902797_RFQ_Uniform_Rental_Services.docx

COUNTY OF ALAMEDA

REQUEST FOR QUOTATION No. 902797 for

UNIFORM RENTAL SERVICES

For complete information regarding this project, see Request for Quotation (RFQ) posted at County of Alameda Procurement Portal [https://procurement.opengov.com/portal/acgov] or contact the County representative listed below.

Thank you for your interest!

Contact Person: Kevin Huynh Phone Number: (510) 208-9624 Email Address: Kevin.Huynh2@acgov.org General Services Agency (GSA) – Procurement

RESPONSE DUE

by 2:00 p.m.

on October 22, 2026 Alameda County, GSA-Procurement County of Alameda Procurement Portal https://procurement.opengov.com/portal/acgov

CALENDAR OF EVENTS

UNIFORM RENTAL SERVICES

TO ATTEND ONLINE:

Microsoft Teams meeting Join: Join Here Meeting ID: 274 593 284 712 546 Passcode: 99J7fy9W

Need help? | System reference Dial in by phone +1 415-915-3950,,644070752# United States, San Francisco

(888) 715-8170,,644070752# United States (Toll-free) Find a local number Phone conference ID: 644 070 752# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 116 587 224 8 More info

Written Questions Due via the “Question & Answer” tab of this project in the County of Alameda Procurement Portal September 15, 2026 by 5:00 p.m.

Response Due and Submitted through County of Alameda Procurement Portal October 22, 2026 by 2:00 p.m.

Followed immediately by online Public Bid Opening which can be joined here:

Microsoft Teams meeting Join: Join Here Meeting ID: 260 148 360 901 672 Passcode: Fp3gT34z

Need help? | System reference Dial in by phone +1 415-915-3950,,668078203# United States, San Francisco

(888) 715-8170,,668078203# United States (Toll-free) Find a local number Phone conference ID: 668 078 203# Join on a video conferencing device Tenant key: alamedacountyca@m.webex.com Video ID: 117 908 681 8 More info

NOTE: All dates are tentative and subject to change.

Alameda County Vendor Outreach

Wednesday, September 9, 2026 10:30 a.m. – 11:30 a.m.

TO ATTEND ONLINE:

Vendor Outreach Call-in: +1 415-915-3950 Conference ID: 504 517 635#

COME MEET ALAMEDA COUNTY’S

PROCUREMENT TEAM!

This public event is not specific to any RFQ, where vendors can speak with GSA professionals, get to know them, and learn more about contracting opportunities with the County.

These are conducted on most Wednesdays. Dates and locations can be confirmed by checking at Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/]

SPECIFICATIONS, TERMS & CONDITIONS

for Uniform Rental Services

TABLE OF CONTENTS

Page

ATTACHMENTS

EXHIBIT A - BID RESPONSE PACKET

EXHIBIT D - ADDRESSES, LOGOS and UNIFORM PICTURES

1. STATEMENT OF WORK

INTENT

It is the intent of these specifications, terms, and conditions to describe uniform rental services being requested by the County.

The County intends to award a three (3) year contract (with the option to renew for two [2] years) to the Bidder selected as the lowest responsive and responsible Bidder whose response meets the County’s requirements.

These specifications, terms, and conditions are to procure the most environmentally preferable products with equivalent or higher performance and at an equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program related to this RFQ are included in the appropriate sections.

SCOPE/BACKGROUND

Alameda County is located in the San Francisco Bay Area and is comprised of a population of 1.62 million, with 9,900 employees working for 21 different agencies. The County requires Uniform and Rental Services to be utilized by the following Alameda County departments:

General Services Agency - Building Maintenance Department (GSA - BMD – For Building Maintenance and Janitorial);

General Services Agency - Logistics (GSA- Logistics – For Parking, Messenger, Motor Vehicle, Property & Salvage);

Environmental Health Department – Household Hazardous Waste Division (HHW); and Public Works Agency (PWA).

Contractor will provide consistent, high-quality uniform rental and textile services that ensure County employees receive properly fitted, clean, compliant garments on schedule, with timely service response, accurate tracking, and reliable support across all departments and locations.

BIDDER QUALIFICATIONS

BIDDER Minimum Qualifications Bidder must be regularly and continuously engaged in the business of providing uniform rental services for at least three (3) years, which must be clearly stated or demonstrated in the bid response packet.

Bidder must provide photographs of the proposed garments, textiles, towels and all other items listed in Section D. Specific Requirements.

Bidder must also possess all permits, licenses, and professional credentials necessary to supply products and perform services specified under this RFQ. Unless noted otherwise in the RFQ, including any Addendum, Bidder is not required to submit copies or verification of the permits, licenses, and credentials; however, Bidder must provide such proof if requested by County.

SPECIFIC REQUIREMENTS

0. Contractor must provide each participating County employee with the correct quantity of properly fitted, clean, sanitary, serviceable, and specification-compliant garments and textiles at the required location and time, while maintaining accurate item-level accountability, resolving shortages and defects within stated service levels, and invoicing only for documented, accepted services at the contracted unit rates.

