Addendum 1.pdf

Addendum No. 1

Date: February 24, 2025

Solicitation: Request for Proposals for Uniform and Mat Rental and Laundry Service

Proposal Due Date: Thursday, February 27, 2025 at 2:00 p.m.

I. ATTACHMENTS TO THIS ADDENDUM NO. 1

1. The Pre-Proposal Meeting minutes and attendance roster are included and made a part of this addendum as Attachment 1.

II. QUESTIONS AND ANSWERS

Question 1. On the provided documents, it was stated the Water Authority is looking for 100% cotton pants. We carry the classic, flat front work pant style in 100% cotton. However, we also carry 100% Cotton Jeans. Are Jeans something the Water Authority is interested in?

Answer 1. No jeans are allowed.

Question 2. I have a request; how often are these services solicited?

Answer 2. Uniform and mat rental and laundry services are typically solicited every four years.

Question 3. What is the length of the term of the current contract?

Answer 3. The initial contract term was for one year. At its sole option, the Water

Authority extended the contract for three additional for a total contract term of four years.

Question 4. Who supplied the previous the contract?

Answer 4. Prudential Overall Supply is the incumbent.

Question 5. Could I request a copy of the winning bid they used? If the Water

Authority can send that to me or everyone, that would give a guideline for how the Water Authority wants to receive it.

Answer 5. Copies of the past winning proposal are available via Public Records Act request. Refer to RFP Section 8.0 for proposal requirements.

Request for Proposals for Uniform and Mat Rental and Laundry Service February 24, 2025

Question 6. Do all the mats have a coffee logo?

Answer 6. No.

Question 7. When the Contractor services the Water Authority account, they do come in and change the mat or is there a place where they drop off clean ones and the Water Authority gathers the dirty ones?

Answer 7. The Contractor swaps out the mats. They drop off the clean mats and take away the dirty mats.

Question 8. Does the Water Authority need new logo mats?

Answer 8. No new logo mats are needed.

Question 9. Are only navy-colored mats needed at the Escondido Operations and

Maintenance Center?

Answer 9. The Escondido Operations and Maintenance Center currently uses blue nylon top interior floor mats but will accept brown or blue, so long as the color is kept uniform throughout the site. Refer to RFP Exhibit A, Scope of Work, Section E.3.b.

Question 10. Does the Water Authority prefer all brown- or all navy-colored mats at the

Kearny Mesa Office?

Answer 10. The Kearny Mesa Office requires brown mats. Refer to RFP Exhibit A, Scope of Work, Section E.3.b.

Question 11. Are the 3x5 rubber scraper mats included?

Answer 11. Yes. Refer to RFP Exhibit C, Cost Proposal Form.

Question 12. Are all the pants 100% cotton?

Answer 12. Yes, the button/zip pants are 100 % cotton woven.

Question 13. What is the pants situation in this locker room? Are there mostly shirts?

Answer 13. The Contractor delivers the woven pants and shirts together. If Water

Authority staff elect for coveralls, the Contractor currently delivers them bound. However, garments shall be delivered on hangers per Exhibit A, Section C.4. of the RFP.

Request for Proposals for Uniform and Mat Rental and Laundry Service February 24, 2025

Question 14. Are the coveralls flame resistant?

Answer 14. Yes. Refer to RFP Exhibit A, Section E.1.

Question 15. Can Water Authority staff wear their own pants?

Answer 15. Yes, Water Authority staff may elect to receive a pant allowance in lieu of uniform pants.

Question 16. Is the canister provided for shop towels?

Answer 16. The canister is provided by the Water Authority for shop towels.

Question 17. Are rolling racks needed if everything is in the lockers?

Answer 17. Yes, rolling racks are needed for new hires or if a locker cannot be identified.

Question 18. For shop towels, I saw there was a quantity of 800, is that the full inventory?

Answer 18. Yes. Refer to RFP Section 3.0, and Exhibit C, Item No. 5.

Question 19. What is the process after the bids are received? Does the Water Authority interview a few companies after that?

Answer 19. Yes. A selection panel will be established for this project and will include representatives from the Water Authority. Refer to RFP Section 9.0.

THIS ADDENDUM DOES NOT CHANGE THE PROPOSAL DUE DATE AS STATED

ABOVE. Contractor shall confirm in its Proposal the receipt of all addenda issued to this RFP.

Refer to Section 8.2.10.

A T T A C H M E N T 1

P R E - P R O P O S A L M E E T I N G N O T E S

U N I F O R M A N D M A T R E N T A L A N D L A U N D R Y S E R V I C E S

DATE: February 19, 2025

TIME: 9:00 a.m.

PLACE: San Diego County Water Authority Offices:

• Kearny Mesa Headquarters, 4677 Overland Avenue, San Diego, CA 92123

• Escondido Operations and Maintenance Center, 610 West 5th Avenue, Escondido, CA 92025

I. INTRODUCTIONS

Suzan Fonseca thanked everyone for attending the Pre-proposal Meeting for the San Diego County Water Authority’s Request for Proposals for Uniform and Mat Rental and Laundry Services. She then introduced the following Water Authority staff:

• Arlene Leyva, Administrative Assistant

• Angelina Renee, Management Analyst

• Vadim Livshits, Senior Management Analyst and;

• Frank Vargas, Facilities & Maintenance Technician

Ms. Fonseca reminded everyone to sign in on the attendance roster. She then asked them to introduce themselves, their company, and identify whether they were a prime or subcontractor.

