5249944_Exhibit_A_-_Scope_of_Work.docx

Facilities Management Division (Insert) Building, (Insert) 2016 (Insert CN); Exhibit A; Page 1 of 9

Department of General Services Uniform and Mat Cleaning and Rental Services IFB Number: 5249944

EXHIBIT A – SCOPE OF WORK

PROVISIONS NOTED IN BRACKETS {} MAY BE MODIFIED IN THE FINAL AGREEMENT TO REFLECT CONTRACTOR’S AWARD.

Introduction The Department of General Services, Procurement Division, (hereinafter referred to as the “State” or “DGS-PD”) is contracting with {CONTRACTOR NAME} (hereinafter referred to as “Contractor”) to provide Uniform and Mat Rental and Cleaning Services to state agencies and local governmental agencies, referred to collectively as “User Agency” or “User Agencies”, in accordance with this Master Service Agreement (hereinafter referred to as “MSA” or “Agreement”). A Local Governmental Agency is any city, county, city and county, district, or other local governmental body or corporation, including California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges empowered to expend public funds. The term “User Agencies” used in conjunction with “must”, “shall” or “will” indicates a condition applicable to state agencies and local governmental agencies, unless otherwise specified.

In the event of a discrepancy and/or inconsistency between the articles, attachments, or provisions which constitute this MSA, the descending order of precedence shall apply in the sequence displayed on the MSA Standard Agreement (Std. 213).

Scope Contractor shall provide Uniform and Mat Rental and Cleaning Services to User Agencies in accordance with the terms and conditions of this MSA. Prior to rendering services, Contractor and User Agency must execute an agreement which incorporates all of the terms of this MSA by reference and may contain additional specific terms and conditions, none of which may alter, rescind, or be in conflict with the terms and conditions of this MSA. For California state agencies such agreement shall be in the form of the Standard Agreement, Std. 213; and for Local Governmental Agency, the agreement shall be in a form as specified by the Local Governmental Agency. The duly executed Std. 213 and appropriate form for Local Governmental Agency are herein referred to as the “User Agreement”.

Agreement Term A. The term of this MSA is for a three (3) year period, with the start and end date (the “Effective” term) noted on the attached MSA Standard Agreement (Std. 213). The State, at its sole discretion, may extend the MSA for two (2) additional one (1)-year periods at the same rates, terms, and conditions.

B. Should the Contractor fail to commence work as outlined in Section 6.A.1 through 6.A.4 at the agreed upon time, the User Agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the User Agreement.

C. Contractor agrees to honor all User Agreements made prior to the MSA expiration or termination at the same rates, terms, and conditions. All User Agreements issued against this MSA must be fulfilled/completed in its entirety within twelve (12) months following the MSA end date.

Contract Administration A. Contractor shall provide the DGS-PD State Contract Administrator the name, address, telephone number and e-mail address of its Contract Manager directly responsible for managing this MSA which shall be reflected in the MSA User Instructions. Should the Contractor’s Contract Manager change or any of its contact information change, the Contractor shall provide the DGS-PD State Contract Administrator updated information no later than ten (10) business days after the date of such change. The Contractor is responsible for notifying all contracting User Agencies in writing of any changes to a contact person, address, telephone numbers, or any other information deemed important to the functionality of the MSA.

B. The DGS-PD State Contract Administrator for the State of California shall be identified in the MSA User Instructions.

C. The User Agency has the sole discretion and authority to determine the quality and acceptability of the following, at the direction of the User Agency:

1) Work to be performed.

2) Productivity and progress of the work.

3) Fulfillment of the services provided by the Contractor.

4) Payment for services provided by the Contractor.

Service Hours A. Contractor must be available Monday through Friday, 8:00 a.m. to 5:00 p.m. Pacific Time (PT), California State holidays excluded, unless otherwise specified in the User Agreement.

B. Services shall be provided on-site at the location(s) identified by the User Agency unless otherwise specified in the User Agreement.

Contractor Tasks and Responsibilities Contractor shall provide all labor, equipment, and materials required to provide Uniform and Mat Rental and Cleaning Services on a weekly basis and as needed. Services shall include, but is not limited to, the following:

A. Initial Uniform Orders, Sizing, and Delivery

1) Contractor shall contact and work with the User Agency Representative, or designee, in order to determine quantities, material, sizes and colors for uniform clothing listed in Exhibit B – Budget Detail and Payment Provisions to be ordered and delivered.

2) Contractor shall do an initial in-person sizing for uniform clothing to be ordered at each location at no additional cost to User Agency. Sizing shall be completed no later than three (3) weeks after User Agreement execution. Uniform clothing shall be available in size extra small (XS) to six extra-large (6X) sizes. Pants shall be available in waist size twenty-eight (28) inches through sixty (60) inches sizes.

3) Contractor shall deliver the initial order of all uniform clothing to each delivery location within twenty (20) business days after the pre-sizing (in-person) event.

4) Contractor shall verify truck height restrictions and/or requirements for each delivery location with the User Agency Representative, or designee, at the start of the User Agreement.

5) Contractor shall provide new uniform clothing when initially provided for each employee and any current employee in a new classification outside of current uniform clothing color. Employee classification change within the same uniform clothing color shall only receive an updated emblem with the new classification title.