0. Contractor must maintain garment quality and inventory through an effective tracking system and responsive service model, including a 24-hour response time for service requests and fulfillment of standard requests within established timelines. All uniforms will meet specified durability, safety (including Occupational Safety and Health Administration (OSHA)/American National Standards Institute (ANSI) where applicable), and appearance standards, and will be replaced at no cost when they fail to meet those standards.

0. Contractor must achieve operational transparency through regular reporting, accurate billing, and accessible communication tools, including an online portal for real-time service management. The Contractor must support fluctuating departmental needs without disruption or price increases, conduct routine inventory audits, and ensure billing accuracy and timely corrections.

0. Contractor’s performance will be measured by the Contractor’s ability to provide consistent service delivery, maintain garment quality and compliance, meet response and turnaround times, and ensure customer satisfaction across multiple County locations and departments.

0. GENERAL REQUIREMENTS (ALL AGENCIES/DEPARTMENTS):

These specifications apply to all participating County departments unless otherwise specified.

4. Uniform Rental Services:

Contractor must provide:

(1) Uniform rental for County employees;

(2) Laundering and sanitation of garments;

(3) Repair and replacement of damaged garments;

(4) Proper fitting and sizing;

(5) Inventory management and garment tracking; and

(6) Weekly pickup and delivery services.

4. Uniforms and other items must include but are not limited to:

1. Shirts;

1. Pants;

1. Jackets;

1. Overalls/Coveralls; and

1. Vests;

4. Garment Quality Requirements:

All garments must be:

2. New and unused at the start of the contract;

2. Replaced when damaged due to normal wear and tear;

2. Made of cotton or polyester/cotton blend as noted;

2. Machine washable;

2. Non-iron and non-shrink;

2. Delivered in the requested colors with no substitutions;

2. Colorfast and fade-resistant;

2. Durable for industrial washing; and

2. Durable and comfortable for industrial work environments.

2. Textiles must meet stated dimensions and material, remain functional through industrial processing, and arrive free of visible debris, sharp objects, transferable oil or chemical residue, persistent odor, holes, severe fraying, or other conditions impairing intended use. Replace nonconforming items by the next cycle at no charge.

4. Laundry and Maintenance:

Contractor must:

3. Complete each County-approved weekly route within the scheduled service window and deliver at least 98% of all pieces due by location each month. Every shortage must be listed on the delivery record with reason, temporary solution, and committed correction date..

3. Replace garments that fail acceptance criteria through normal wear, laundering, latent defect, or ordinary service at no additional charge. Charges for documented loss or intentional or misuse damage must not exceed the awarded replacement schedule and require item ID, issue date, condition evidence, and County approval.

1. Repairs include but not limited to closure repairs, replacement of damaged or non-compliant garments, stain removal.

1. No additional preparation, processing, or restocking fees are permitted.

1. Replacement garments must match original color.

1. Faded or mismatched garments must be replaced at no cost to the County.

1. Contractor must supply a serviceable substitute by the next cycle and complete permanent repair or replacement within 15 calendar days or two cycles, whichever is earlier.

1. No garment with unrepaired tears, failed seams or closures, persistent stains or odor, damaged reflective material, or unsafe deterioration shall be returned as serviceable.

3. After each processing cycle, garments and textiles must meet the applicable acceptance criteria for cleanliness, sanitation, odor, appearance, dimensions, color, identification, reflectivity, flame-resistance labeling, and serviceability without avoidable degradation caused by processing.

3. Not apply starch unless expressly approved and must use cleaning products and processes compliant with applicable law and County environmental requirements. Contractor must maintain and provide product names, Safety Data Sheets, and requested environmental certifications or ingredient disclosures.

3. Uniforms that no longer fit County employees will be replaced with the correct size within 15 calendar days or two (2) delivery cycles, whichever is earlier.

3. Beginning at the 18-month anniversary, Contractor must replace one complete billed-week supply for each active wearer with new garments within two delivery cycles, at no additional charge, while maintaining the wearer’s required usable inventory during the exchange.

3. Contractor must replace each towel no later than 18 months after initial issue and earlier when it is torn, frayed, permanently stained, contaminated, nonabsorbent, transfers residue, has persistent odor, or is otherwise unsuitable for its intended use.

4. Fitting and Sizing:

Contractor must:

4. Complete and document a fitting for 100% of employees on the County-authorized startup roster before garment production, including size, cut, sleeve option, accommodations, and employee or liaison confirmation.

4. Offer and complete fitting within five (5) business days after receipt of a complete County-authorized request; the period pauses only for documented employee- or County-caused delay. Upon request, Contractor must provide a fitter of the requested gender, a supported self-measurement option, or another County-approved privacy accommodation without extending the service level.