II. STATEMENT OF PURPOSE

Ms. Fonseca stated the purpose of this meeting was to allow proposers to gain a clear understanding of the work, provide an explain the SCOOP and insurance requirements, provide an opportunity for proposers to ask questions and obtain clarifications, and attend a jobsite tour of the Kearny Mesa and Escondido offices.

III. PROJECT BACKGROUND

Ms. Fonseca explained that the Water Authority is soliciting proposals from qualified firms for uniform and mat rental and laundry services.

The Water Authority has two offices, the Kearny Mesa office located at 4677 Overland Avenue, San Diego and the Escondido Operations and Maintenance Center, located at 610 West 5th Avenue, Escondido. The Kearny Mesa office requires mat rental and laundry services. The Escondido Operations and Maintenance Center requires uniform and mat rental and laundry services to fulfill its need for maintenance staff uniforms, coveralls, and shop towels.

A current rental inventory is provided in Section 3.0 of the RFP and is subject to change during the contract term, due to staffing changes. There will be no minimum order quantities. Quantities for mats are full inventory and the amounts delivered each week shall be half. The quantity of shop towel shown shall be maintained at all times.

IV. CONTRACTOR REQUIREMENTS, EVALUATION CRITERIA, AND

SUBMITTALS DUE WITH PROPOSALS

Arlene Leyva reminded attendees to read the entire RFP before preparing a proposal and to be sure to include information in the proposal that will assist the Water Authority’s Selection Panel in measuring the proposer’s proposal against the evaluation criteria listed in Section 10.0.

Ms. Leyva urged attendees to review proposal requirements provided in RFP Section 8.0 and to use Exhibit D to identify any exceptions or alternatives to the scope of work or specifications. She noted that exceptions or alternatives will be scored based on appropriateness of addition or deletion. Failure to complete Exhibit D will result in Water Authority expectation that proposer can meet all requirements of the RFP.

Ms. Leyva reminded proposers to submit Exhibit F, Proposer Questionnaire with their proposal, as required.

V. SCOPE OF WORK

Ms. Leyva referred attendees to RFP Exhibit A of the Request for Proposals for specific service-related tasks and information.

She explained the Contractor shall furnish a maximum inventory of nine uniform pants and shirts, per employee to provide at least four changes per week and a maximum of five coveralls to designated employees. This inventory is to be maintained during the life of the contract and quantity is subject to change based on Water Authority’s needs.

The day of the week that weekly deliveries take place for each Water Authority site shall be mutually agreed upon by Water Authority Contract Manager or designee and Contractor. Once agreed upon, delivery day of the week shall not be changed by Contractor without a 30-day notice.

The Water Authority operates on a nine-day, biweekly schedule with offices closed every other Friday. Deliveries shall occur during Water Authority business hours and in consideration of the holiday schedule.

The Water Authority gives uniformed employees an annual opportunity to increase or decrease quantities or change sizes of rented uniforms. Cost Proposal Form, Items 11 through 14 shall apply for quantity or size changes incurred through this annual election process, for employees who are not new.

VI. SCOOP PROGRAM

Ms. Fonseca explained the purpose of the Water Authority’s Small Contractor Outreach and Opportunities Program (SCOOP) is to maximize participation in diverse, qualified, small contractors, suppliers, and vendors on Water Authority projects. She stated completion of the Schedule A-1 form is required. She referred attendees to RFP Section

12.0 for additional information.

VII. INSURANCE REQUIREMENTS

Vadim Livshits stated the awarded Contractor shall procure and maintain insurance meeting the requirements outlined and maintain the coverage during the period of performance of the contract. He recommended that proposers review the requirements with their insurance providers before submitting a proposal because the terms, as stated in the contract, are non-negotiable.

VIII. PROPOSAL DUE DATE

Ms. Fonseca stated proposals must be received no later than 2:00 p.m. on Thursday, February 27, 2025 via the online vendor portal, BidNet Direct. She referred attendees to Section 8.0 of the RFP for the submittal requirements. She warned that failure to comply with the requirements of the RFP may result in disqualification.

She reminded attendees sample rental items are also requested to be submitted in addition to the proposals as stated in section 8.2.6.2.

IX. QUESTIONS

Ms. Leyva announced that questions not asked at the pre-proposal meeting should be submitted via the online vendor portal as soon as possible but no later than 10:00 a.m. on Thursday, February 20, 2025. She stated an addendum would be issued consisting of the minutes of this meeting as well as answers to pertinent questions received. She stated additional addenda may be issued as appropriate. Please refer to Addendum No. 1 for a list of questions received.

X. ADJOURNMENT

Ms. Leyva thanked all attendees for their interest in the Water Authority and this project and the meeting was adjourned.

A T T E N D A N C E R O S T E R

Full Name Email Organization Prime or Sub Nicholas Divona nicholas_divona@unifirst.com UniFirst Prime David Speaks dspeaks@missionlinen.com Mission Linen Supply Prime