6) Contractor shall pick up soiled uniform clothing weekly after initial delivery and return uniform clothing weekly to the User Agency that is clean, stain free, damage free, and wrinkle free on an agreed-upon scheduled day and time between the User Agency Representative, or designee, and Contractor.

7) Contractor shall affix to all uniform clothing and mats a Scannable Identifier such as a bar code, QR code, RFID tag, or similar to be used for tracking and logistical purposes.

B. Employee Uniform Weekly Rental and Cleaning Services

1) Contractor shall provide uniform clothing as specified in the User Agreement.

2) Contractor shall provide uniform clothing that is in accordance with all current health and safety requirements, including but not limited to, National Fire Protection Association (NFPA) 70E (Category 2), NFPA 2112, ASTM 1506 requirements and are required to be worn when performing work in accordance with each Bargaining Unit and health and safety requirements.

3) Contractor shall fulfill all employee uniform clothing requests on a date as defined in the User Agreement.

4) Contractor shall supply and deliver uniform clothing that are cleaned, stain free, damage free, and wrinkle free during each scheduled delivery. If User Agency Representative, or designee, determines the uniform clothing does not meet their quality expectations, the said item will be rejected, recorded, and returned to Contractor at no cost to the State and replaced within five (5) business days. Contractor shall be provided on-site space to steam and dewrinkle uniforms if agreed to in the User Agreement.

5) Contractor shall provide uniform clothing in sizes, materials, colors, and styles at the request of the User Agency in new, clean, neat, presentable, and pressed/steamed condition. Sizes shall be from extra small (XS) to six extra-large (6X). Pant waist sizes shall be from twenty-eight (28) inches to sixty (60) inches.

6) Contractor shall provide clothing size exchanges when necessary, at no additional charge to User Agency, and shall be delivered no later than one (1) week of Contractor notification of needed changes.

7) Contractor shall provide and affix all uniform emblems to all NFPA and non-NFPA shirts, jackets or coats, bib overalls, and coveralls in accordance with the User Agreement at no additional cost to the State.

8) Contractor shall provide a quantity of uniform clothing for each employee as defined in the User Agreement.

9) Contractor shall provide all uniform clothing in colors, style, material, and specifications in accordance with the terms and conditions of the MSA and as required according to the User Agreement. All uniform clothing colors shall be made available to User Agencies at no additional cost.

10) Uniform clothing may be contaminated with various hazardous waste, including but not limited to oil, antifreeze, and Class A Foam. To ensure proper laundering and removal of inorganic compounds, wash formulas should be formulated to each particular soiling and article type, whether it’s hazardous or more specialized such as flame resistant and high-volatility. Contractor shall dispose the contaminated wash water in accordance with applicable local, state, and federal regulations.

11) If a fabric color is discontinued, Contractor shall notify the User Agency Representative, or designee, immediately by phone and email. The User Agency Representative, or designee, shall choose an alternate color and notify Contractor by phone or email. There will be no additional charges to the State for Contractor to produce new clothing in the new fabric color for the User Agency.

12) Contractor shall provide clothing in alternative fabrics as available in the MSA in the event any allergies are disclosed at no additional cost.

C. Mat Rental and Cleaning Services

1) Contractor shall provide floor mats, pick-up soiled or damaged mats, and replace with clean or new mats on a schedule as defined in the User Agreement.

2) Contractor shall provide floor mats for placement inside and outside of buildings as determined and requested by the User Agency Representative, or designee.

3) Contractor shall provide floor mats in the four (4) sizes listed below:

a. Floor Mat (3 feet x 4 feet) - Standard Mat.

b. Floor Mat (4 feet x 6 feet) - Standard and Steady Step Mat.

c. Floor Mat (3 feet x 10 feet) - Standard and Steady Step Mat.

d. Floor Mat (3 feet x 5 feet) - Scraper Mat.

4) Contractor shall provide Standard Mats with the following attributes:

a. Skid-resistant Nitrile rubber durable backing.

b. 43 ml thick with 19 oz. pile.

c. Water-absorbent and stain resistant.

d. Americans with Disabilities Act (ADA) compliant.

e. National Floor Safety Institute (NFSI) certified to aid in the prevention of slips, trips- and-falls, or State-approved equal.

5) Contractor shall provide Steady Step Mats with the following attributes:

a. Commercial grade - for use in high traffic areas where rolling brief cases or carts are utilized frequently.

b. Durable 100% nylon pile in a windowpane pattern.

c. Soft Nitrile durable backing.

d. 100 ml thick with 21 oz. pile.

e. Molded-in suction cups to keep mat in place on smooth surfaces.

f. Water-absorbent and stain resistant.

g. ADA compliant.

h. NFSI certified to aid in the prevention of slips, trips- and-falls or State-approved equal.

6) Contractor shall provide Scraper Mats with the following attributes:

a. Skid-resistant nitrile rubber durable backing.

b. Multi-directional design with dirt and soil molded trapping cleats.

c. ADA compliant.

d. NFSI certified to aid in the prevention of slips, trips-and-falls or State-approved equal.

7) Contractor shall provide all mats that are free of rips and tears. Cleaned mats shall be of the same size as the soiled mats and in good condition (free of rips and tears) when returned and delivered at each User Agency location.