4. Provide resizing within 15 days or two (2) delivery cycles, whichever is earlier.

4. Provide female personnel for measuring female employees if required.

4. Logo Placement

5. Before production, Contractor must obtain written approval of one sample for each logo and name configuration. All delivered garments must match approved artwork, color, size, orientation, placement tolerance, and laundering durability; errors must be corrected at no charge before use.

4. Garment Tracking System:

Contractor must maintain a current record for every issued item showing unique ID, description, size, wearer, department, location, issue date, service status, last scan, repair/replacement history, and billing status. Transactions must post within one (1) business day; quarterly physical-to-system variance must not exceed 1%; County data must be exportable in a nonproprietary format on demand and at closeout.

Contractor must implement a tracking system that includes, but not be limited to:

6. Unique barcode or garment ID;

6. Employee name identification;

6. Department/location tracking;

6. Inventory reporting and summaries;

6. Service Metrics; and

6. Monthly Reports;

4. Contractor must provide authorized County users a portal that performs all listed functions, maintains at least 99.5% monthly uptime excluding approved maintenance, conforms to WCAG 2.1 Level AA, supports role-based access and audit logs, exports County data, and meets County-approved security, retention, breach-notice, and data-return or deletion requirements.:

7. Submit service requests (lost, damaged, undelivered, resizing, additions/removals);

7. Track inventory per employee;

7. View service schedule, past service logs, and upcoming deliveries; and

7. Submit reports or feedback.

4. Service Response Requirements:

Contractor must:

8. Assign an Account Manager;

8. Contractor must acknowledge each request with a ticket number within (1) one business day, identify the assigned owner and target resolution date, and resolve it within the applicable service-level deadline. Critical requests must be escalated immediately;

8. Deliver new uniforms within 15 calendar days; and

8. Replace lost or damaged garments within 15 calendar days or two (2) uniform delivery cycles, whichever is earlier.

4. Contractor’s Staffing/Security Requirements:

9. Contractor’s personnel who perform any services in County detention facilities must successfully pass and maintain to the satisfaction of the Alameda County Sheriff’s Office (ACSO) a security and background check performed and paid by ACSO (“Clearance”). This is an individual clearance. Once obtained, this clearance must be renewed on an annual basis for the duration of the Contract resulting from this RFQ, including any amendments.

9. Contractor must assign only personnel with active required clearances to restricted facilities and maintain sufficient cleared backup personnel, so a denial, lapse, or staffing change does not cause missed service. No unclear person may enter a restricted facility.

1. Failure to pass, divulge information, or comply with the background process will prohibit an individual from entering ACSO facilities on behalf of, or to perform services for, the Contractor. If a Clearance is refused for any individual, Contractor will be notified and the Contractor must provide a replacement suitable to ACSO.

1. Security Site Clearance forms are not required at the time of the bid submission; however, by signing Exhibit A – Bid Response Packet, the Bidder agrees to submit the County Security Site Clearance forms provided by the County for each employee working on site prior to any contract resulting from this RFQ. Contractor must notify the County of any change in the Contractor’s staff and provide an updated County Security Site Clearance form for a new employee.

4. Contractor must segregate clean and soiled items, follow County handling instructions, immediately isolate and report items suspected of hazardous contamination, and not process an item outside its approved capability. The parties must establish a written rejection/decontamination protocol before go-live.

4. The County currently has providers for Uniform Rental Services. Within 10 business days after notice to proceed, Contractor must submit transition plans identifying locations, wearer-roster validation, fitting dates, garment production, logo approval, inventory tagging, route schedules, incumbent handoff, contingency stock, escalation contacts, and go-live date. Contractor must complete all County-approved milestones before go-live without interruption to existing service.

4. GENERAL SERVICES AGENCY - BUILDING MAINTENANCE / JANITORIAL (GSA-BMD):

Uniform Types:

12. Building Maintenance Department (BMD):

0. Shirts

(i) Style: Button-up shirts with button-down collar.

(ii) Material: 65% polyester and 35% cotton blend.

(iii) Colors: Gray, navy dura stripe, tan, and white painters’ cotton work shirt.

(iv) Logo: ½‐Inch above upper left‐side pocket with white background, navy-blue trim, and printed GSA logo (See Exhibit D – Uniform Specifications section b. for reference).

(v) Two double layer stitched large pockets: one on each upper breast.

(vi) Shirts will be a combination of short sleeved or long sleeved, as specified by the department. The employees will make their selection of short or long-sleeved shirts.

0. Pants:

(i) Style: Heavy duty industrial cargo pants; ripstop cargo pants; permanent press; fly‐front.

(ii) Material: 65% polyester/cotton (must be at least 35% cotton).

(iii) Colors: Charcoal, navy, and white painters’ cargo pants.

0. Coveralls/Overalls:

(i) Color: Navy Blue.

(ii) Material: Standard version: 65% polyester and 35% cotton blend; Flame resistant version: 100% cotton.

