ESBD_File_354389_RFP 24-009V Employee Uniform Services.pdf

REQUEST FOR PROPOSAL

EMPLOYEE UNIFORM SERVICES

Solicitation #24-009V

Issued By:

Schertz-Cibolo-Universal City Independent School District

Closing Date:

2:00 PM

April 25, 2024

SCUCISD is accepting proposals to provide Employee Uniform Services in accordance with the instructions, specifications, terms, and conditions contained in this Solicitation.

ADDENDA TO RFP. SCUCISD reserves the right to revise and amend the specifications prior to the date set for the receipt of proposals. Respondents are requested to clarify any ambiguity, conflict, discrepancy, omission, or other error(s) in the RFP in writing. Revisions or amendments, if any, will be made by issuing an addendum. Every effort will be made to send addenda issued to the parties known to have been furnished a complete copy of the RFP. It is the responsibility of each Contractor, prior to submitting the Proposal, to contact the Purchasing Department to determine if addenda were issued and, if so, to obtain such addenda for attachment to the Proposal. Register online at https://scucisd.procureware.com to receive any addenda and submit questions or comments concerning this solicitation.

For Further Information Contact:

SCUCISD Purchasing & Supply Department Attn: Tina Canter

1056 Elbel Road, Schertz, TX 78154

PH: 210/945-6223

FX: 210/945-6251

Email: tcanter@scuc.txed.net https://scucisd.procureware.com/ mailto:tcanter@scuc.txed.net

Schertz-Cibolo-Universal City ISD Page 2 of 48 Solicitation No. 24-009V Employee Uniform Services

TABLE OF CONTENTS

SECTION 1 – INSTRUCTIONS

SECTION 2 – SPECIFICATIONS AND SCOPE OF SERVICES

SECTION 3 – EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

SECTION 4 – PROPOSAL SUBMISSION REQUIREMENTS

SECTION 5 – GENERAL TERMS AND CONDITIONS

SECTION 6 – REQUIRED FORMS

Call to Action

Through high quality and student-centered learning experiences, students will leave SCUC confident, empowered, and prepared with the skills to pursue their individual passions.

Values

Leadership, Character, Commitment, Service, Learning

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SECTION 1 - INSTRUCTIONS

1. PROPOSAL SUBMISSION: To be considered, the proposal must be prepared in the manner and detail specified in this proposal.

a. Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of the RFP. Extensive binding, colored displays, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on conformance and clarity of content.

b. PRE-PROPOSAL MEETING / PROPOSAL GUARANTEE: Not Applicable

c. SUBMITTAL DEADLINE: Bids/Proposals will be received electronically via our ProcureWare electronic marketplace at https://scucisd.procureware.com until April 25, 2024, 2:00 PM, local time.

d. Submissions that are sent via facsimile or e-mail will not be considered.

e. Proposal submissions received late, unsigned, or in locations other than as stated in this solicitation will be returned without consideration.

f. The Schertz-Cibolo-Universal City Independent School District will not be bound to accept the lowest or any Proposal and reserves the right to accept or reject in whole or in part, any and all Proposals, to negotiate portions thereof, and to waive any minor informality.

g. All costs incurred in the preparation and submission of the RFP response shall be borne solely by the Vendor. Where Vendors may be required to perform a presentation, give demonstrations, provide samples and/or technical literature, or participate in any interview process as related to this solicitation, all costs shall be borne by the Vendor.

h. Any Proposals submitted in response to this Request for Proposal will become irrevocable upon the closing time and remain open for acceptance for ninety (90) days from the closing date whether or not another RFP has been accepted.

i. SCUCISD is part of a multi-member purchasing alliance. Please see General Terms and Conditions – Central Texas Purchasing Alliance (CTPA) Adoption Clause for additional information.

j. SUBMISSION OF A PROPOSAL shall be construed to mean that the Vendor agrees to carry out all the conditions set forth in this document. Any proposed variation from the specifications, terms and conditions shall be clearly identified. Please provide details of any non-compliance with stated conditions on the deviation summary section provided on the Exceptions form Attachment D. If no changes are indicated, the District shall expect to receive the service(s) exactly as specified.

k. FORM OF CONTRACT: A Vendor's signature on the response to this RFP and the district's acceptance of that Proposal should constitute an adequate set of terms and conditions for the performance of the required services. However, if a vendor expects the District to sign a separate service agreement, a copy of that document must be provided along with RFP response for evaluation.

l. The Solicitation Forms provided must be used. Failure to follow these instructions may cause a Proposal to be determined as non-responsive and the Proposal rejected. The above information must be clear and concise.