8) Contractor shall pick up and place back mats in the exact location where the mats were originally removed from inside or outside of the building by Contractor.

9) Mats may be contaminated with various hazardous waste, including but not limited to oil, antifreeze, and Class A Foam. To ensure proper laundering and removal of inorganic compounds, wash formulas should be formulated to each particular soiling and mat type, whether it’s hazardous or more specialized such as skid-resistant and stain resistant. Contractor shall dispose the contaminated wash water in accordance with applicable local, state, and federal regulations.

D. Uniform Clothing Emblems

1) Emblems shall be designed according to the User Agreement and may include the logo of the User Agency, the employee’s name, classification, or other items as required in the User Agreement. Contractor shall create the emblems according to the User Agreement at no additional cost.

2) Contractor shall affix emblems to uniform clothing in a size, shape, location, and manner as required in the User Agreement at no additional cost.

3) Contractor shall provide emblems that are reasonably similar in appearance to the examples provided in the User Agreement if examples are provided.

4) User Agency Representative, or designee, may provide an emblem template electronically to the Contractor.

5) Contractor shall provide a sample of emblems to the User Agency Representative, or designee, for approval prior to the initial delivery of uniform clothing if such samples are requested by the User Agency.

E. On-site Inventory

1) Contractor and the User Agency Representative, or designee, shall take a physical inventory of all uniform clothing and mats delivered and picked-up on-site at the User Agency location. Contractor shall use a Mobile Scanning Device to conduct an on-site inventory of all clothing and mats delivered and picked-up at each User Agency location during each scheduled visit.

2) Contractor and the User Agency Representative, or designee, shall follow a validation process to confirm the items being picked up, dropped off, and services being rendered upon completion of the inventory process as described in the User Agreement. The validation process shall include a requirement that the User Agency Representative, or designee, witness the inventory process being conducted by Contractor for both pickups and deliveries.

3) Contractor shall provide the User Agency Representative, or designee, a Service Ticket upon completion of the inventory and validation process but before Contractor departs from the User Agency location. The Service Ticket’s contents shall conform to Section 6.F.6 of this Exhibit A – Scope of Work for dispute or approval by the User Agency Representative, or designee.

F. On-site Inventory Scanning and Reporting

1) Contractor shall use a Mobile Scanning Device to conduct an on-site inventory of all uniform clothing and mats delivered and picked-up at each User Agency location. For the purposes of scanning, on-site shall be defined as physically at each User Agency location that receives uniform clothing or mat delivery services.

2) Contractor shall provide on-site demonstration of inventory scanning of uniform clothing on a date as agreed upon in the User Agreement.

3) Contractor shall sign into the User Agency location according to the User Agreement each and every time they provide a service at each User Agency location.

4) Contractor shall use a Mobile Scanning Device that has the software and capability to read and identify each uniform clothing and mat’s Scannable Identifier for inventory tracking purposes. Contractor shall use a Mobile Scanning Device that has the capability to process scanning and file transfer activity, including but not limited to detailed Service Tickets via email.

5) Contractor shall ensure each uniform clothing and mat has a unique Scannable Identifier affixed to the uniform clothing and mat. The Scannable Identifier shall identify the specific details of that clothing and mat. The Scannable Identifier shall be scannable and readable with the Mobile Scanning Device.

6) The Mobile Scanning Device shall be able to generate an electronic and hard copy Service Ticket that describes services for all items being delivered and picked up. The contents of the Service Ticket shall include, but are not limited to, the following:

a. The User Agency’s name and location.

b. The date of the Service Ticket.

c. A description of the services being performed for each uniform clothing or mat.

d. The date of the uniform clothing’s or mat’s pick-up or delivery.

e. The name of the User Agency employee whose uniform clothing is being serviced.

f. The type of uniform clothing being serviced (e.g., shirt, pant, etc.).

g. The count of the uniform clothing and mats being serviced.

h. Any variances between expected pickups and deliveries and reasons for such variances.

7) For deliveries, Contractor shall provide the Service Ticket in hard paper copy and may provide the Service Ticket in digital form, such as PDF or an email. The User Agency Representative, or designee, shall receive the Service Ticket prior to Contractor leaving the User Agency location.

8) For pickups, Contractor shall provide the Service Ticket in digital form, such as a PDF or an email, and may provide the Service Ticket in hard paper copy. The User Agency Representative, or designee, shall receive the Service Ticket prior to Contractor leaving the User Agency location.

9) If the Service Ticket is provided in hard paper copy, Contractor shall obtain a signature on the Service Ticket from the User Agency Representative, or designee, verifying inventory transfer prior to departure from the User Agency location. If the Service Ticket is provided in digital form, such as a PDF or email, no signature is required from the User Agency Representative, or designee.

10) Contractor shall receive a copy of the Service Ticket signed by the User Agency Representative, or designee, for Contractor’s records. The original Service Ticket shall remain with the User Agency Representative, or designee, and shall be logged according to the User Agency’s procedures.

G. Uniform Clothing Repair and Replacements

1) Contractor shall conduct an overall inspection of all uniform clothing prior to each delivery and replace uniform clothing when they have become worn, faded, lacking in emblems, or impact their professional appearance and/or function. Contractor shall be responsible for all costs and the User Agency shall incur no additional charges if the Contractor fails to provide uniform clothing that are not damaged, worn, faded, lacking emblems, or are otherwise impacted in their professional appearance and/or function.

