8714-0-2018-BP Uniform Rental.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 8714-0-2018-BP

Title: Uniform Rental

City Agency: City Wide

Due Date: Tuesday, April 3, 2018

2:00 PM CST

REQUEST FOR PROPOSALS RFP # 8714-0-2018-BP

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Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Proposals

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 Multiple Proposals

1.10 City of Madison Contact Information

1.11 Inquiries, Clarifications, and Responsiveness

1.12 Addenda

1.13 Bid Distribution Networks

1.14 Local Vendor Preference

1.15 Oral Presentations/Site Visits/Meetings

1.16 Acceptance/Rejection of Proposals

1.17 Withdrawal or Revision of Proposals

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Usage Reports

1.21 Partial Award

1.22 Tax Exempt

1.23 Cooperative Purchasing

1.24 Proposers Responsibility

1.25 Living Wage Alternate/Proportional Calculation

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 General Description of Services

2.2 Contract Term and Extension

2.3 Estimated Quantities

2.4 Site Inspection

2.5 Primary Departments and Locations

2.6 Cost and Invoicing

2.7 Communication Report Form (“CRF”)

2.8 Contract Administration

3 SWEATFREE COMPLIANCE

3.1 Authority

3.2 Process for Sweatfree Procurement

3.3 Applicability

3.4 Submission Guidelines

3.5 Evaluation of Sweatfree Submissions

3.6 Compliance Requirements for Contract Performance

3.7 Evaluation of Sweatfree Compliance

4 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

4.1 Section 1 – General Information and Signatures

4.2 Section 2 – Qualifications Overview / General Company Information

4.3 Section 3 – Technical Questions

4.4 Section 4 – Sustainability Practices

4.5 Section 5 – Sweatfree Information

4.6 Section 6 – Cost

Form A: Signature Affidavit

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Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Form F: Bidder Disclosure Statement(s) for Procurement of Items of Apparel

Form G: Sweatfree Compliance Plan

Form H: Proposer Assurance of Intent and Capacity to Submit Bidder Disclosure Statement(s) for Procurement of Items of Apparel (Form F) and Sweatfree Compliance Plan (Form G)

Appendix A: Standard Terms & Conditions

Appendix B: Contract for Purchase of Services

Appendix C: Communication Report

Appendix D: Compliance Scoring Worksheet for Bidder Disclosures

Appendix E: Sample Compliance Scoring Worksheet

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1 NOTICE TO PROPOSERS

1.1 Summary

The City of Madison City Wide (“City”) is soliciting Proposals from qualified vendors for Uniform Rental.

Vendors submitting Proposals (“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Proposals no later than the due time and date indicated below. The City will reject late Proposals:

Issue Date: Monday, March 5, 2018 Questions Due Date: Monday, March 19, 2018

Answers Posted Date: Wednesday, March 21, 2019 Due Date: Tuesday, April 3, 2018, 2:00 PM CST

1.3 Format

Submit Technical and Cost Proposals (Form D) in separate, distinct parts within the proposal package.

Hardcopy proposals typed and securely bound on 8.5 by 11-inch paper, otherwise identical to the electronic version.

Electronic proposal in a PDF format stored on a common media (CD, DVD, or flash drive), identical in content and sequence to hardcopy proposals submitted.

Cost Proposal (Form D): One Copy Technical Proposal: Five Copies Electronic Proposal: One (1) complete copy. Cost and Technical Proposals should be separate files.

The City will not consider illegible Proposals.

Elaborate proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return Forms A through E to City of Madison Purchasing Services by Tuesday, April 3, 2018, 2:00 PM CST.

1.4 Labeling

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 8714-0-2018-BP

Title: Uniform Rental Due: Tuesday, April 3, 2018, 2:00 PM CST

All email correspondence must include RFP #8714-0-2018-BP in the subject line.

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1.5 Delivery of Proposals

Delivery of hard copies to: City of Madison Purchasing Services

City County Building, Room 407 210 Martin Luther King Jr. Blvd.