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m. The District reserves the right to select any offer it deems the best value, regardless of price.

2. RFP CLARIFICATION: Questions regarding this RFP should be submitted via https://scucisd.procureware.com. Answers citing the question will be distributed simultaneously to all known prospective offerors through Procureware. Oral answers provided by SCUCISD or its agents shall not be binding. No modification or amendment to this Request for Proposal shall be valid unless it is set forth in writing -- via a signed addendum or amendment from the District Purchasing Office.

DEADLINE FOR QUESTIONS: Questions regarding this RFP must be submitted in writing via Procureware at https://scucisd.procureware.com on or before April 18, 2024 at 2:00 pm.

3. PROPOSER RESPONSIBILITY: We expect you to be thoroughly familiar with all specifications and requirements of this RFP. Your failure or omission to examine any relevant form, article, site or document will not relieve you, as a contractor, from any obligation regarding this RFP. By submitting a Response, you are presumed to concur with all terms, conditions, and specifications of this RFP. Any exception must be clearly defined and referenced in the proper paragraph in this Solicitation. Objections we consider excessive or affecting vital terms may reduce or eliminate your prospects for the award.

4. COMPLETENESS: The proposal shall be completed in all respects as indicated. A Proposal may be rejected if it is conditional or incomplete, or if it contains irregularities of any kind.

5. FALSE/MISLEADING STATEMENTS: A proposal that contains false or misleading statements, or which provides references that do not support an attribute or capability of the proposed system or service may be rejected. If, in the opinion of the District, such information was intended to mislead the District in its evaluation of the Proposal and the attribute, condition, or capability as a requirement of the RFP, the Proposal shall be rejected.

6. PROPOSAL SIGNATURE: The Proposal must be signed by an individual who is authorized to bind the responding firm contractually. The signature should indicate the title or position that the individual holds in the firm. Firms who sign their contracts with the name of the firm must provide the name of the corporate officer for signature validation by the District. An unsigned Proposal shall be rejected.

7. AWARD: SCUCISD will award to the contractor(s) who demonstrates the greatest value to SCUCISD from the standpoint of suitability to purpose, quality, service, previous experience, price, ability to deliver, or for any other reason deemed by the District to be in the best interest of SCUCISD. Thus, the result will not be determined by price alone but by the applicable criteria as listed under EVALUATION CRITERIA.

8. PRECEDENCE: In the event of contradictions or conflicts between the provisions of the documents comprising the Contract, they will be resolved by giving precedence in the following order:

a. the provisions of the Contract (as it may be amended);

b. the provisions of the RFP (as it may be supplemented).

c. the provisions of the Contractors Response (as it may be clarified);

9. CONTRACT PERIOD: The District intends to award a recurring annual contract to begin on May 31, 2024.

The contract term shall include an initial one-year period with up to three (3), one-year renewal options. Such extension(s) will be at the discretion of the District, subject to the same terms, conditions, favorable prices, and mutual agreement between the Contractor and the District with no minimum guaranteed amount.

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10. SCHEDULE OF EVENTS

Following is a list of projected dates/times with respect to this RFP.

RFP Release Date April 2, 2024 Final Questions Accepted April 18, 2024 Proposals Due April 25, 2024 Board Approval May 21, 2024 Contract Begin Date May 31, 2024

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SECTION 2 - SPECIFICATIONS AND SCOPE OF SERVICES

1. OVERVIEW: Schertz-Cibolo-Universal City ISD (District) is accepting Proposal Responses from qualified vendors to provide an annual contract for Employee Uniform Services. The district is encouraging Vendors to be creative and resourceful in proposing their most cost effective and efficient program.