2) Contractor shall scan on-site with the Mobile Scanning Device all uniform clothing taken from the User Agency location to be repaired and/or replaced. Replaced uniform clothing shall come with new Scannable Identifiers, labels, and emblems.

3) User Agency shall not be responsible for the replacement cost of uniform clothing damaged through normal wear and tear such as thinned fabric and small rips or tears. User Agency shall not be responsible for repair or replacement costs unless noted and approved by the User Agency Representative, or designee, at the time of pick-up during on-site inventory scanning.

4) Contractor shall return repaired or replaced uniform clothing to the User Agency location where the items were picked up within ten (10) business days of Contractor notification of needed repair or replacement.

5) Contractor shall replace any uniform clothing lost or damaged beyond normal wear and tear and deemed unable to be repaired, as determined and approved by the User Agency Representative, or designee, at User Agency’s expense in accordance with Exhibit B – Budget Detail and Payment Provisions.

6) Contractor shall clearly identify repaired or replaced items and costs in the invoice.

7) Contractor shall provide temporary uniform clothing to the User Agency, if requested, if the repair or replacement of the uniform clothing cannot be completed before the agreed upon due date. The temporary uniform clothing shall be billed at the rates described in Exhibit B – Budget Detail and Payment Provisions. Temporary uniform clothing shall be the same material and style as the uniform clothing being repaired or replaced. Temporary clothing may vary in color if the matching color is not available, but the color must be approved by the User Agency Representative, or designee. Temporary uniform clothing may be either new or used but clean and free of defects.

H. Employee Turnover

1) The User Agency Representative, or designee, shall notify the Contractor during regularly scheduled service when a new User Agency employee needs to be fitted for clothing. All new employee uniform clothing shall be sized and ordered by Contractor during the regular weekly service schedule. The User Agency Representative, or designee, shall order new fitted employee uniform clothing at the time of fitting.

2) Contractor shall fulfill all orders for new User Agency employees with the appropriate count and style uniform clothing within ten (10) business days of order or before the next two (2) scheduled service dates.

3) Contractor shall deliver all uniform clothing after initial delivery of new clothing in clean, stain free, damage free, and wrinkle free condition, on hangers, with emblems affixed, and all methods of closure/fastening (buttons, zippers, or other closures) functioning properly.

4) When specific employee uniform clothing is no longer needed due to the employee’s separation from employment, the uniform clothing must be returned to the User Agency Representative or designee. The User Agency Representative, or designee, shall coordinate with Contractor to have the separated employee’s uniform clothing that are no longer needed picked-up and returned to Contractor at the next scheduled service. Any missing items shall be identified at the time of return during the regularly scheduled service and shall be clearly identified with the name of the separated employee on the Service Ticket and invoice.

5) If an employee relocates to another User Agency location in the same classification, and within the same User Agreement, they shall keep their uniform clothing and the User Agency Representative, or designee, shall update Contractor of the relocation to ensure inventory, location, and invoicing records are updated.

6) If an employee relocates to another User Agency location in a different classification, and within the same User Agreement, they shall keep their clothing and request the clothing exchange at their new User Agency location with the User Agency Representative, or designee who shall update Contractor of the relocation and required exchanges to ensure inventory, location, and invoicing records are updated.

I. Storage Bins (Locking) and Clothing Racks

1) Contractor shall provide storage bins with locks to every User Agency location for soiled uniform clothing identified by the User Agency Representative, or designee, at no additional charge to User Agency. The storage bins shall be of a sufficient size to accommodate the User Agency’s needs. Contractor shall provide to User Agency Representative, or designee, access to bins, such as keys or codes, at time of initial delivery. Contractor shall be responsible for emptying the storage bins during scheduled service.

2) Contractor shall be responsible for supplying uniform clothing racks and clothing hangers if requested by the User Agency Representative, or designee, at no additional charge to User Agency.

J. NFPA and Non-NFPA Standards

1) NFPA items (Uniform Clothing and Emblems)

a. Contractor shall provide NFPA items in compliance with current health and safety requirements, including but not limited to, NFPA 70E (Category 2), NFPA 2112, ASTM 1506, Standard for Electrical Safety (Hazard Risk 2) in the Workplace, Current Edition and California Division of Occupational Safety Health (CAL/OSHA) and the American National Standards Institute. Contractor shall provide new compliant NFPA uniform clothing based on revised standards and code compliance when NFPA regulations are changed.

b. Contractor shall provide NFPA Pants that have the following attributes:

i. Be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Available in cargo and non-cargo styles.

v. Be in compliance with health and safety requirements, including but not limited to, NFPA 70E (Category 2), NFPA 2112, ASTM 1506, Standard for Electrical Safety (Hazard Risk 2) in the Workplace, Current Edition and California Division of Occupational Safety Health (CAL/OSHA) and the American National Standards Institute.

c. Contractor shall provide NFPA Shirts that have the following attributes:

i. Be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Available in short sleeve or long-sleeve.

v. Available in button-down, work-shirt, and polo styles.

vi. Conforms to the following specifications: Flame retardant, vented work shirt, moisture wicking, arc rated at 8.6 cal/cm2 with a NFPA 70E (Category 2).