Madison, WI 53703

Delivery of electronic copy to: via email to bids@cityofmadison.com or on a commonly used media with the hard copies.

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third party delivery service, the outside of the packaging MUST be clearly marked with the RFP name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

1.6 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. City of Madison Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

1.7 Appendix B: Sample Contract for Purchase of Services

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP.

The terms of this template contract shall become contractual obligations following award of the RFP. By submitting a proposal, Proposers affirm their willingness to enter into a contract containing these terms.

1.8 Affirmative Action Notice

If Contractor employs 15 or more employees and does aggregate annual business with the City of $25,000 or more for the calendar year in which the PO and/or Contract takes effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan (www.cityofmadison.com/dcr/aaFormsVS.cfm) designed to ensure that the Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. The Model Affirmative Action Plan for Vendors, Request for Exemption form, and instructions are available at:

www.cityofmadison.com/dcr/aaForms.cfm or by contacting a Contract Compliance Specialist at the City of Madison Affirmative Action Division at (608) 266-4910.

Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for any subcontracts entered into pursuant to this PO/Contract.

Job postings: If Contractor employs 15 or more employees, regardless of dollar amount, Contractor must notify the City of all external job openings at locations in Dane County, WI and Contractor agrees to interview candidates referred by the City or its designee. Job posting information is available at:

www.cityofmadison.com/dcr/aaJobSkillsBank.cfm.

The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of Appendix A – Standard Terms and Conditions and, if applicable, in paragraph 13 of Appendix B – Sample Contract for Purchase of Services.

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1.9 Multiple Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.10 City of Madison Contact Information

The City of Madison Purchasing Services administers the procurement function:

Brian Pittelli Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 267-4969

FAX: (608) 266-5948

bpittelli@cityofmadison.com

For questions regarding Affirmative Action Plans please contact:

Contract Compliance Department of Civil Rights City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFP will acknowledge all emails received. Proposers not receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information identifying the originating email address for message recovery.

1.11 Inquiries, Clarifications, and Responsiveness

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – see 1.12 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. The City of Madison reserves the right to disqualify any nonresponsive bid or a bid that states exceptions, if deemed not in the City’s best interests.

1.12 Addenda

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to its Proposals distribution websites – see 1.13 below. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

1.13 Bid Distribution Networks

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The City of Madison posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the Proposers responsibility to regularly monitor the bid distribution network for any such postings. Proposers failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Proposers.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access

Proposals from the City of Madison and other Wisconsin agencies, participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm

Home Page: www.demandstar.com

To Register: www.onvia.com/WAPP

1.14 Local Vendor Preference

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website: www.cityofmadison.com/business/localPurchasing.

1.15 Oral Presentations/Site Visits/Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings or site visits will be at the Proposers expense.

1.16 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any proposer responding to this request. The City expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

1.17 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

1.18 Non-Material and Material Variances

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The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. The determination of materiality is in the sole discretion of the City.

1.19 Public Records

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”defined in State of Wisconsin Statutesmay be held confidential.

Proposers shall seal separately and clearly identify all information they deem to be “trade secrets,” as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).

s. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of Proposals from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

1.20 Usage Reports

Annually, the successful Proposers shall furnish to City Purchasing usage reports summarizing the ordering history for each department served during the previous contract year. The report, at a minimum, must include each and every item or service ordered during the period, its total quantities and dollars by item/service and in total. The City reserves the right to request usage reports at any time and request additional information, if required, when reviewing contract activity.

1.21 Partial Award

Unless otherwise noted, it will be assumed that Proposers will accept an order for all or part of the items/services priced.

1.22 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39-73-0411-K) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42916.

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1.23 Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district; board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis;

they are made solely between the bidders and third party unit of government.

1.24 Proposers Responsibility

Proposers shall examine this RFP and shall exercise their judgment as to the nature and scope of the work required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the execution of the work under the resulting contract, as a consequence of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the Proposers to fulfill the requirements of the resulting contract.

