8-Specifications.pdf

SPECIFICATIONS

SCOPE

Harris County is soliciting bids for a term contract to Uniform Rental, Laundry Services, and Related Items for Harris County for the term beginning on or about June 1, 2026 and ending one (1) year thereafter or until all services ordered prior to the expiration date have been satisfactorily delivered and accepted or performed satisfactorily for the using department(s).

It is the responsibility of each vendor to examine the entire bid package, seek clarification in writing, and review their bid for accuracy before submitting. Questions relating to this bid must be submitted in writing and directed to Dat Trinh, Office of the Purchasing Agent, through Bonfire. The deadline for submission of questions relating to this bid is listed on the Event schedule of this project. All questions submitted in writing prior to the deadline will be compiled and answered in writing. A copy of all questions and answers will be released as a Public Notice to all firms. The County will not be bound by any information conveyed verbally.

M/WBEs

Harris County strives to engage with prime contractors and subcontractors that represent the diverse businesses of the County. We will ensure that historically underutilized minority- and woman-owned businesses (M/WBEs) receive a fair and equal opportunity to participate in the County's procurement process. The County expects Vendors to make a good faith effort and the Vendor agrees to reasonably assist the County to meet or exceed goals for awarding contracts associated with a project the County procures, operates, maintains, or constructs to M/WBEs.

RENEWAL OPTIONS

Harris County may consider four (4) one-year renewal options, renewable one (1) year at a time, based upon the same terms, conditions and pricing as the original year. Renewal is subject to approval by the

Harris County Commissioners Court. Once renewal options are exhausted, the contract must be rebid.

Harris County reserves the right to rebid at any time as is in its best interest and is not automatically bound to renew.

CERTIFICATE OF INTERESTED PARTIES (FORM 1295)

Texas law requires all parties who enter into any contract with the County which must be approved by

Commissioners Court to disclose all interested parties. Form 1295 must be completed in its entirety at the following website: https://ethics.state.tx.us/filinginfo/1295/ prior to submitting your response. Failure to do so may result in disqualification of your response.

USAGE REPORTS

Harris County reserves the right to request, and receive at no additional cost, up to two (2) times during the contract period, a usage report detailing the products and/or services furnished to date under a contract resulting from this bid. The reports must be furnished no later than five (5) working days after written request and itemize all purchases to date by Harris County department, description of each item purchased, quantity of each item purchased, per unit and extended price of each item purchased, and total amount and price of all items purchased.

Uniform Rental, Laundry Services, and Related Items for Harris County https://ethics.state.tx.us/filinginfo/1295/

CHANGE IN CONTRACT

Should any changes to the contract be required, a Change in Contract form shall be generated by Harris

County Purchasing and will be sent to the awarded vendor(s) for execution. Any changes in contract shall be in writing and must be signed by both Harris County and the awarded vendor.

PURCHASE ORDERS

Products and/or services must not be provided and invoices will not be paid without a purchase order, signed by the Harris County Purchasing Agent. Purchase orders will be written in annual increments when applicable.

Once a purchase order is issued, the using department will contact vendor directly to place orders.

NO CONFIDENTIALITY OF BIDS

Once opened, bids are public record. There are no exceptions. When submitting a bid, the vendor must be sure to redact confidential information if the information is needed to address requirements of the bid. If there are any questions concerning confidentiality of information to be submitted, contact Dat Trinh immediately at Dat.Trinh@pur.hctx.net.

ALTERATION OF DOCUMENT

No alterations may be made to this document. Any alterations made may result in the bid being deemed non-responsive and rejected. The terms and conditions contained within this bid supersede all conflicting terms within any cooperative purchasing contracts associated with this purchase.

TOLL/PARKING FEES

Any and all toll/parking FEES incurred by the vendor during the term of this contract will be the responsibility of the vendor.

INVOICING

Offerors shall submit all invoices to VendorsInvoices@aud.hctx.net. All invoices shall include submission requirements stated in the specifications including, as applicable, completed certified payroll records and lien waivers. Payment terms are “Net 30” from date the invoice is received by the Auditor’s Office –

Accounts Payable Department; therefore, payment to the vendor may take up to one (1) month from the date the invoice is initially approved by the Harris County using department and received in Accounts

Payable. Any invoice, which cannot be verified by the contract price and/or is otherwise incorrect, will be returned to the offeror for correction.

SPECIAL REQUIREMENTS

Vendor may offer for sale additional items related to the scope of goods and/or services described herein and/or listed on the BidTable. Though the related items offered may be considered during the award recommendation, and/or may be made a part of a subsequent contract, if any, with Harris County, the affect of the related items cannot be extended and totaled in determining the lowest bidder since an estimated usage is unknown.