2. GENERAL INFORMATION:

a. Uniform Information: Uniform services will include uniform rental with weekly laundry service for several Departments throughout the district. Immediately after the award, approximately 300 employees will require up to 11 uniform changes at up to 20 drop-off/pick-up locations. The numbers provided are for Vendor guidance ONLY. No minimum amount is guaranteed or implied and the numbers are subject to increase or decrease prior to, during or after the award.

b. SAMPLES: The District shall require that samples be submitted with your bid submission for evaluation and/or testing. The samples provided by the Vendor shall represent the exact items and/or products proposed and supplied. The District shall perform inspections and tests to verify that the items and/or products proposed meet the requirements of this specification. Samples shall be returned at the request and expense of the Vendor upon completion of the evaluation process. Purchasing will notify each Vendor at the end of the evaluation process when ready for pick up. See Section 4 for more details.

Nonconformity of the sample to the bid specification may be cause for rejection.

c. PROPOSED COSTS: Costs shall be inclusive of all charges, including start-up, replacement of garments, labor, supervision, fuel, travel, equipment, materials, supplies, employer payments, overhead and profit, environmental fees, handling charges, etc. The District will not be charged for uniforms that are not delivered. Charges will accrue on uniforms that are actually received in wearable condition by District employees.

3. DISTRICT DEMOGRAPHICS

a. SCUCISD serves the cities of Schertz, Cibolo, Universal City, and rural areas of Northeast Bexar County as well as Southwest Guadalupe County with its boundaries extending over a 73 square mile area.

b. SCUCISD provides instruction to approximately 15,475 students in a predominantly rooftop community.

The District currently has 17 campuses, which include three (3) high schools, one (1) alternative education center, two (2) junior high schools, three (3) intermediate schools, and eight (8) elementary schools.

c. SCUCISD is one of the largest employers in Guadalupe County, Texas with approximately 1,925 employees.

4. MINIMUM QUALIFICATIONS: Proposers (specifically, the business or individual that will be contractually bound under the contract with the District) will be deemed non-responsible and rejected without any further evaluation if they do not meet the following mandatory qualifications:

a. The Proposer and its key personnel assigned to the District must have a minimum of five (5) years’ experience providing services as listed in this RFP.

b. The Proposer and its key personnel must have worked with a minimum of three (3) comparable clients that are from another K-12 school district.

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5. PREFERRED QUALIFICATIONS: The Proposer may be evaluated higher if they meet the following qualifications:

a. The Proposer and its key personnel assigned to the District must have ten (10) years’ experience providing services as listed in this RFP.

b. The Proposer and its key personnel must have worked with at least six (6) comparable clients that are other K-12 school districts.

c. SAMPLES: The district shall require that samples be submitted with your bid submission for

Evaluation

6. UNIFORM SPECIFICATIONS: The following specifications outline minimum acceptable standards.

TECHNICAL UNIFORM SPECIFICATIONS

In the interest of safety, fabrics should be of a material and weave that tends to limit or minimize injuries from slicing or impact.

Garments issued shall have the employees name permanently marked in an inconspicuous place to prevent theft or loss.

A. INDUSTRIAL WORK SHIRTS

1. Shirts shall be a minimum of 4 oz/sq., yard, poplin weave, washable, permanent-press fabric of 65% polyester and 35% cotton.

2. Collars shall be lined, with collar stays.

3. Shirts shall have button fronts.

4. Option of short or long sleeve, or combination, employee’s choice.

5. Shirts shall have one or two pockets, with button and buttonhole on pockets.

6. All points of stress shall be bar tacked.

B. INDUSTRIAL TROUSERS

1. Trousers shall be a minimum of 7.5 oz/sq. yard, twill, washable, permanent-press fabric of 65% polyester and 35% cotton.

2. Option of western or jean style or regular cut, employee’s choice.

3. Shall have pockets on the front and rear.

4. Pants shall not have cuffs.

5. Pants shall have zippered fly. The zipper shall be brass.

6. All points of stress shall be bar tacked with particular attention to belt loops and pockets.

C. WOMEN’S SMOCK SHIRT

1. Shirts shall be washable, permanent-press fabric of 80% polyester and 20% cotton.

2. Collars shall be lined and have collar stays.

3. Shirts shall have button fronts.

4. Option of short or long sleeve, employee’s choice.

5. Shirts shall have two front pockets.

D. WOMEN’S BLOUSE SHIRT

1. Shirts shall be a minimum of 4 oz/sq. yard, poplin weave, washable, permanent press fabric of

65% polyester and 35% cotton.