1.25 Living Wage Alternate/Proportional Calculation

The following additional information is being provided to allow bidders the opportunity to review their ability to comply with the living wage requirement, with the proportional calculation provision as a method to be applied in the administration of wages under the resulting contract and to calculate bid prices. The provision of proportional calculation will be applicable only to the resulting contract from this specific solicitation for uniform rental and laundry services.

In the event a service contractor cannot reasonably segregate the City work from the non- City work or identify those persons whose time in full or in part is spent performing services under a contract for the City of Madison, and to whom the Living Wage shall be applied, a “proportional calculation” may be utilized as an alternative.

Examples of the kinds of services where a proportional calculation may be considered generally involve line work, such as laundering services and car washes. In these and similar instances, it may be difficult or impossible to separate a City uniform or automobile from the line.

As applied, a proportional calculation would provide an incremental wage increase to the entirety of the contractor’s workforce that may perform services on a City service contract, whether in large measure or small.

The specific proportional calculation will depend on the particulars of the service and other variables such as wage rates, number of employees, relative amount of time spent performing services on the City contract, and so on.

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One example is as follows:

Example: ABC Services, Inc.

44 # of employees on the line

3.5 Est. # of weekly hours dedicated to City contract

1,760 Total # of worker hours (weekly--assume 44 employees @ 40 hours each)

0.20% Proportionate City share of ABC's business (3.5 hours/1,760 hours)

2018 Living Wage Rate: $13.01

Avg. Wage Rate of ABC Services Employee: $8.25

13.01 (8.25)

4.76

0.20% Proportionate City share of ABC business

4.76 Wage differential

0.00952 Wage increase for all employees, per hour

$0.01 Rounded, general wage increase per hour

Therefore, in this example, the employer would be required to increase the hourly wages of all its line employees by $.01 per hour.

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2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 General Description of Services

In accordance with all terms, conditions and procedures identified in this contract, the contractor shall provide uniform rental services, issue contractor-owned garments with embroidery, patches or other identification as requested by the City, label these accordingly with the date they were put into service at the City, provide regularly scheduled pick-up of soiled garments, and delivery of garments which have been freshly laundered, processed, repaired or replaced if needed, bundled and finished in accordance with generally-accepted industry standards of the textile rental industry to respective City locations for immediate shelf and in-service use. Additional required services may include pick-up, delivery, laundering, and repair of customer-owned garments. The contractor will also provide lockers for on-site use and separate bins or containers for garments that are soiled or need repair.

DEFINITIONS:

A-stock: refers the quality and age of a garment. For purposes of this Contract, garments from A-stock may have already been issued by the contractor but are not distinguishable from a new garment, typically brand new with little to no visible wear, and with any emblem or patch marks covered by a new emblem or patch.

Change: one full set of garments issued to the wearer under this contract, which is turned in to be laundered and returned to the wearer. Each wearer is issued a pre-determined number of changes, generally for a two-week period plus one extra.

COG: “Customer owned garments”

CRF: “Communication Report Form” described in section 2.7 and Appendix C, OR any similar form that may be devised by a department and used by the City to communicate various requests to the Contractor, and used by the contractor to acknowledge receipt and suggest resolution.

CSC: Contractor’s “Customer Service Coordinator.” See paragraph 2.8.

Department: an agency, department or division of the City of Madison receiving services under this contract. A department may have more than one location.

Direct embroidery: a garment with words or symbols or graphics embroidered directly onto the garment cloth, rather than onto a patch or emblem

Embroidery on patch: the process of embroidering words, symbols or graphics onto a patch or emblem which is then affixed to a garment

Garment, item, product: each refers to individual pieces or articles of clothing issued under this contract, and may be used interchangeably.

Location: the site at which a City department receives pick-up and delivery services. A department may have more than one location.

Patch / emblem: generally a small, flat appliqué’ that may include the wearer’s name, the shop, department or division of the wearer or other words or symbols, which is affixed to a garment and may be removed and reattached. Patch and emblem are used interchangeably.

RSR: Contractor’s “Route Service Representative.” Duties include arranging the initial set-up, pickup and delivery of garments, review, delivery and explanation of invoices, responsible for accuracy of invoices, assuring appropriate inventory levels at each location, monitoring losses, and coordination with department contacts. See paragraph 2.8.