Purchases by Harris County of related items should not exceed 20% of the total annual purchases under the contract.

The rates quoted on the BidTable must be all-inclusive. “All-inclusive” shall be constructed as costs incorporating all charges for labor, material, equipment, testing and any other cost incurred. No separate line item rates or charges will be accepted.

During the term of the contract, only industry-wide changes in price, reflected by documentation from supplying manufacturer/mill(s) will be approved. Pricing is subject to manufacturer’s increase/decrease, and for the amount of the increase/decrease only. Prices cannot be increased for ninety (90) days after the mailto:Dat.Trinh@pur.hctx.net contract begins. Prices cannot be increased within ninety (90) days of any previous price increase. Price reductions must be applied to Harris County costs as soon as applied to vendor’s costs.

This bid or Commissioners Court approved award does not obligate Harris County to the eventual purchase of any product/service described, implied or which may be proposed. Progress toward this end is solely at the discretion of Harris County and may be terminated at any time.

The County may award to more than one (1) vendor as “Primary” and “Secondary” vendor. The

“Secondary” vendor will be utilized due to time constraints, availability, etc.

BEST BID EVALUATION AND AWARD

Under Local Gov’t. Code Chapter 262, which outlines the purchasing and contracting authority of counties, § 262.022(5-a) defines “lowest and best” as “a bid or offer providing the best value considering associated direct and indirect costs, including transport, maintenance, reliability, life cycle, warranties, and customer service after a sale.” [emphasis added]. Local Gov’t. Code § 262.027(a)(1) directs commissioners court to award a contract to the responsible bidder who submits the “lowest and best bid”.

Harris County anticipates awarding to a single vendor to provide the described goods and/or services.

Therefore, Harris County reserves the right to award by item, category, overall, or as best serves the County’s interest. Award will be made to the lowest or best bid as determined by the overall evaluation. “Best bid” shall be interpreted as that which best supports the overall needs of the project and end users in consideration of all associated direct and indirect factors which impact cost and performance to include but not limited to:

• Price.

• Ability, capacity and skill of the vendor to perform contract requirements.

• Time constraints, vendor availability.

• Perform within the time specified, without undue delay or interference.

• Quality of performance with demonstrated ability to perform the work in a satisfactory and timely manner.

• Bidders who routinely demonstrate deficiencies in providing satisfactory performance during a contract period prior to the issuance of this solicitation, may be rejected.

SPECIFICATION

Harris County is soliciting competitive sealed bids from qualified Bidders to furnish all provision of garments, inspection, delivery, repairs, materials, equipment, and industrial laundering necessary to perform

Uniform Rental, Laundry Services, Floor Mat Services, and Related Items for Harris County.

The intent of this Invitation for Bids (ITB) is to establish a contract with a qualified Bidder capable of performing the specified service in accordance with the terms, conditions, and techniques specifications contained herein.

The work to be performed shall include, but is not limited to, the following:

I. General Requirements

The vendor shall be responsible for executing the Scope of Work defined in this solicitation. These responsibilities include planning, task assignment, coordination, inspections, quality control, reporting, and all other administrative activities necessary to deliver services, as well as the specific tasks listed below.

a) Garment, Floor Mat, and Related Items Rental Services

b) Uniform, Floor Mat, and Related Items Supply Services

c) Laundering, cleaning, and finishing

d) Employee sizing and fitting

e) Replacement, alteration, and repair

f) Delivery and pickup services

g) Account management and customer service

h) Inventory reporting and tracking

II. Uniform Rental Services

a) The vendor shall supply all required uniform types, including standard and specialty garments, in compliance with operational and safety requirements. Materials shall be industrial-grade, colorfast, and durable, with reinforced seams and resistance to shrinkage, wrinkling, and wear. Where specified, garments shall incorporate flame-resistant or chemical-resistant properties.

b) The Department will provide the vendor with a list of employee names, their assigned locations, and the authorized uniform type and color. For this Bid, one shirt and one pair of pants will constitute a set. The bid price must include all associated costs, including but not limited to rental, laundering, pick-up, and delivery. The County reserves the right to add additional services, as well as add or remove employees from the list. Furthermore, the County may modify the list as necessary.

c) Under the rental service, uniform replacements shall occur on a twelve (12)-month cycle, commencing from the delivery date of each employee’s initial uniform issue. Routine replacement shall consist of replacing fifty percent (50%) of the required uniform set per employee every twelve

(12) months. The Vendor shall be responsible for all routine replacements resulting from normal wear and tear and the garment life cycle. Additional (variable) replacements may be required when the

County determines that a garment has exceeded its usable life.