vii. Be in compliance with health and safety requirements, including but not limited to, NFPA 70E (Category 2), NFPA 2112, ASTM 1506, Standard for Electrical Safety (Hazard Risk 2) in the Workplace, Current Edition and California Division of Occupational Safety Health (CAL/OSHA) and the American National Standards Institute.

d. Contractor shall provide NFPA Coveralls that have the following attributes:

i. Be industrial quality.

ii. Available in Men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Available in long-sleeved with a collar.

v. Be in compliance with current health and safety requirements, including but not limited to, NFPA 70E (Category 2), NFPA 2112, ASTM 1506, Standard for Electrical Safety (Hazard Risk 2) in the Workplace, Current Edition and California Division of Occupational Safety Health (CAL/OSHA) and the American National Standards Institute.

e. Contractor shall provide NFPA Bib Overalls that have the following attributes:

i. Shall be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Be in compliance with current health and safety requirements, including but not limited to, NFPA 70E (Category 2), NFPA 2112, ASTM 1506, Standard for Electrical Safety (Hazard Risk 2) in the Workplace, Current Edition and California Division of Occupational Safety Health (CAL/OSHA) and the American National Standards Institute.

f. Contractor shall provide for NFPA items all patches, stitching, emblems and uniform closing mechanisms that are flame resistant and in compliance with current health and safety requirements, including but not limited to, NFPA 70E (Category 2), NFPA 2112, ASTM 1506, Standard for Electrical Safety (Hazard Risk 2) in the Workplace, Current Edition and California Division of Occupational Safety Health (CAL/OSHA) and the American National Standards Institute.

g. Contractor shall provide NFPA items in quantities according to the User Agreement.

2) Non-NFPA items (Uniform Clothing and Emblems)

a. Contractor shall provide Non-NFPA Pants that have the following attributes:

i. Be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Available in cargo or non-cargo styles.

v. Available in 100% cotton, denim, canvas, or polyester/cotton blend.

b. Contractor shall provide Non-NFPA Shorts that have the following attributes:

i. Be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Available in cargo and non-cargo styles.

v. Have eleven (11) inch inseams.

vi. Available in 100% cotton or polyester/cotton blend.

c. Contractor shall provide Non-NFPA Button-Down Shirts that have the following attributes:

i. Be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Available in elbow-length short-sleeve or long-sleeve styles.

v. Available in 100% cotton or polyester/cotton blend.

d. Contractor shall provide Non-NFPA polo shirts that have the following attributes:

i. Be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, grey, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Available in elbow-length short-sleeve and long-sleeve styles.

v. Available in 100% cotton or polyester/cotton blend.

e. Contractor shall provide Non-NFPA Jackets or Coats that have the following attributes:

i. Available in men and women, or unisex, sizes.

ii. Available in black, white, green, spruce green, tan, khaki, light blue, royal blue, or navy-blue color.

iii. Have sewn-in nylon lining quilted to arctic-weight polyester insulation or similar.

iv. Have brass zippers or lightweight, corrosion resistant and weather stable zippers.

v. Be available in one (1) of the following:

A. With elastic on the wristbands and bottom hem; or B. A buttoned wristband instead of elastic on the wristbands. Must have no elastic on the bottom hem.

vi. Have slashed pockets with no closure.

vii. Be available with a 10 oz. polyester/cotton Duck Shell.

f. Contractor shall provide Non-NFPA Coveralls that have the following attributes:

i. Be industrial quality.

ii. Available in men and women, or unisex, sizes.

iii. Available in black, white, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iv. Be long-sleeved with a collar.

v. Have brass pant zippers, leg zippers, and soil release.

vi. Available in one (1) of the following:

A. 100% Cotton and non-insulated; or B. Canvas Duck material and insulation rating of 20°F below and 30°F below.

g. Contractor shall provide Non-NFPA Lab Coats that have the following attributes:

i. Available in men and women, or unisex, or one size fits all, sizes.

ii. Available in black, white, green, spruce green, tan, khaki, light blue, postal blue, royal blue, or navy-blue color.

iii. Available in long and short length options.

iv. Available with button-front or gripper front enclosure styles.

v. Be long-sleeved.

vi. Available in 100% Cotton or polyester/cotton blend.

vii. Available in mid-weight and lightweight styles.

h. Contractor shall provide Non-NFPA Machinist Aprons that have the following attributes:

i. Available in men and women, or unisex, or one size fits all, sizes.

ii. Available in black, white, green, spruce green, tan, khaki, denim, light blue, postal blue, royal blue, or navy-blue color.

iii. Shall be available in 100% cotton or polyester/cotton blend.

K. Contractor shall be liable for the conduct, demeanor, and appearance of its officers, agents, employees, and representatives. Contractor and Contractor’s officers, agents, employees, and representatives shall display professionalism in courteous customer service and efficient performance of their duties.

L. Scheduling

1) Contractor shall perform and respond to all services in a timely manner. If Contractor’s regularly scheduled route driver is unavailable, the Contractor shall provide an alternate driver to fulfill the regularly scheduled services including holiday schedules where routes may need to be adjusted. Contractor shall contact the User Agency Representative, or designee, to provide advance notice of absence.