Uniform: may include one or more garments issued to a wearer under this Contract.

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2.2 Contract Term and Extension

1. The term of this contract shall start on or about July 1, 2018 and be in effect for the following three year period.

2. The initial contract term will be three years, with two (2) one-year optional renewal terms. These are not automatic extensions. Contracts will be reviewed by the City before a decision is made.

Upon mutual written agreement of the parties involved, the contract may be extended under the same terms and conditions on the anniversary date for up to two one-year periods.

3. Negotiation of terms and conditions should be completed sixty (60) days prior to each contract period.

The City will consider vendor performance in deciding whether to execute the two optional extension periods.

2.3 Estimated Quantities

Quantities shown herein are estimated total requirements and are no guarantee of purchase. The City of Madison does not guarantee any minimum or maximum to be ordered during the contract period specified.

2.4 Site Inspection

The City reserves the right to inspect the vendor’s site during the evaluation phase of the bid process and /or prior to making an award to determine compliance with specifications and ability of Contractor to perform according to the requirements of the contract.

At any time while the contract is in effect, and during normal business hours and as often as the City may deem necessary, the Contractor shall permit the authorized representatives of the City to review and inspect all materials and work, provided, however, the City is under no duty to make such inspections, and any inspection so made shall not relieve the Contractor from any obligation to furnish materials and work strictly in accordance with the instructions, contract requirements and specifications.

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2.5 Primary Departments and Locations

The following city departments and locations may be included in the initial contract. The number of employees shown for each department is only estimated. Actual employee participation will be established during initial setup and may change from time to time. The City does not guarantee a specific volume of services under this contract. The City reserves the right to add or delete employees, locations, departments or other services to this contract as described in par. 2.3.

DEPARTMENT

APPROX. #

OF

EMPLOYEES ADDRESS

(All Madison zip codes)

DEPARTMENT

CONTACT

PERSON

Email Address

FULL

TIME

PART-

TIME

ENGINEERING 53 1602 Emil St Brandie Ziegler bziegler@cityof madison.com

FLEET SERVICES 28 3 200 N. First St

Ron Janowski rjanowski@city ofmadison.com EAST GARAGE 4602 Sycamore

BADGER

GARAGE

1501 W Badger

FIRE GARAGE 1234 E. Washington Ave.

MONONA TERRACE 28 24 1 John Nolen Dr Bryan Cator bcator@cityof madison.com

STREETS

121 E. Olin Ave.

Randy Ziegler rziegler@city ofmadison.com 4602 Sycamore

1501 W. Badger

PARKS 18

Goodman Maintenance Facility East Parks at Sycamore

Rick Trapanese rtrapanese@ cityofmadison .com

MADISON METRO 85 1 1101 E Washington Jeff Butler jbutler@cityof madison.com

PARKING UTILITY

(TRANSPORTATION)

27 43 1120 Sayles Street Kellene Leicht kleicht@city ofmadison.com

WATER UTILITY 3 110 S Paterson St Dan Rodefeld drodefeld@city ofmadison.com

2.6 Cost and Invoicing

1. Costs and Allowable Charges. The cost for all services provided under this Contract shall be included in the prices proposed in the Cost Proposal Schedule. The Contractor shall invoice the City only for those services and only at the prices described in the Cost Proposal Schedule.

Pricing shall be on a per-garment, per-change basis for each employee. The weekly price for each employee shall not vary regardless of how many changes are actually used, unless the City expressly notifies the Contractor to modify the number of changes per week for that employee using a Communications Report Form (CRF) or another method mutually agreed by the department and the Contractor and approved by the Purchasing Supervisor.

2. Invoicing. Contractor shall send weekly invoices to each department.

a. The invoice shall be on a standard form mutually agreed by the parties. At a minimum, each invoice shall include:

i. a breakdown of regular weekly charges by employee, including each employees’ standard number of weekly changes and the price per change per garment or a weekly total that is based upon the price-per-change.