2. Collars shall be lined, with collar stays.

3. Shirts shall have button fronts.

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4. Option of short or long sleeve, or combination, employee’s choice.

5. Shirts shall have one or two pockets.

E. WOMEN’S INDUSTRIAL PANTS

1. Trousers shall be a minimum of 7.5 oz/sq. yard, twill, washable, permanent press fabric of 65% polyester and 35% cotton.

2. Option of regular, pleated, elastic back or waist, employee’s choice.

3. Shall have pockets on the front.

4. Pants shall have no cuffs.

5. Pants shall have zippered fly. The zipper shall be brass.

6. All points of stress shall be bar tacked with particular attention to belt loops and pockets.

F. 100% COTTON WORK SHIRTS AND WORK PANTS FOR BOTH MALE AND FEMALE

1. Pants – Work type, zipper fly and hemmed bottoms.

2. Shirts – Work type, convertible collars, 2 breast pockets, long and short sleeves.

3. All 100% cotton uniforms furnished shall be pre-washed or pre-shrunk for proper fit.

G. FLAME RESISTANT WORK PANTS AND SHIRTS (MALE)

1. Pants – Work type, zipper fly and hemmed bottoms.

2. Shirts – Work type, collar, two breast pockets, long sleeve.

H. STANDARD POLO FOR BOTH MALE AND FEMALE

1. Shirts shall be a minimum of 60/40 poly/cotton blend.

2. Option of short or long sleeve, employee’s choice.

I. JEAN/DENIM PANTS FOR BOTH MALE AND FEMALE

1. Jean/Denim pants shall be a minimum of 13 oz/sq. yard, pre-washed material.

2. Five pocket styling, sturdy zipper closure, with reinforced stress points.

3. Option of classic fit or cowboy cut, employee’s choice.

J. CARGO PANTS FOR BOTH MALE AND FEMAILE

1. Shall be a minimum of 7.5 oz/sq. yd. twill, washable, permanent press fabric of 65/35 poly/cotton.

K. SHORTS (Summer Uniform Only)

1. Shall be a minimum of 7.5 oz/sq. yd. twill, washable, permanent press fabric of 65/35 poly/cotton.

2. Option of classic work shorts, jean shorts or cargo shorts, employee’s choice.

L. JACKET (Lined)

1. Jackets shall be at least 65/35 poly/cotton or 100% polyester.

2. Made for mobility and protection against cold weather.

3. Solid brass zipper.

M. CHEF COATS/EXECUTIVE CHEF COATS (Child Nutrition)

1. Shall be at least 65/35 poly/cotton with left chest pocket.

2. Option of short or long sleeve, or combination, employee’s choice

3. Stain resistant finish.

N. STANDARD KITCHEN APRONS (Child Nutrition)

O. STANDARD GRILL PADS (Child Nutrition)

P. STANDARD KITCHEN BAR TOWELS (Child Nutrition)

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Minor variations in specifications may be accepted if, in the opinion of the District, they do not adversely affect the quality of the garments. The scope of this RFP is not limited to only the list of items stated above. The District may from time to time add additional items or purchase garments other than the above listed items upon mutual agreement of both parties.

7. OPTION B – OTHER SERVICE

Vendors shall provide with their quote, a list, and general costs, of items/services that can be provided by their firm, in addition to the items listed herein (for example, wipers, floor mat rental, dust mops, etc.).

Vendors shall provide a quote for uniform rental services only, as well as he requested rental plus laundry services.

Vendors may also provide a quote for direct sales options should their program offer that service.

It shall be at District’s discretion to elect to accept the list of products offered and purchase those items/services from the vendor awarded the uniform quote.

8. SCOPE OF WORK:

A. EMBLEMS:

Most uniforms will require two (2) emblems. The color of emblems shall be as specified by District personnel. Employee’s first name shall appear on emblem over right breast pocket – approximately 3” long x 1 ½” wide. Name of District shall appear on emblem over left breast pocket. Emblems shall be sewn onto Uniforms. Employees with specific titles will have such titles included on their name tags.