(iii) Sizes: M, L, and XL (46-58).

12. Lead Janitor Uniforms:

1. Shirts:

0. Button-up shirts.

0. Dark blue striped color.

0. Polyester/cotton blend.

0. Two chest pockets.

1. Pants:

1. Heavy-duty industrial pants;

1. Dark blue color;

12. Janitor / Supervisor Uniforms:

2. Shirts:

0. Zip-front shirt.

0. Grey color.

0. Three pockets.

2. Pants: Black.

12. Logo Requirements. Please refer to Exhibit D:

3. BMD left side logo: ½ inch above upper left-side pocket with white background, navy-blue trim, and printed “GSA.”

3. Janitorial Logo: ½ inch above upper left-side pocket with Black lettering.

3. Janitorial Embroidery logo:

(i) “County of Alameda” upturned half circle; “GSA” straight underneath. Lead Janitor option, button-up shirts - Blue lettering, and Janitor Zip-front shirt (smock) – Black lettering.

12. Textile Services

4. Shop towels must be 12-inch x 12-inch and 100% cotton

4. Microfiber towels. 16-inch x 16-inch various colors (pink, blue, red, yellow, green, purple, etc.)

4. White Terry Towels, 14-inch x 17-inch.

4. Floor mats (rubber non-slip in/outdoor – see Bid Form for sizes.

4. Mop heads (see Bid Form for sizes).

12. Delivery Locations (Please see Exhibit D for specific addresses):

5. Hayward;

5. San Leandro;

5. Dublin; and

5. Oakland.

4. GSA LOGISTICS [MESSENGER (MSG), MOTOR VEHICLE DIVISION (MVD), PARKING (PK), PROPERTY & SALVAGE (P&S)]:

Uniform Types:

(1) Button-up shirts:

(a) Button down collar; poplin; option for both short sleeves and long sleeves.

(b) Light only, no stripes (MVD and P&S).

(c) Grey with Orange Visibility Trim/Stripes on Stitched pockets (PK and MSG).

(d) Polyester/cotton blend at least 25% cotton.

(e) Dark blue with lighter blue stripes or No stripes color: Light blue. (PK and MSG)

(f) Two double layer stitched large pockets: one on each upper breast.

(g) Name Tag. Please see Exhibit D for reference.

(h) Non‐iron, non‐shrink materials.

(i) Machine‐washable.

(j) Optional polo shirts.

13. Jackets:

0. Storm Defender, Weather Resistant, Reflective Striping, GSA Logo. Please see Exhibit D for reference.

13. Pants:

(a) Heavy duty industrial pants; permanent press; fly‐front.

(b) 7.5-ounce polyester/cotton twill at least 25% cotton.

(c) Dark blue.

(d) Non‐iron, non‐shrink materials.

(e) Machine‐washable.

13. Logo (Embroidery). Please see Exhibit D:

2. ½‐inch tall script lettering.

2. “County of Alameda” upturned half circle; “GSA” straight underneath.

2. Lettering Color.

13. Special Requirements:

3. Logistics may require knee-length shorts for certain employees.

13. Textile Services:

4. Towels:

(i) Shop towels must be of good quality and utility, size 12-inch x 12-inch and 100% cotton (Bidder is to propose color(s) and color will be determined after award of bid). Once shop towels are cleaned, they must be free of all debris.

(ii) Microfiber towel: 16-inch x 16-inch various colors (pink, blue, grey, yellow, green, purple, etc.).

(iii) White terry towels: 12-inch X 15-inch.

4. Mats:

24-inch X 36-inch mat.

(ii) 36-inch X 60-inch mat.

13. Delivery Locations:

5. 15800 Foothill Blvd., San Leandro;

5. 2130 Fairmont Drive, San Leandro;

5. 1221 Oak Street, Oakland;

5. 165 13th Street, Oakland;

5. 165 13th Street, Oakland;

5. 10 Moran Court, Hayward;

5. 10 Moran Ct, Hayward; and

5. 6175 Madigan Rd, Dublin.

4. ENVIRONMENTAL HEALTH – HHW DIVISION:

Uniform Requirements:

14. Shirts:

0. Button-down long sleeve.

0. Gray color.

0. Two double layer stitched pockets: one on each upper breast.

0. 100% Cotton or Cotton/Poly Blend.

14. Pants:

1. Heavy duty industrial pants; permanent press; fly front.

1. Dark blue color.

1. One pocket on each front side and one pocket on left leg (pocket on back is optional).

1. cotton or polyester/cotton twill.

14. Jackets:

2. Zip-front insulated jacket: lined jacket, convertible collar; separating zipper in center between the pockets, long sleeves.

2. Two lower slash inset pockets, utility pocket on left sleeve.

2. Cotton or polyester/cotton blend.

2. Dark blue.

2. High Visibility Jacket, Insulated, Water resistant, ANSI compliant.

14. Vest:

3. Two lower slash inset pockets.

3. Cotton or Polyester/Cotton blend.

3. Dark blue.

14. Lab Coats

4. Industrial.

4. 65% Polyester, 35% Cotton.