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ii. a separate itemization of any additional charges, describing the employee, service that was performed, and the price. Any additional charges that appear on the invoice must have been previously approved by the department contact.

The RSR shall point out the additional charges to the departmental contact when delivering the invoice and the contact person shall initial approval on the invoice.

3. Payment. The City shall pay all invoices submitted in compliance with this Contract within thirty

(30) days of receipt, unless disputed.

a. Any disputed amounts must be resolved within thirty (30) days or the City has the right to withhold payment.

2.7 Communication Report Form (“CRF”).

A Communication Report Form (CRF), in the same or similar format as Appendix C attached hereto, or in a different format as may be created by each individual department, shall be used by the City to report any changes, (i.e., person additions/deletions, size changes, location changes, etc.), discrepancies and concerns to the Contractor. The communication report form may also be used to track and document the contractor’s actions, resolutions and comments in response to the subject matter of the City’s communication report. If a problem (other than a routine request such as replacement authorization) is reported on such a form, the contractor shall acknowledge receipt of the form in writing within 24 hours of receipt, or within 2 hours if the problem is identified as an emergency by the sender. The Contractor must indicate, on the space provided in the CRF, a response or plan of action to address the City request or concern.

Contractor may also use the CRF to notify the City of any change or additional charge(s) that will require City’s prior approval before any action is taken.

2.8 Contract Administration

1. For the City: City of Madison Purchasing Supervisor: shall administer the contract on behalf of the City. The “Department Contact:” is the individual listed in par. 2.5 of this RFP, or as updated from time to time, and will manage and monitor all services performed under the contract to ensure product quality and service requirements for their department. The department contact will have primary on-location contacts with the contractor’s RSR.

2. For the Contractor:

a. Route Service Representative (RSR): employee with primary on-site contact at the City locations. The City Department contact person shall communicate orders and requests for service on specific garments to the RSR using the procedures described in this document.

b. Customer Service Coordinator (CSC): City concerns, requests, invoice problems and other issues that are not required to be made to the RSR under this Contract shall be made to the customer service coordinator designated by Contractor. The Contract Administrator for the Contractor shall be the person designated in Section 7 of the Contract for Purchase of Services.

3. Lines of Communication. Contractor’s staff shall work directly with the department contacts in all matters pertaining to services performed under this contract. Contractor personnel shall meet with the department contact(s) as requested to resolve problems. Any problems that cannot be resolved between the departmental contact and the contractor (either RSR or CSC) will be referred to the City Purchasing Supervisor. Either the City or the contractor may request meetings to address unresolved issues. Communications that must be made by Official Notice under Section 15 of the Contract for Purchase of Services shall be sent to the person listed in that section, using the procedures of that Section. Nothing in this paragraph shall affect the City’s rights under Section 25 of the Contract for Purchase of Services.

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3 SWEATFREE COMPLIANCE

3.1 Authority

1. The basis for these Sweatfree compliance procedures is established by the City of Madison’s legal authority to preserve the integrity of its procurement process for apparel by applying supply chain labor standards that safeguard competition for lawful and responsible bidders who compete fairly by ensuring that their goods are made under conditions that comply with domestic and international labor and safety laws. Please see Madison General Ordinance 4.25: Procurement of Items of Apparel for the complete language.

2. Recognizing that complex supply chain relationships and the prevalence of labor violations are inherent in the apparel industry, it is the City’s intent to implement a pragmatic and incremental approach to achieve the goals of this Sweatfree procurement. The processes and requirements established herein are designed to promote fair and competitive compliance methods as well as encourage and enable apparel vendors, manufacturers, factories and other industry participants to move toward Sweatfree production facilities. The City also understands that these apparel industry participants, including those who are responsible for the sourcing and purchasing of these products, all bear responsibility and play a role in improving industry conditions and standards; therefore, it is the City’s intent to encourage a concerted cooperative effort to achieve Sweatfree compliance.