2) Contractor shall deliver items the following business day if Contractor’s weekly delivery date falls on a State holiday. Contractor shall notify the User Agency Representative, or designee, the week prior to alternate delivery dates scheduled due to holiday schedules of employees to ensure the User Agency Representative, or designee, are informed and in agreement with an alternate date and time for services. Contractor shall prepare and provide any substitute staff with the appropriate tools and items necessary to complete services.

3) Contractor shall contact and inform the User Agency Representative, or designee, if Contractor’s staff will be unavailable and shall provide substitute staff to ensure continuity of services. Contractor’s substitute staff shall be knowledgeable with services for each User Agency location.

M. Contractor shall provide miscellaneous materials incidental to service including but not limited to instruction material, pamphlets, clothing racks, bins, service tags, hampers, lockers, and safety materials needed or required to perform service at no additional charge to the State.

State Tasks and Responsibilities A. The User Agency Representative, or designee, shall be the main point of contact for Contractor for all uniform clothing and/or mats delivered and picked-up at each User Agency location.

B. The User Agency Representative, or designee, shall ensure Contractor provides an electronic and hard copy Service Ticket at each visit, regardless of frequency, and shall verify items listed. The User Agency Representative, or designee, shall review to ensure the Service Ticket is accurate in the format described in Section 6.F.6 of this Exhibit A – Scope of Work.

C. The User Agency Representative, or designee, shall upon receipt inspect all uniform clothing and mats received for cleanliness, wrinkles, defects, stains, or any issues. The User Agency Representative, or designee, shall reject, document, and return to Contractor immediately at the time of delivery any uniform items and mats that are delivered that are not clean, stain free, damage free, wrinkle free, or has any issues as determined by the User Agency Representative, or designee.

D. The User Agency Representative, or designee, shall ensure Contractor’s staff signs in according to the User Agreement each and every time they provide a service at each User Agency location to confirm all items delivered and picked up.

E. The User Agency Representative, or designee, shall inspect any services performed by Contractor prior to Contractor’s departure from the User Agency location. The User Agency Representative, or designee, is solely responsible for determining acceptability of service performed at the User Agency location.

Service Region Map by County A. Contractor shall provide services in the California Regions as specified in Section 9, Services and Regions of this Exhibit A – Scope of Work. Each Region is comprised of the counties depicted below in Figure 1. – Service Regions by County.

Figure 1. – Service Regions by County

B. Services shall be provided in the following Regions comprised of the following California’s counties:

Services and Regions The Contractor shall provide services for the Regions {1 – 12} and for the Service Categories listed below:

A. NFPA Pants - Cargo.

B. NFPA Pants - Non-Cargo.

C. NFPA Shirts - Button-Down, Short and Long Sleeve.

D. NFPA Shirts - Work-Shirt, Short and Long Sleeve.

E. NFPA Shirts - Polo, Short and Long Sleeve.

F. NFPA Coveralls.

G. NFPA Bib Overalls.

H. Non-NFPA Pants - 100% Cotton, Cargo.

I. Non-NFPA Pants - 100% Cotton, Non-Cargo.

J. Non-NFPA Pants - Denim, Cargo.

K. Non-NFPA Pants - Denim, Non-Cargo.

L. Non-NFPA Pants - Canvas, Cargo.

M. Non-NFPA Pants - Canvas, Non-Cargo.

N. Non-NFPA Pants - Polyester/Cotton Blend, Cargo.

O. Non-NFPA Pants - Polyester/Cotton Blend, Non-Cargo.

P. Non-NFPA Shorts - 100% Cotton, Cargo.

Q. Non-NFPA Shorts - 100% Cotton, Non-Cargo.

R. Non-NFPA Shorts - Polyester/Cotton Blend, Cargo.

S. Non-NFPA Shorts - Polyester/Cotton Blend, Non-Cargo.

T. Non-NFPA Button-Down Shirts - 100% Cotton, Long or Short Sleeve.

U. Non-NFPA Button-Down Shirts - Polyester/Cotton, Long or Short Sleeve.

V. Non-NFPA Polo Shirts - 100% Cotton, Long or Short Sleeve.

W. Non-NFPA Polo Shirts - Polyester/Cotton Blend, Long or Short Sleeve.

X. Non-NFPA Jackets or Coats, Elastic Wristband/Bottom Hem.

Y. Non-NFPA Jackets or Coats, No Elastic on Wristband (Buttoned Wristband instead) and No Elastic on Bottom Hem.

Z. Non-NFPA Coveralls - 100% Cotton, Non-Insulated.

AA. Non-NFPA Coveralls - Canvas Duck, 20F Insulation.

AB. Non-NFPA Coveralls - Canvas Duck, 30F Insulation.

AC. Non-NFPA Lab Coats - 100% Cotton, Mid-Weight, Button-Front, Long Length.

AD. Non-NFPA Lab Coats - 100% Cotton, Mid-Weight, Button-Front, Short Length.

AE. Non-NFPA Lab Coats - 100% Cotton, Mid-Weight, Gripper Front, Long Length.

AF. Non-NFPA Lab Coats - 100% Cotton, Mid-Weight, Gripper Front, Short Length.

AG. Non-NFPA Lab Coats - 100% Cotton, Light-Weight, Button-Front, Long Length.

AH. Non-NFPA Lab Coats - 100% Cotton, Light-Weight, Button-Front, Short Length.