III. Uniform Exchange and Emergency Service

a) The vendor shall be responsible for existing uniforms and garments may be exchanged for clean, pressed, and serviceable replacements to accommodate an employee’s size changes, at no additional cost to the County. These replacements must be provided within ten (7) business days.

b) The vendor shall provide emergency uniform replacements for any garment that is lost, damaged, or deemed unserviceable. Such replacements must be delivered within forty-eight (48) hours of notification by the department to ensure uninterrupted uniform availability for employees. This service shall be provided at no additional cost to the County beyond the agreed rental fees.

IV. Sample

The vendor shall furnish samples of uniform garments or any related items as listed in these specifications when requested by the Harris County Department Representative. The vendor will be required to seal and label all samples with company name, manufacturer, and the Harris County

Department Representative requesting it within seven (7) business days after requested. The vendor will be notified by the department representative of when the sample can be retrieved. The sample will become the property of the county if it has not been picked up after two (2) weeks of the retrieved date.

V. Emblem and Name Tag

The vendor shall provide durable, colorfast emblems on all rental uniforms, applied in department-specified locations and consistent in size and design. Emblems may be embroidered, heat-sealed, or screen-printed and must withstand routine laundering and normal wear without fading, peeling, or detachment. The Harris County Department Representative will be providing the vendor with the colors, artwork, and design of the emblem. Employee name tags or department identifiers may be incorporated as required. The vendor shall replace any damaged or worn emblems at no additional cost and submit samples for department approval prior to full deployment, ensuring quality and uniform appearance across all garments. The sample of the emblem must be submitted to the Harris County Department

Representative for review and approval prior to full deployment.

VI. Measurement and Fitting

a) The vendor shall be responsible for individual measurements and fit of the uniforms. The vendor shall provide sizing kits and services for sizing county personnel to eliminate errors in sizes and misspelling of names, etc., at pick up and drop off locations at no additional charges. The vendor shall not use an employee's civilian clothing size as a means of sizing work uniform pieces. The vendor require employees to try on the sample in conjunction with measuring employees as a means of determining the correct size to be ordered. The vendor shall contact the department representatives to establish a date and time for employee measurements.

b) The vendor shall abide by the weekly inventory issued per employee shall equal the number of service days plus one (1). Initial uniform issuance will average eleven (11) sets per employee, consisting of shirts and pants. Each uniform item must be distinctly yet discreetly labeled with a barcode to allow employee identification. During the fitting process, each employee shall select either long- or short-sleeve garments, in accordance with Department requirements. The vendor shall provide and affix

(by heat press or embroidery) individual name emblems and customized images to the front of each garment. Rental quantities may vary and will be requested as determined by the Harris County

Department Representative.

c) The vendor shall meet with each department’s representative or designated delegate to establish the delivery timeline for the initial issuance of uniform. During this meeting, the vendor shall provide details regarding the required lead time, particularly for any special manufacturing requirements for employee uniforms that exceed standard sizes. The complete order for all departments and their respective sections shall be delivered simultaneously.

d) The department shall select the uniform color and style that best meets its requirements from the catalog provided by the vendor.

VII. Uniform Rental Shirt and Pants Specifications

The vendor shall provide rental garment services, which include laundry services as specified in the Bid

Pricing Sheet and as may be requested throughout the contract term.

• Vendor shall be financially responsible for garments damaged due to improper laundering processes.

• Vendor shall replace, at no cost to County, any garments lost while in Vendor custody.

• Vendor shall comply with all Environmental Protection Agency (EPA), Occupational Safety and

Health Administration (OSHA), and environmental discharge regulations.

Categories include, but are not limited to, those that align with the Uniform Rental Shirt and Pants specifications.

a) Uniform Shirt Specification

• Lifecycle: Minimum 50 – 75 industrial wash cycles

• Gender: Unisex

• Fabric Composition: 65% / 35% Cotton or 100% Cotton

• Construction: Woven

• Weave: Poplin or Twill

• Weight: 150 – 170 GSM (±5%)

• Finish: Wrinkle resistant, Soil Release, Easy-care

• Shrinkage: Max 3% after industrial laundering

• Colorfastness:

o Wash: Grade 4 minimum o Rubbing (dry/wet): Grade 4 minimum

• Fit & Sizing:

o Sizes: XS – 5XL o Fit: Regular / Classic o Measurement Tolerance: ±1 cm

• Design o Sleeves: Short sleeve Or Long sleeve as per PO o Collar: Standard point collar, fused interlining o Cuffs (long sleeve): adjustable button cuffs o Front Closure: Resin or melamine buttons o Spare Button: 1 pc attached inside garment o Pockets: 1 or 2 chest pockets with pencil slot o Hem: Curved or straight as per PO