3. The contractor shall follow labor practices consistent with international standards of human rights, meaning that, at a minimum, contractor shall adhere to the minimum employment standards found in Section 4.25 of the Madison General Ordinances (MGO) and shall require all subcontractors and third-party suppliers to do the same. For purposes of MGO sec. 4.25, "Subcontractor" means a person, partnership, corporation or other entity that enters into a contract with the contractor for performance of some or all of the City-contracted work and includes all third-party suppliers or producers from whom the contractor or its contractors obtains or sources goods, parts or supplies for use on the city contract and is intended to include suppliers at all level of the supply chain. The standards in MGO Sec. 4.25 shall apply in all aspects of the contractor's and subcontractor's operations, including but not limited to, manufacture, assembly, finishing, laundering or dry cleaning, (where applicable), warehouse distribution, and delivery. Contractor acknowledges that by entering into this contract, Contractor shall be subject to all of the requirements and sanctions of MGO sec. 4.25.

3.2 Process for Sweatfree Procurement

1. Proposers are asked to provide apparel products in accordance with the language found in Madison General Ordinances (MGO) Section 4.25 Procurement of Items of Apparel Policy, Code of Conduct for apparel, and other related Administrative Rules stated herein.

2. The City of Madison’s Sweatfree Procurement Policy and Code of Conduct apply to the contractor and all subcontractors and suppliers down to the cut and sew (point-of-assembly) level of the manufacturing process for the products provided under the resulting contract/price agreement.

3. The City will work with the Sweatfree Purchasing Consortium (SPC) and the Committee on Sweatfree Purchases to accomplish various reviews and evaluations of bidder and contractor compliances during the RFP process as well as during the contract performance period. The SPC may subsequently incorporate the submitted and reviewed factory location information of the winning proposer into its online factory database: Sweatfree LinkUp!

(http://buysweatfree.org/linkup).

3.3 Applicability

https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP

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Proposers shall comply with the Sweatfree requirements as described in this section for each manufacturer/brand of apparel or type (e.g. t-shirt) of apparel where total aggregate value of one item or several items will add up to $5,000 or more under the contract.

3.4 Submission Guidelines

1. Form F: Bidder Disclosure Statement(s) for Procurement of Items of Apparel – please submit for each manufacturer/brand of apparel or type (e.g. t-shirt) of apparel where total aggregate value of one item or several items will add up to $5,000 or more under the contract.

If you are not able to submit the information necessary to complete Form F at this time, please list the reasoning on Form H. If you will be able to submit Form F after an intent to award has been provided by the City of Madison to your company, please note that.

2. Form G: Sweatfree Compliance Plan – please complete this section.

If you are not able to submit the information necessary to complete Form G at this time, please list the reasoning on Form H. If you will be able to submit Form G after an intent to award has been provided by the City of Madison to your company, please note that.

3. Form H: Proposer Assurance of Intent and Capacity to Submit Bidder Disclosure Statement(s) for Procurement of Items of Apparel (Form F) and Sweatfree Compliance Plan (Form G). Please submit this with your proposal.

If you would like Word versions of either Forms F or G, please contact the purchasing representative listed in Section 1.10.

3.5 Evaluation of Sweatfree Submissions

Bidder Disclosure Statement(s) for Procurement of Items of Apparel submissions will be evaluated using Compliance Scoring Worksheet found in Appendix D. The vendor proposing should attempt to meet a 60% minimum qualification threshold based on the submitted factory and wage information. Proposers can calculate their own compliance score to see where they stand based on the formula as illustrated in Appendix D. There is a sample of the Compliance Scoring Worksheet in Appendix E.

The City will work with the Sweatfree Purchasing Consortium (SPC) and Committee on Sweatfree Purchases to review and verify the factory location and wage information for accuracy and completeness.

3.6 Compliance Requirements for Contract Performance

The City of Madison expects that the winning vendor will submit both Form F: Bidder Disclosure Statement(s) for Procurement of Items of Apparel. and Form G: Sweatfree Compliance Plan. The City of Madison will work with the winning vendor to help provide updated information on an annual basis.