4. Long Sleeve.

4. 2 Pockets.

4. Botton Down.

4. Color: Gray.

14. Coveralls

5. Flame Retardant ("Nomex").

5. Long Sleeve.

5. 2 Breast Pockets.

5. Zipper.

5. Color: Dark Blue.

14. Patches and Identification:

Uniforms require:

HHW Division emblem patch, the HHW Division patch ½-Inch above left-side pocket, patch with employee first name (as provided to vendor) ½-Inch above right-side pocket (please see Exhibit D).

6. Employee name patch.

14. Textile Services

7. Bath towels (18-inch x 38-inch).

7. Floor mats (36-inch x 48-inch, 48-inch x 72-inch, 36-inch x 120-inch).

14. Delivery Locations:

8. Hayward HHW Facility: 2091 West Winton Avenue, Hayward CA 94545;

8. Livermore HHW Facility: 5584 La Ribera Street, Livermore CA 94550; and

8. Oakland HHW Facility: 2100 East 7th Street, Oakland CA 94606.

4. PUBLIC WORKS AGENCY (PWA):

Uniform requirements:

15. All safety garments must be OSHA compliant.

15. Shirts:

1. Fabric Wight Standards 5.5 to 6.5 oz.

1. Long Sleeve Work Shirt (Standard) 100% Cotton; Cotton/Poly Blend.

1. Long Sleeve Work Shirt (Enhanced Visibility) ANSI-rated.

1. Short Sleeve Work Shirt (Standard) 100% Cotton; Cotton/Poly Blend.

1. Short Sleeve Work Shirt (Enhanced Visibility) ANSI-rated.

1. Color: Navy and Orange.

15. Pants:

2. Fabric Weight Standards 8.0 to 9.0 oz.

2. Work Pants (Standard) 100% Cotton, Cotton/Poly Blend.

2. Work Pants (Enhanced Visibility) ANSI-rated.

2. Color: Navy.

15. Coveralls:

3. Coveralls (Standard) 100% Cotton and/or Cotton/Poly Blend.

3. Coveralls (Enhanced Visibility) ANSI-rated.

3. Button and Zipper Closure Options.

3. Color: Navy and Orange.

15. High-visibility garment requirements:

4. High-Visibility Garments must be ANSI Class 2 and 3 Compliant.

4. Must have segmented reflective striping.

4. Must be made of moisture-wicking fabrics.

4. Fire Resistant options must be available.

15. Jackets and weather gear:

5. Jackets (Insulated and Non-Insulated) Cotton/Poly Blend.

5. Waterproof and wind resistant.

5. Rated for 30°F–50°F.

5. Bomber and parka styles.

5. ANSI-compliant high-visibility options.

5. Must allow layering.

15. Lab Coats

6. Material: 100% cotton.

6. Closure: Six-gripper front (snap closure).

6. Cuffs: Knit cuffs or straight.

6. Length: knee-length.

6. Pockets: one outside breast pocket and two lower pockets.

6. Color: Navy.

15. Smocks

7. Material: 100% cotton

7. Reinforcement: Double-stitched seams and bar-tacked reinforcement at strain points.

7. Fit: generous, professional fit.

7. Closures: Six-snap front closures.

7. Pockets: two lower patch pockets.

7. Length: Long Sleeve, wrap-around style.

7. Color: Navy.

15. Identification and Patch Placement Logo Requirements. Please see Exhibit D:

8. PWA Public Works Agency Alameda County logo on left breast 2.5-inch x 4.25-inch.

8. Employee Name: First name on right breast 1.5-inch x 3.5-inch.

8. Embroidery or sewn patch.

8. Consistent placement across all garments.

8. Must withstand industrial laundering.

15. Textiles:

9. All textiles must be industrial grade.

9. No substitution with smaller or lower-quality items.

9. Non-compliant items must be replaced at no cost to the County.

9. Shop towels:

(i) 12-inch x 12-inch.

(ii) 100% cotton, microfiber.

9. Bath Towels:

(i) 24-inch x 48-inch.

9. Auto fender covers/runners:

(i) 36-inches and 48-inches widths.

(ii) 120-inches length.

9. Floor mats:

(i) Floor Mat – Small (e.g. 24-inches x 36-inches).

(ii) Floor Mat – Medium (e.g. 36-inches x 60-inches).

(iii) Floor Mat – Large (e.g. 36-inches x 96-inches).

9. Anti-Fatigue Mats:

(i) 24-inches x 36-inches, 36-inches x 60-inches.