• Identification o Name embroidery optional o Barcode label mandatory or RFID o Printed care and size label

b) Uniform Pants Specification

• Lifecycle: Minimum 75 industrial wash cycle

• Fabric Composition: 65% Polyester / 35% Cotton

• Construction: Twill Woven

• Weight: 190 – 220 GSM (±5%)

• Finish: Wrinkle resistant, Soil release

• Shrinkage: Max 3%

• Fit & Sizing:

o Fit: Regular / Straight leg o Waist Sizes: 28 – 52 o Inseams: Standard rental length o Tolerance: ±1 cm

• Design:

o Waistband: Fixed waistband with belt loop o Closure: Metal hook and Zipper o Pockets:

i. Two front slash pockets

ii. One or two back pockets (minimum one button) o Hem: Plain hem with allowance for alteration

• Identification:

o Barcode label inside waistband or RFID o Printed care and size label

c) Laundry Services

The vendor shall provide a complete laundry service including but not limited to:

• Collection and Transportation Requirements o FR (Flame-Resistant) garments must be processed separately from non-FR garments.

o Heavily contaminated garments (Oil, grease, fuel) must be segregated.

o Soiled garments must be transported in sealed, leak-proof containers.

• Washing and Processing Standards o Industrial Equipment:

i. Only industrial grade laundry equipment is permitted for use.

o Degreasing and Stain Removal:

i. Utilize heavy duty detergents specifically designed for the removal of oil and grease.

ii. Pre-treatment of heavily soiled garments is required.

o Flame-Resistant Garments:

i. Washing processes must not compromise flame-resistant properties.

ii. Must be processed strictly in accordance with manufacturer's guidelines.

o Sanitization:

i. Wash cycles must achieve effective odor removal and sanitization.

ii. No residual fuel or chemical odor shall remain.

o Chemical Compliance:

i. Use approved and safe detergents.

ii. Material Safety Data Sheets (MSDS) must be available upon the Harris County department representative request.

• Drying and Finishing o Drying processes must be controlled to prevent shrinkage or damage to the fabric.

o Reflective strips must remain intact and fully visible at all times.

o Driver uniforms are required to be pressed before delivery.

o All garments must be delivered clean, wrinkle-free, and either neatly folded or hung.

• Quality Control o Complete removal of oil and grease.

o Integrity of seams, buttons, and zippers is preserved.

o No damage to reflective strips.

o Prevention of cross-contamination.

o Maintenance of proper garment identification.

o Garments that do not pass inspection must be reprocessed before delivery.

VIII. Uniform Recovery Rental and Replacement

a) The vendor shall maintain a quality control program under which all uniforms are inspected for damage, including missing buttons, tears, or other deficiencies. The vendor shall perform all required repairs prior to delivering uniforms and shall implement a tagging system to identify repairs noted by the department representative. Any items deemed damaged or unserviceable must receive approval from the department representative, following a visual inspection, before replacement is authorized. If uniforms are damaged beyond repair and Harris County is required to pay full price for them, the uniforms must be returned before payment for the damaged uniform can be issued.

b) The vendor shall be responsible for replacing the uniforms as they wear out if damaged beyond repair.

The replacement uniform should be new and used replacement garments will not be acceptable.

c) Any article that does not meet specifications for material, workmanship, or proper fit will be rejected.

Uniform garments will receive special scrutiny for neatness and straight seams. Garments with broken, crooked, or loose stitching will not be accepted. Items failing to meet specifications will be returned to the supplier at their expense.

IX. Delivery and Pick up Services

a) The vendor shall ensure prompt delivery to designated locations as specified on the Purchase

Order(s). Deliveries shall occur during normal business hours unless otherwise approved. The vendor shall be responsible for all shipping, handling, and transportation.

b) The vendor shall notify the Harris County department representative within twenty-four (24) hours of any backorder, delay, or stock issues. The unauthorized substitution are prohibited without written approval from the department representative.

c) All items shall be securely packaged to prevent damage during transit and handling. Any items damaged in shipping shall be repaired or replaced in kind at the sole discretion of Harris County and at no additional cost to the County. Delivery shall be made F.O.B. inside Destination, on an as-needed basis to various locations throughout Harris County, by request only and only upon receipt of a valid

Purchase Order issued by an authorized Harris County representative. Each order must reference a