3.7 Evaluation of Sweatfree Compliance

The City will evaluate the Contractor’s ability to comply with the Sweatfree requirements stated in this RFP as well as the Contractor’s knowledge and awareness of applicable labor standards and compliance levels in factories that produce goods under the proposed contract.

8714-0-2018-BP Uniform Rental.doc Page 14

4 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

4.1 Section 1 – General Information and Signatures

1. Form A – Signature Affidavit

2. Form B – Receipt Forms and Submittal Checklist

3. Form C – Vendor Profile Information.

4. Form E – References

4.2 Section 2 – Qualifications Overview / General Company Information

Responses must be in the same sequence as listed and must be identified with the corresponding question number, i.e., Question 1, Question 2, etc.

1. Describe briefly your firm’s background and history. State organization’s size: local, regional, national and international, in relation to providing services requested in this RFP. State the location of the office from which this engagement will be serviced and the range of activities performed at that office.

2. Provide a statement of the length of time you have been in business supplying the services referenced herein and experience in serving governmental entities.

3. Demonstrate the firm’s capability and evidence of your experience providing services equal to or greater in scope than those requested in this RFP.

4. Identify key staff (names and titles) and affiliates who would become directly responsible for the various aspects of the contract, if awarded. The successful Contractor must designate a minimum of two primary and one backup staff to manage the contract effectively. Identify who would be contract manager(s) from your company.

5. Provide a description of the firm's relevant experience. Describe your firm’s primary function.

A proven record of long-term firm stability and future viability is a key qualification.

6. List any and all contracts your firm has done for the City of Madison.

7. Provide a list of government organizations/municipalities and/or clients with whom the proposer has done similar business within the last 5 years. Please list on Form E – References.

8. Financial Capability

The proposer must provide evidence that he or she has the financial stability and capability to perform the work outlined within the scope of work. Therefore, the proposer must submit one or more of the following financial statements or reports: 1) Audited balance sheets and income statement for the past three (3) years (If unavailable, an unaudited balance sheet is acceptable); 2) Internal report which provides a three (3) year financial tread analysis; 3) Current credit report; 4) Letter from proposer’s bank verifying financial stability; or 5) Any other financial status report which can be used to demonstrate financial stability.

9. Disclosure of Contract Failures, Litigations.

Disclose any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigation pending which involves your firm. List any contracts in which

8714-0-2018-BP Uniform Rental.doc Page 15 your firm has been found guilty or liable, or which may affect the performance of the services to be rendered herein, in which your firm, and/or any subcontractors have been involved in within the last 3 years.

4.3 Section 3 – Technical Questions

Responses must be in the same sequence as listed and must be identified with the corresponding question number, i.e., Question 1, Question 2, etc.

Describe your contract administration methods to ensure prompt service, customer satisfaction, prompt complaint resolution, employee performance, cost controls, adhering to contract schedules, timely initiation and completion of work. Please specifically answer the following:

1. When beginning a new contract with the City of Madison, describe all steps taken to get employees outfitted with uniforms. Please provide detailed information in regards to measuring and issuing uniforms.

2. What stock uniform will be used when starting the contract? (New, A-stock, B-stock) Please describe the features of this garment.

3. Will a sample sizing run be available for agencies to use for new hires and replacement uniforms? If no, please explain how your company determines sizes for new hires and replacement uniforms to ensure proper sizing.

4. What is the procedure when a new employee is outfitted after the beginning of the contract?

Which stock is issued? (New, A-stock, B-stock) Please describe the features of this garment.

5. How will uniforms be labeled?

6. Does your company provide lockers, laundry bins, and repair bins? If no, please explain.

7. Please describe the pick-up, laundering, and delivery procedure. Include a timeline that both the City of Madison, as well as the contractor, will follow on a week to week basis.

8. Does your company offer laundering services to customer owned garments? If yes, please explain your procedure.

9. Are there any issues with doing “counts” each week when making deliveries? If yes, please describe.

10. How does your company handle extended City employee absences (longer than 2 weeks) in regards to invoicing and billing?