See Attachment H for District emblem/logo.

B. DELIVERY:

i. Pickup and delivery of uniforms and linen shall be provided on a weekly basis. Each location shall designate an employee to inspect uniforms and linen and verify counts on each pickup and delivery.

ii.

An itemized form shall accompany each weekly exchange. Contractors are required to include forms to be used for this purpose with the bid submission. At a minimum, forms must include the date, quantity of each uniform item turned in by employee, number of uni form items delivered for each employee, quantity of each linen items turned in by campus, number of linen items delivered to each campus and any additions, deletions and transfers effective for the next week. A copy of the form(s) shall be retained by both the delivery driver and each delivery location.

iii. Exceptions should also be included on the weekly exchange form or on a separate form established by the Vendor. This exceptions form (if separate) shall be included with bid submission for review.

iv. Contractor shall provide proper identification to all employees while performing any services on SCUCISD property and may be required to check in at each location. The contractor shall always have appropriate identification visible.

C. DELIVERY LOCATIONS:

A listing of the District’s delivery points are shown below.

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# FACILITY ADDRESS

1 Green Valley Elementary (K-4th) 1694 Green Valley Rd., Schertz, TX 78154 2 Norma J. Paschal Elementary (K-4th) 590 Savannah Dr., Schertz, TX 78154 3 Rose Garden Elementary (PK-4th) 10414 E. FM 1518 N, Schertz, TX 78154 4 Schertz Elementary (K-4th) 701 Curtiss Ave., Schertz, TX 78154 5 John A. Sippel Elementary (PK-4th) 420 Fairlawn Avenue, Schertz, Texas 78154 6 Maxine & Lutrell Watts Elementary (K-4th) 100 Deer Meadow, Cibolo, TX 78108 7 O. G. Wiederstein Elementary (PK-4th) 171 Borgfeld Road, Cibolo, TX 78108 8 Cibolo Valley Elementary School 4093 Green Valley Rd, Cibolo, TX 78108 9 Barbara C. Jordan Intermediate (5th-6th) 515 Thistle Creek Dr., Cibolo, TX 78108

Elaine S. Schlather Intermediate (5th-6th) 230 Schlather Parkway, Cibolo, TX 78108

Laura Ingalls Wilder Intermediate (5th-6th) 806 Savannah Dr., Schertz, TX 78154

Ray D. Corbett Jr. High School (7th-8th) 12000 Ray Corbett Drive, Schertz, TX 78154

J. Frank Dobie Jr. High School (7th-8th) 395 Borgfeld Road, Cibolo, TX 78108

Allison L. Steele Enhanced Learning Center (9th-12th) 1005 Elbel Road, Schertz, TX 78154

Samuel Clemens High School (9th-12th) 1001 Elbel Road, Schertz, TX 78154

Byron P. Steele II High School (9th-12th) 1300 FM 1103, Cibolo, TX 78108

Facilities & Construction Services 1056 Elbel Road, Schertz, Texas 78154

Child Nutrition Department 1056 Elbel Road, Schertz, Texas 78154

Purchasing & Supply Warehouse 1056Elbel Road, Schertz, Texas 78154

Transportation Department 1056 Elbel Road, Schertz, Texas 78154

D. UNIFORM AND LINEN QUALITY:

i. The Contractor shall furnish NEW high-quality uniforms, in the initial outfitting or issue.

Colors shall be clear and sharp. Uniforms shall be clean and pressed or steamed in accordance with the best practices of the trade. The initial issue of linen shall be new and clean.

ii. All uniform exchanges, replacements or additions shall be made with brand new uniforms.

iii. All uniforms and linens shall be replaced periodically with new uniforms and linens, as follows: Blends - every 24 months or as required. Cottons - every 18 months or as required.

E. QUANTITIES:

i. The District is not limited to purchasing all or any of its requirements from any contract resulting from this solicitation/award. The quant it ies given are approximate. The Distr ict does not guarantee to purchase a minimum quantity and does not guarantee to purchase Contractors remaining stock.

ii. The Contractor shall maintain a sufficient stock of all uniforms to provide designated District

Personnel with five (5) weekly changes - six (6) uniforms in possession and five (5) in laundry.