AI. Non-NFPA Lab Coats - 100% Cotton, Light-Weight, Gripper Front, Long Length.

AJ. Non-NFPA Lab Coats - 100% Cotton, Light-Weight, Gripper Front, Short Length.

AK. Non-NFPA Lab Coats - Polyester/Cotton Blend, Mid-Weight, Button-Front, Long Length.

AL. Non-NFPA Lab Coats - Polyester/Cotton Blend, Mid-Weight, Button-Front, Short Length.

AM. Non-NFPA Lab Coats - Polyester/Cotton Blend, Mid-Weight, Gripper Front, Long Length.

AN. Non-NFPA Lab Coats - Polyester/Cotton Blend, Mid-Weight, Gripper Front, Short Length.

AO. Non-NFPA Lab Coats - Polyester/Cotton Blend, Light-Weight, Button-Front, Long Length.

AP. Non-NFPA Lab Coats - Polyester/Cotton Blend, Light-Weight, Button-Front, Short Length.

AQ. Non-NFPA Lab Coats - Polyester/Cotton Blend, Light-Weight, Gripper Front, Long Length.

AR. Non-NFPA Lab Coats - Polyester/Cotton Blend, Light-Weight, Gripper Front, Short Length.

AS. Non-NFPA Machinist Apron - 100% Cotton or Polyester/Cotton Blend.

AT. Standard 3' x 4' Floor Mat.

AU. Standard 4' x 6' Floor Mat.

AV. Steady Step 4' x 6' Floor Mat.

AW. Standard 3' x 10' Floor Mat.

AX. Steady Step 3' x 10' Floor Mat.

AY. Scraper 3' x 5' Floor Mat.

Canceled Orders User Agency shall not be responsible for canceled orders delivered when Contractor has been informed at least one (1) week prior to scheduled delivery date.

Building Security A. If there is a need for Contractor to enter a User Agency location, they shall follow the User Agency’s security protocols as described in the User Agreement.

B. The User Agency Representative, or designee, shall have and exercise full and complete control over granting, denying, withholding or terminating building clearances for Contractor.

C. Contractor’s staff shall be in a uniform with a name-tag that easily identifies them as Contractor’s staff.

D. Contractor shall display their company name and logo on their vehicles.

E. Contractor shall be responsible for all costs incurred as a result of false fire alarms or other system alarms activated by Contractor’s negligence or that of its employees, material suppliers, and/or subcontractors.

Parking A. Contractor shall be responsible for their parking including but not limited to fees, fines, penalties, travel costs, mileage, fuel, and related items. Free parking may not be provided at all User Agency locations and will not be reimbursed.

B. The User Agency Representative, or designee, shall identify loading and unloading areas and coordinate with Contractor.

Workmanship A. Contractor shall make provisions to accomplish the work of this Agreement, without undue interference with the operations of the State, its tenants and visitors, or surrounding businesses and buildings.

B. Contractor shall keep all work areas clean and free. During progress of work and at the end of each workday, Contractor shall cleanup, remove, and appropriately discard materials from the User Agency location in accordance with applicable local, state, and federal regulations.

Changes A. The User Agency Representative, or designee, reserves the right to increase or decrease the quantity of services without requiring an Amendment to this MSA.

B. Contractor shall assume all financial responsibility for items delivered not identified in this MSA or in any executed Amendments to this MSA.

Contractor Selection Process User Agencies electing to use this MSA to obtain Uniform and Mat Rental and Cleaning Services must select a Contractor using Ranking Order Selection Process as described below without modification.

A. Ranking Order Selection Process

1. User Agencies shall submit a written request to the Contractor in Rank 1 for the requested Service Category and in the Region the work is to be performed.

2. Contractors must acknowledge and respond to a written User Agency request for services within one (1) business day of the request unless a longer response timeframe is specified by the User Agency.

3. If the Contractor does not respond within one (1) business day of the request or the timeframe specified the User Agency, the User Agency may request services from the next ranked Contractor in the Region.

4. Should all Contractors within the same Region and Service Category fail to respond and/or provide services as required, a User Agency may request services from any Rank 1 Contractor of neighboring Region(s) that shares a border within the same Service Category.

5. Users must notify the DGS-PD State Contract Administrator of a Contractor’s failure to respond and/or provide services.

6. If there are no Contractors awarded services for a Service Category within a Region, a User Agency may request services from any Rank 1 Contractor awarded that Service Category in any Region. DGS-PD will encourage contact of eligible Contractors in neighboring Region(s) first.

7. The User Agency must document the results of the Ranking Order Selection Process when selecting a Contractor for a Region and/or Service Category.

B. User Agencies shall not request services from Contractors for Service Categories not awarded.

C. Pricing shall not exceed the rates specified in Exhibit B – Budget Detail and Payment Provisions for the Service Category and Region selected by the User Agency.

D. The DGS/PD State Contract Administrator will prepare and administer User Instructions which outlines the contractor ranking. User Agencies must refer to the User Instructions before utilizing the MSA.

Certificates of Insurance Contractor shall provide, at any time, proof of original certificates of insurance evidencing compliance with all insurance requirements in Exhibit D – Insurance Provisions.

