring type weather condition
65% polyester, 35% cotton, quilted polyform nylon face lining, full-length ("hip length") coat sufficiently adequate for cold Winter conditions.
Proposal submitted by:
Company Name ____________________________________________
Mailing Address ____________________________________________
City __________________________ State _______ Zip Code ___________
Name of individual submitting bid _________________________________
Title _____________________________________
Telephone no. __________________ Fax no. _____________________
Location of nearest service facility ___________________________________
Uniform measurement can be conducted within _______ days after notification of award of contract and uniforms can be delivered within _______ days following that date.
Please return all information concerning this bid to Purchasing Dept by August 25, 2005 Attn. Kim Ogle, 311 E Marion St, PO Box 1210, Shelby NC 28151-1210 or email questions to Purchasing.kim@
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