(11 uniforms per person, 5-day work week)

iii. The Contractor shall maintain a sufficient stock of all uniforms and linen in order to handle exchanges, replacements or additions within five (5) working days or less.

iv. Employees and/or locations are subject to increase or decrease at any time during the term of this contract. These modifications shall be at no extra charge to the District, except for the weekly uniform costs involved.

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F. NEW DISTRICT PERSONNEL:

i. The Contractor shall furnish NEW uniforms for new District personnel within five business days of notification from the District.

ii. Contractor is required to complete fittings of new District personnel at one of the delivery sites designated by District personnel authorized to request such fittings. In the event that the incorrect size is ordered, the District will not pay any setup fees for the uniforms.

iii. Contractor may also elect to leave a size run of uniforms at no charge to the District, for new employees to try on as a fitting, to ensure proper sizes are ordered and issued to new District personnel. In the event that the incorrect size is ordered, and the Contractor did not perform a personal fitting at one of the delivery sites (as described in ii), the District will not pay any setup fees for the uniforms.

iv. The Contractor shall make available some company loaner shirts, smocks and aprons to the District, for new employees to utilize until their uniforms are delivered.

G. IMPLEMENTATION:

i. The awarded Contractor will have thirty (30) days from the notification of award to complete the fittings and furnish all employees with new uniforms. Contractor shall be required to do all fittings at District delivery location sites. All personnel shall be fitted with care to ensure proper sizing and first-class appearance. (Exceptions must be listed on Attachment E).

ii. If upon initial delivery, the uniforms do not fit the employee, the uniform item shall be exchanged at no cost to the District.

H. QUALITY CONTROL:

i. Each customer base shall have the autonomy to determine the fitness and acceptability of the uniforms, emblems, aprons, and linen supplied to meet its requirements.

ii. All uniforms shall be properly fitted to the satisfaction of the District personnel. All

100% cotton uniforms shall be pre-washed or pre-shrunk for proper fitting.

iii. Contractor shall provide alterations to uniforms, where required, to insure proper fit of uniforms.

iv. A logb o o k shall be provided by the awarded Contractor to each delivery location for authorized District personnel to note any regularly occurring uniform and linen issues.

v. In the event of an unacceptable uniform, the Contractor shall be notified, and a written explanation shall be attached to the uniform. The Contractor shall promptly exchange the unacceptable uniform with an acceptable uniform. In the event of an unsettled dispute regarding acceptability of uniforms at customer level with Contractor, the decision shall be made by the Purchasing Department and such decision shall be final and binding. This applies to linens as well.

vi. Contractor’s Management will meet with the Purchasing Department and the Department Managers utilizing the contract on a quarterly basis to review quarterly services/concerns (logbook entries). Dates/times TBD by District Purchasing Dept. Contract Administrator.

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vii. The Contractor’s Branch, District or Regional Manger shall respond to all District inquiries and complaints within forty-eight (48) hours of notification from District Personnel.

viii. Issues and/or complaints should be addressed within seventy-two (72) hours with a solution that is reasonable and acceptable to the District.

I. UNIFORM AND LINEN MAINTENANCE:

i. Cleaning/Laundering: All uniforms and linens must be washed in full accord with requirement governing commercial and industrial laundries. Items which retain an offensive smell or residual odor after laundering will not be acceptable and returned to the Contractor with no charge to the District until replacement or re-laundered items is delivered to District employee in acceptable condition.

ii. Pressing: All uniforms must be neatly pressed o r s t e a m e d and delivered one set per hanger. The pressing o r s t e a m i n g of uniforms shall be in accordance with acceptable standards and best practices of the industry.

iii. Repairs: All uniforms must be maintained in a reasonable condition, this includes replacement of buttons and sewing of all rips. The interpretation and definition of reasonable condition, as used herein, shall be unconditionally at the discretion of the District Purchasing Department and shall be unconditionally accepted by the awarded Contractor.

iv. Repair Tags: Repair tags shall be provided to each location at the start of the contract and as needed throughout the term of the contract. Any uniform tagged for repairs shall be returned in a repaired condition or shall be replaced within one week (next delivery) at no cost to the District. All replacement uniforms shall be with new uniforms. Uniforms delivered with rips, holes, missing buttons, defective zippers, etc. will be sent back to Contractor and no rental charges shall be paid for that item until it is returned to the District in an acceptable condition. Linen delivered with rips or holes will be sent back to the Contractor and no rental charges shall be paid for that item until replacement linen in acceptable condition is delivered to the District.