Contractor Qualifications, Licenses, Certifications and Records A. Minimum Qualifications Contractor must possess at least two (2) years of experience in commercial uniform and mat rental and cleaning services. Contractor staff must also have an appropriate California Driver’s License for the class of vehicle they operate.

B. Licenses, Certifications and Records

1. Contractor must possess the following permits, licenses, and authorizations:

a. A United States Department of Transportation (US DOT) Number issued by the Federal Motor Carrier Safety Administration (FMCSA) (https://www.fmcsa.dot.gov/registration/do-i-need-usdot-number)

b. A Carrier Identification (CA) Number per California Vehicle Code (CVC) Section 34507.5 issued by the California Highway Patrol (CHP) (https://www.chp.ca.gov/Programs-Services/Programs/Commercial-Vehicle-Section)

c. Motor Carrier Permit (MCP) issued by the California Department of Motor Vehicles (DMV) (https://www.dmv.ca.gov/portal/vehicle-industry-services/motor-carrier-services-mcs/motor-carrier-permits/)

2. Contractor shall provide certificates of licensure to the State upon request throughout the MSA term. Contractor shall furnish information about its current and valid licenses, certifications, permits, and authorizations to User Agencies prior to entering into User Agreements.

3. Contractor shall maintain, viewable upon request, all other business and professional licenses, permits and/or certifications that may be required by federal, state, and local codes.

4. In the event any license(s), permit(s) and/or certification(s) expire, is suspended, or revoked at any time during the term of this Agreement, Contractor shall notify DGS-PD and User Agencies immediately. The MSA and/or User Agreement(s) may be subject to termination or suspension.

Contract Activity and Reports A. Each quarter, the Contractor shall submit a Quarterly Usage Report to the DGS-PD State Contract Administrator via email or other delivery method as specified by DGS-PD. The report shall summarize the Contractor’s MSA contract activity for each User Agency, and it shall be provided to the DGS-PD State Contract Administrator by the fifteenth (15th) working day following the ending of the quarter’s reporting period for which a User Agreement was executed. A report is required every quarter, even if the Contractor did not acquire a User Agreement during the reporting period.

B. The Quarterly Usage Report will separate state contracting activities from that of local governmental entities. Each line of the report should represent one (1) User Agreement issued against this MSA and must contain at a minimum the following information:

1) User Agency Name (department, agency, etc.).

2) User Agency Std. 213/User Agreement Number.

3) User Agency Contact Person.

4) Contractor Invoice Number.

5) Invoice Date.

6) Invoice Amount.

7) Service Category and Region.

8) Rate(s).

C. The DGS-PD State Contract Administrator reserves the right to modify this Quarterly Usage Report and require Contractor to provide additional reporting information during the course of this Agreement.

D. Any report that does not follow the required format or that excludes information may be deemed incomplete and returned for correction. Failure to submit accurate reports and/or check payments on a timely basis may constitute grounds for contract suspension.

SB/DVBE Participation Reporting Pursuant to Government Code 14841, upon completion of the contract for which a commitment to achieve small business (SB) or DVBE participation was made, Contractor shall report to the User Agency the actual percentage of SB/DVBE participation that was achieved.

Payment Withholding for DVBE Subcontractors Upon completion of a contract for which a commitment to utilize DVBE subcontractors was made, the Contractor shall certify compliance with MVC Section 999.5(d) by submitting a complete and accurate Prime Contractor’s Certification – DVBE Subcontracting Report (Std. 817). Pursuant to MVC Section 999.7, ten thousand dollars ($10,000) will be withheld from the final payment, or the full final payment if less than ten thousand dollars ($10,000), until the prime contractor complies with the certification requirements of subdivision (d) of MVC Section 999.5. Prime contractor shall be given thirty (30) days’ notice to cure the defect. If, after thirty (30) calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, User Agency shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars ($10,000). To ensure accuracy and completeness of Contractor’s certification of payments to DVBE subcontractors, User Agency may request proof of payment. All information provided by Contractors and contract records shall be retained for a minimum of six (6) years from date of receipt.

Local Government Agency Incentive Fee A. For all local government agency transactions issued against the awarded MSA, the Contractor is required to remit DGS-PD an incentive fee of an amount equal to 1.25 percent of the total contract amount (e.g., If the net Local Governmental Agency sales for a quarter is one hundred thousand dollars ($100,000.00), the incentive fee due to DG/PD is one-thousand two-hundred fifty dollars ($1,250.00)).

B. This incentive fee shall not be included in the User Agency’s rate(s), nor invoiced separately to the User Agency. All prices quoted to a local governmental agency shall reflect MSA contract pricing, including any and all applicable discounts, and shall not include add-on fees.

C. Contractor payment of the local agency incentive fee to DGS-PD is due irrespective of whether or not the Local Governmental Agency has paid the Contractor for services.

D. Contractor payment may be made in the form of an electronic payment using the LPA Payment Portal or by submitting a check payable to the State of California, Department of General Services. Along with each payment, a Contract Usage Report, filtered in Excel to include only local government agency sales, shall be submitted to the State Contract Administrator.

E. To submit Incentive Fees through the LPA Payment Portal, users must register on the DGS-PD LPA Payment Portal (https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Access-LPA-Payment-Portal).

F. Incentive Fee payments made by check shall be submitted to the following address:

Department of General Services MAPS Payments…