Purchase Order number and be shipped to the address specified therein. If the Vendor fails to deliver within the timeframe specified in the bid or purchase order, the Harris County Purchasing Agent reserves the right to procure the required items or services from the open market. In such cases, the

Vendor agrees to reimburse Harris County for any additional costs incurred, or to provide a credit memorandum in an amount equal to the excess cost, as determined by the County.

d) All equipment delivered shall be complete, current production models meeting the specifications of this solicitation, including all components required by law or regulation. Warranty work shall be performed at no cost to Harris County, including all related shipping, labor, and handling expenses.

e) The vendor shall meet with each department’s representative or designated delegate to establish the delivery timeline for the initial issuance of uniform. During this meeting, the vendor shall provide details regarding the required lead time, particularly for any special manufacturing requirements for employee uniforms that exceed standard sizes. The complete order for all departments and their respective sections shall be delivered simultaneously.

f) The vendor shall provide uniform rental services for employees designated by the departments within

Harris County. The vendor is responsible for the delivery and pick-up of all items, with clothing pick-up and delivery occurring at least once per week to all designated locations. All garments must be delivered on hangers and placed on racks in a convenient location at each site organized in alphabetical order by last name of the Harris County department representative. Uniforms that are worn or unsuitable for service must be routinely replaced with new ones. The County reserves the right to refuse payment for uniforms that are not neat or otherwise unacceptable for public wear. As part of the uniform rental with laundry service, the vendor shall replace, at no additional cost, any uniform item that does not fit due to shrinkage or is damaged during washing and maintenance.

g) At each delivery, the vendor shall execute a check-in and check-out process and provide documentation verified by the Harris County department representative. The vendor shall additionally submit electronic records for each transaction that specify the service location, employee names, and the quantity and type of garments picked up and delivered.

h) The vendor shall be responsible for any discrepancies between the number of uniforms delivered and the number collected during the preceding week, and must provide a written explanation for the delay along with an accurate estimated completion time..

i) The vendor shall ensure that their vehicle is fitted with a global positioning system (GPS) to deliver timely information regarding deliveries and pickups upon request from the Harris County Department

Representative.

X. Floor Mat Services

a) The vendor shall provide black floor mats with non-slip nitrile rubber backing, minimum required thickness, and wrinkle-resistant borders, in sizes 3’ x 5’ and 4’ x 6’ (with additional sizes as needed), shall service them weekly with cleaning, replacement, dry, and ready to use during business hours of Monday through Friday, 7:00 a.m.– 4:00 p.m. CST or as requested by the Harris County

Department Representative.

b) Mats exhibiting excessive wear, damage, curling, or loss of non-slip properties must be replaced immediately at no additional cost to the County.

XI. Acquisition Options

Departments may purchase mats for permanent installation and uniforms in lieu of rental. All purchased items shall meet the same quality, safety, durability, and sizing standards as rental items, with optional customization including logos, embroidery, and employee name tags.

XII. Inventory, Tracking, and Reporting

The vendor shall implement a comprehensive inventory control system to track all uniforms and mats provided under this contract. Weekly electronic reports shall be furnished to the County, specifying service locations, employee names, and quantities by item type.

XIII. Account Manager

The vendor shall provide the County with a local account manager (name, location, local phone number and email address). The vendor shall also provide Harris County with a toll-free number for after-hours emergencies. Account manager shall provide services as requested by Harris County. The customer service department and contact information shall be a local or toll-free number and available Monday through Friday, 7:00 a.m.– 4:00 p.m. CST. An overnight and weekend contact shall be provided by the vendor.

XIV. Warranty and Return Policies

In accordance with the terms of this contract, the vendor warrants that all goods delivered shall be free from defects in materials and workmanship for a period of one year from the date of delivery. If any product is found to be defective or nonconforming during this warranty period, the Harris County

Department Representative shall provide written notice to the vendor within (30) days of discovering the issue. Upon receipt of such notice, the vendor shall, at its discretion, repair or replace the affected item at no additional cost to the purchaser.

In addition, Harris County reserves the right to return any goods that fail to meet the specifications set forth in this contract. All returns must be initiated within (15) days of receipt, and the vendor shall be responsible for all return shipping costs for items determined to be defective or noncompliant. Each return must include a return authorization number issued by the vendor to ensure proper processing.

XV. Health, Safety, and Compliance

All uniforms and floor mats supplied under this contract shall fully comply with OSHA, (American

National Standards Institute) ANSI, (National Fire Protection Association) NFPA, and any other applicable industry standards and regulatory requirements.