11. What is your procedure in regards to extra charges and services? (i.e., approval by both parties)

12. How are lost garments handled?

13. If there is a garment missing from delivery, which person from your staff should be notified?

14. If the city loses a garment, which person from your staff should be notified?

15. How are situations handled so that a “he said/she said” scenario doesn’t arise when dealing with a lost garment?

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16. What information will the City need to provide to your company when they determine a garment is missing and what information will your company provide the City when you determine a garment is missing?

17. If the City needs a uniform immediately, how long will it take to get?

18. If there is a garment damaged, which person from your staff should be notified?

19. How are repairs handled?

20. Do you have a process in place for garments that the City deems to be defective or substandard?

If yes, please describe.

21. Please provide a guarantee timeframe to get issues resolved in.

22. What are the reasons a garment will need to be replaced? Please provide descriptions and timelines for each reason.

23. What quality garment will be used for each replacement? (New, A-stock, B-stock) Please describe the features of this garment.

24. What quality garment will be used when a garment is damaged on the job? (New, A-stock, B-stock) Please describe the features of this garment.

25. Does your company offer insurance on uniform rentals? If yes, please list the amount in column 10 on Form D.

26. Does your company have a standard depreciation schedule? If yes, please provide.

27. Please describe the process and procedure upon termination, cancellation, or expiration of the Contract with the City of Madison.

28. Do you agree to comply with the Living Wage Requirement described in section 1.24? If no, please explain.

4.4 Section 4 – Sustainability Practices

The City of Madison has adopted a sustainability initiative to improve its environmental and sustainability performance. To advance these goals, products and services contracted for will be evaluated in part based on the combined attributes of the environmental preferability of the products and services as well as the environmental compliance of the facilities to manufacture and operate in accordance with recognized environmental programs, e.g. Laundry ESP (Laundry Environmental Stewardship Program).

Specific factors to be considered may include, but are not limited to:

Greenhouse gas emissions Habitat impacts Regulatory compliance Recycled content Energy efficiency Water efficiency Toxic chemical reduction

Please address these concerns when submitting your proposals. Demonstrate your intent, capacity and commitment to contribute to sustainable development. Describe any environmental management systems implemented to ensure compliance with any applicable federal, state and local environmental

8714-0-2018-BP Uniform Rental.doc Page 17 requirements and/or best practices through internal audits, regulatory inspection reports and/or other appropriate mechanisms.

4.5 Section 5 – Sweatfree Information

Please use this section to submit:

1. Form F: Bidder Disclosure Statement(s) for Procurement of Items of Apparel Form

2. Form G: Sweatfree Compliance Plan

3. Form H: Proposer Assurance of Intent and Capacity to Submit Bidder Disclosure Statement(s) for Procurement of Items of Apparel (Form F) and Sweatfree Compliance Plan (Form G).

4.6 Section 6 – Cost

Please submit Form D: Fee Proposal separate from the rest of your proposal.

Rev. 07/28/2016-8714-FormA-SignatureAffidavit.doc

Form A: Signature Affidavit

RFP #: 8714-0-2018-BP Uniform Rental

This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Rev. 07/28/2016-8714-FormB-Receipt.doc

Form B: Receipt of Forms and Submittal Checklist

This form must be returned with your response.

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Form F: Bidder Disclosure Forms

Form G: Sweatfree Compliance Plan

Form H: Proposer Assurance of Intent and Capacity to Submit Bidder Disclosure Forms (Form F) and Sweatfree Compliance Plan (Form G)

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Appendix C: Communication Report N/A

Appendix D: Compliance Scoring Worksheet for Bidder Disclosures N/A

Appendix E: Sample Compliance Scoring Worksheet N/A

Addendum # N/A

Addendum # N/A

VENDOR NAME

Rev. 07/28/2016-8714-FormC-VendorProfile.doc

Form C: Vendor Profile

This form must be returned with your response.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award) CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

The successful Contractor, who employs more than 15 employees and whose aggregate annual business with the City for the calendar year, in which the contract takes effect, is more than twenty-five thousand dollars ($25,000), will be required to comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9) within thirty (30) days of award of contract.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

The City of…