15. Delivery Locations:

10. Dublin Ops: 4825 Gleason Dr., Dublin, CA 94568;

10. Heavy Equipment Repair Building (HERB): 6089 Madigan Rd., Dublin CA 94568;

10. PWA Laboratory (LAB): 951A Turner Ct, Hayward CA 94545;

10. Maintenance and Operations (M&O) 951 Turner Ct, Hayward CA 94545; and

10. Bridges: 3024 East 7th St., Oakland CA 94601.

DELIVERABLES / REPORTS

Contractor must:

Provide monthly statements by delivery location;

Provide detailed invoices by department;

Maintain service communication via email or portal;

Allow departments to increase or decrease quantities without price increase;

Conduct quarterly inventory audits; Within 10 business days after each quarter, Contractor must reconcile physical inventory, wearer roster, tracking records, delivery history, and billed quantities for every location and report discrepancies, financial impacts, root causes, and correction dates. Contractor-caused overbillings must be credited on the next invoice.

Contractor must issue a corrected invoice or credit memo within 10 calendar days after County notice and identify the original invoice, disputed line, reason, corrected quantity/rate, and resulting credit or balance;

Follow the billing system utilized by the County, which will be the 5/11 billing system, meaning that the Contractor must bill each department for a one-week supply of uniforms/textiles per category per week, regardless of the number of uniforms/textiles turned in to be cleaned;

Include in their pricing a rate for non-laundered uniforms, as some employees may choose to self-launder their uniforms. Bidder must quote on garments/items and laundry services separately. Please refer to the Bid Form;

Allow the County to increase or decrease uniforms, textiles, and services required with no increase in the unit price;

Remove employees who are no longer covered by the uniform rental and laundry contract from the account within thirty (30) days of written notification from the County. The County will return the uniforms at the next scheduled delivery and pick-up day, so no further rental and laundry fees are accrued;

a. Upon County notice, Contractor must collect returned items at the next scheduled cycle and stop billing effective that cycle. If Contractor fails to collect available items, billing must stop on the scheduled collection date. Any unreturned-item charge must follow the awarded replacement schedule and documented loss process.

Communicate with the County designated shop liaison to make changes to uniform quantities or any other items being delivered; and Contractor must designate a primary Account Manager and backup with authority to resolve operational and billing issues, maintain coverage during County business hours, attend requested monthly meetings, and comply with ticket acknowledgment, escalation, and resolution standards.

SAMPLES

Prior to bid award, Bidder must provide samples, when requested from the County, for initial evaluation and must be furnished within ten (10) business days from the date of request.

The samples received by the County must represent what will be sent if the Contractor is awarded the Contract.

The County may request additional samples for testing after initial product screening.

All samples must be furnished to the County at no charge.

The County reserves the right to accept or reject samples based on quality and performance, as deemed solely by the County.

Bidders who fail to provide samples within the timeframe will be subject to disqualification.

BIDDERS CONFERENCE/VENDOR OUTREACH

The Bidders Conference(s) held on the date(s) specified in the Calendar of Events will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at:

TO ATTEND ONLINE:

Microsoft Teams meeting Join: Join Here Meeting ID: 274 593 284 712 546 Passcode: 99J7fy9W Vendor Outreach is usually conducted on Wednesdays at Vendor Outreach Link (Call-in: +1 415-915-3950; Conference ID: 504 517 635#). Dates and locations can be confirmed by checking at: Upcoming Events [https://gsa.acgov.org/do-business-with-us/upcoming-contracting-events/].

Information regarding the RFQ will be presented during the conference(s). To get the best experience, the County recommends that Bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone.

Bidders Conference will be held to:

Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships to participate in the contract(s) that may result from this RFQ.

Provide an opportunity for Bidders to request clarification on this RFQ and ask specific questions about the project, goods, and services.

Provide Bidders an opportunity to view a site, receive documents, etc., necessary to respond to this RFQ.

Provide the County with an opportunity to receive feedback related to this RFQ.

The Bidders Conference Attendees List will be released in a separate document.

Written questions submitted by the stated deadline will be addressed in a posted RFQ Questions and Answers (Q&A) following the Bidders Conference(s). Should there be a need to amend or revise the RFQ, an Addendum will be issued. Any verbal statement(s), including at any Bidders Conference(s) are not binding. Only the written documents will be binding.

Questions regarding these specifications, terms, and conditions are to be submitted in writing through the “Question & Answer” tab of this project in the County of Alameda Procurement Portal by 5:00 p.m. on the date specified in the Calendar of Events.

Attendance at the Bidders Conference is highly recommended but are not mandatory. Vendors who attend the Bidders Conference will be added to the Vendor Bid List.

COUNTY PROCEDURES, TERMS, AND CONDITIONS

CONTRACT EVALUATION AND ASSESSMENT

During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:

The Contractor has complied with all terms of this RFQ and the contract; and Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

If, as a result of such determination, the County concludes that it is not satisfied with the Contractor’s performance under any awarded contract and/or Contractor’s goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to rebid this project if it is determined to be in its best interest to do so. The County’s right to go to the next qualified Bidder and/or rebid is not limited by the award of a contract or the 120-day period.

NOTICE OF INTENT TO AWARD

At the conclusion of the RFQ response evaluation period, all Bidders will be notified in writing by email or US Postal Service mail of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award/Non-Award will provide the following information:

The name(s) of the Bidder(s) being recommended for contract award; and The names of all other parties that submitted proposals.

The submitted proposals will be made available upon request no later than five calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

BID PROTEST/APPEALS PROCESS

The County of Alameda prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that Bidders wish to protest the bid process or appeal the recommendation to award a contract once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

Any bid protest must be submitted in writing by 5:00 p.m. of the SEVENTH (7th) calendar day following the date of issuance of the Notice of Intent to Award, not the date received by the Bidder. The bid protest must be submitted to the office that has been designated for review of protests for this procurement (the Protest Evaluator). For this procurement, the Protest Evaluator is:

GSA–Office of Acquisition Policy ATTN: Contract Compliance Officer 1401 Lakeside Drive, 10th Floor, Oakland, CA 94612 Email: GSA-BidProtests@acgov.org

A bid protest received after 5:00 p.m. is considered received as of the next calendar day. Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received.

The bid protest must contain a complete statement of the reasons and facts for the protest.

The protest must refer to the specific portions of all documents that form the basis for the protest.

The protest must include the name, address, email address, and telephone number of the person submitting the protest on behalf of the protesting party.

The Contract Specialist will send a notification to Bidders if a protest is received.

The Protest Evaluator, or their designee, will review and evaluate the protest and issue a written decision. The Protest Evaluator may, at its discretion, do any of the following, investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing.

A notification of the decision will be communicated by email and/or US Postal Service mail to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation to the Board of Supervisors in the Notice of Intent to Award/Non-Award will stand.

The decision on the bid protest by the Protest Evaluator may be appealed to the Auditor-Controller's Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA 94612, Email: OCCR@acgov.org, unless the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate. The Bidder whose bid is the subject of the protest, all Bidders affected by the Protest Evaluator's decision on the protest, and the protestor have the right to appeal if they feel the Protest Evaluator's decision is incorrect. All appeals to the Auditor-Controller's OCCR must be in writing and submitted within SEVEN (7) calendar days following the issuance of the decision, not the date the decision is received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next calendar day. An appeal received after 5:00 p.m. on the SEVENTH (7th) calendar day following the date of issuance of the decision by the Protest Evaluator will not be considered under any circumstances by the Auditor-Controller OCCR or their designee.

The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

In reviewing protest appeals, the OCCR will not re-judge the proposal(s). The appeal to the OCCR must be limited to a review of the procurement process to determine if the contracting department materially erred in following the bid or, if applicable, County contracting policies or other laws and regulations.

The appeal to the OCCR must be limited to the grounds raised in the original protest and the written decision by the Protest Evaluator. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

The Auditor’s Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest.

The finding of the Auditor-Controller’s OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller’s OCCR will be furnished to the protestor.

The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of a bid protest. A Bidder’s failure to timely complete both the bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.

TERM / TERMINATION / RENEWAL

The contract term, which may be awarded pursuant to this RFQ, will be three (3) years.

By mutual agreement, any contract, which may be awarded pursuant to this RFQ, may be extended for an additional two (2) years.

The County has and reserves the right to suspend, terminate, or abandon the execution of any work, services and/or providing of goods by the Contractor without cause at any time upon giving the Contractor prior written notice. In the event that the County should abandon, terminate, or suspend the Contractor’s work, services and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time for cause without written notice upon a material breach of contract or substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination, with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or rebid the project if it is determined to be in its best interest to do so.

BRAND NAMES AND APPROVED EQUIVALENTS

Any references in this RFQ, including Addendum and other documents, to manufacturers’ trade names, brand names, and/or catalog numbers are intended to be descriptive but not restrictive unless otherwise stated and are intended to indicate the quality level desired. Unless otherwise noted, Bidders may offer any equivalent product that meets or exceeds the specifications; however, if the County, in its sole discretion, determines the product proposed is not equivalent, the Bid may be disqualified. Bids based on equivalent products must:

Clearly describe the alternate offered and indicate how it differs from the product specified; and Include complete descriptive literature and/or specifications as Portable Document Format (PDF) attachments to the online bid submission as proof that the proposed alternate will be equal to or better than the product named in this RFQ.

The County reserves the right to be the sole judge of what is equal and acceptable. It may require the Bidder to provide additional information and/or samples or disqualify the bid response.

If Bidders do not specify otherwise, it is understood that the referenced brand will be supplied.

QUANTITIES

Quantities listed herein are estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

PRICING

All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this RFQ.

Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such a lower price will be extended to the County.

Reasonable price increases or decreases for subsequent contract terms may be negotiated between Contractor and County after completion of the initial term.

Taxes and freight charges:

All prices are to be Freight On Board (F.O.B.) destination. Any freight/delivery charges are to be included in the bid price.

The County is soliciting a total price for this project. The price(s) quoted must be the total cost the County will pay for this project, including all taxes (excluding Sales and Use taxes) and all other charges.

No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by the County, will be paid by the County unless expressly included and itemized in the bid response.

Amount paid for the transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.

Articles sold to the County of Alameda are exempt from certain Federal excise taxes. If applicable, and upon request, the County will furnish an exemption certificate.

All prices quoted must be in United States dollars.

Price quotes must include any and all payment incentives available to the County.

In the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension, and the Bidder must honor the unit price quoted.

Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

AWARD

Lowest Responsive and Responsible Bidder(s)

a. The award will be made to the lowest responsive and responsible Bidder(s) who meets the requirements of these specifications, terms, and conditions.

b. Awards may also be made to the subsequent lowest responsive and responsible Bidder(s) and who will be called in order should the County needs to contract with another Bidder(s).

Small Local Emerging Business (SLEB) Program Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

As a result of the County’s commitment to advancing the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

Alameda County SLEB Program Overview [http://acgov.org/auditor/sleb/overview.htm]; and Alameda County SLEB Program Additional Information [https://gsa.acgov.org/do-business-with-us/vendor-support/small-local-and-emerging-businesses/] For purposes of this procurement, applicable industries include, but are not limited to, the following North American Industry Classification System (NAICS) Code(s): 812331, 812332.

A small business is defined by the United States Small Business Administration (SBA) as having no more than the number of employees or average annual gross receipts over the last three years required per SBA standards based on the small business's appropriate NAICS code.

An emerging business is defined by the County as having either annual gross receipts of less than one-half that of a small business OR having less than one-half the number of employees AND that has been in business less than five years.

If a Bidder is certified by the County as either a small and local or an emerging and local business (SLEB), the County will provide up to 5% bid preference for procurements over $25,000.

If a Bidder is located within Alameda County, the County may provide a 5% local bid preference.

County Rights The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFQ, including Exhibits and any Addendums, to waive informalities and minor irregularities in responses received, and to provide an opportunity for Bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity will be made solely at the discretion of the County.

Any bid responses that contain false or misleading information may be disqualified by the County.

The County reserves the right to award to a single or multiple Contractors.

The County reserves the right to conduct additional procurements for the same or similar goods and/or services or to award to additional contract(s), including to other Bidder(s) during the term of the contract if it determines that additional Contractors are needed to supplement goods and/or services being provided.

The County has the right to decline to award this contract or any part thereof for any reason.

Procedures

a. Board approval to award a contract is required.

b. A contract must be fully executed by the recommended awardee and the County prior to any services and goods being provided or work being performed.

c. The County uses its Standard Services Agreement terms and conditions for purchases and services. Any terms that are not acceptable to a Bidder must be identified on the Exceptions and Clarifications form in the Exhibit A - Bid Response Packet. Bidder may access a copy of the Standard Services Agreement template at:

Alameda County Standard Services Agreement Template [https://acgovt.sharepoint.com/:b:/s/GSADigitalLibrary/IQCjVXq3dT-NSaAUGCoWR-gjAbTNIS-exDZplo3UsNGxtOs?e=YoJGo3]

4. The RFQ specifications, terms, conditions, Exhibits, RFQ Addenda, and Bidder's response may be incorporated into and made a part of any contract that may be awarded as a result of this RFQ.

METHOD OF ORDERING

A written Purchase Order (PO) will be issued after an executed contract and Board approval. If there is any conflict in terms of any PO and the executed contract, the contract will control, even if a PO is issued later. Payment cannot be made to any Contractor until a PO is issued.

POs and payments for goods and/or services will be issued only in the name of the Contractor, as identified on the contract.

The Contractor must adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

Any change orders must be agreed upon in writing by Contractor and County and issued as needed by County.

WARRANTY

Bidder expressly warrants that all goods and/or services to be furnished pursuant to any contract awarded arising from the proposal/response will conform to the descriptions and specifications contained herein, in the submitted proposal/response, and in supplier catalogs, product brochures, and other representations, depictions or models, and will be free from defects, of merchantable quality, good material, and workmanship. Bidder expressly warrants that all goods and/or services to be furnished pursuant to such award will be fit and sufficient for the purpose(s) intended. This warranty must survive any inspections, delivery, acceptance, or payment by the County.

INVOICING

Contractor must invoice the requesting department, unless otherwise directed by County, upon satisfactory receipt of goods and/or performance of services.

County will use reasonable efforts to make payment within 30 days following receipt and review of invoice and complete satisfactory receipt of goods and/or performance of services.

County will notify the Contractor of any adjustments or corrections that must be made to receive payment on an invoice.

Invoices submitted by the Contractor must contain the County PO number, invoice number, remit to address, itemized goods and/or services description, and price as quoted and must be accompanied by an acceptable proof of delivery and any other information requested by the County.

Contractor must utilize a standardized invoice format upon request.

Invoices must be issued by, and payments…