J. SHORT DELIVERY:

Uniforms or linens missed in the regular delivery or replacements shall be delivered within 24 hours from regular date. The District shall not be charged the weekly uniform or linen fee until the item is actually received by the individual or campus. Vendor shall base charges upon individual occurrences, rather than include in the cost of overall pricing.

K. UNIFORM EXCHANGES:

Uniforms may be exchanged for reasons such as size, wear, color or style, and shall be provided at no extra cost to the District. Approval from the Department Supervisor may be required. A reasonable depreciated rate will be negotiated based on remaining wearability of contract and time factor of the contract.

L. UNIFORM AND LINEN RETURN:

At the termination of this contract, all uniforms and linen items will be made available to the Contractor within 15 days. Any shortages will be reimbursed by the District at the prices listed on the proposal form.

M. OTHER PRICE ADJUSTMENTS:

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i. Charges shall be adjusted or deleted in the event of a District employee’s prolonged illness, leave of absence or vacation. In this case the Contractor or employee’s Supervisor may request to have that employee’s uniforms picked up and returned once the employee has returned to work.

ii. For District employees that work 10 months out of the year: Uniforms will need to be picked and returned before their first start date (Designated District personnel will schedule dates). No charges should be accrued for those uniforms during that “off” time.

iii. When the District has holidays (i.e. Christmas Break, Spring Break, etc.), the District may reschedule delivery with the Contractor or change the location of delivery of all uniforms to one delivery site location.

N. OTHER SERVICES AS REQUIRED:

Emblem change due to department name change, may be required and negotiated with Contractor on this contract. In such cases, the District may request the Contractor to furnish complete cost information in order to verify whether the charges are fairly established.

O. ANNUAL COMPENSATION INCREASE:

Beginning in the second twelve (12) month period of the term of this Agreement, the Consideration may be increased by a percentage equal to the percentage increase of the U.S. Department of Labor, Consumer Price Index for All Urban Consumers (the "CPI-U"), all items, unadjusted 12 months ended November of the previous year; provided the contractor's proposal for a rate adjustment shall be submitted no later than December 31st of each year, shall contain a copy of the CPI-U, and shall be attached as an amendment to the Agreement. However, any such increase shall not be more than three percent (3%) annually and will commence on April 1, 2025, and each April 1st thereafter.

END OF SECTION

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SECTION 3 - EVALUATION CRITERIA AND SUBMITTAL REQUIREMENTS

1. EVALUATION: The following will be considered in making the selection:

The Proposals will be evaluated at the sole and absolute discretion of the District and its designees. The

District shall consider and score the following criteria.

• COST (35)

• SERVICES PROVIDED (30)

• QUALITY OF UNIFORM SAMPLES (20)

• QUALIFICATIONS AND EXPERIENCE (15)

a. Each proposal submitted in response to this RFP shall focus on the above criteria. The Evaluation shall also consider those factors listed in TEC 44.031 (b) listed elsewhere in this solicitation. Proposals will be evaluated equally and fairly; no preference will be given to any Proposer based solely on previous experience with the District or to an incumbent thereof. The District reserves the right to make additional inquiries and may request the submission of additional information.

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SECTION 4 – PROPOSAL SUBMISSION REQUIREMENTS

1. GENERAL SUBMITTAL REQUIREMENTS:

a. PROPOSAL FORMAT: Each proposal should be prepared simply and economically. Responses shall be in the same order as the requirements listed below and in the following section.

b. PROPOSAL CONTENT: The Proposer must include the following items, or the proposal may be deemed non-responsive and rejected without any further evaluation (unless otherwise indicated herein):

1) All forms contained or listed in Section 5 in this RFP, fully completed:

2) A complete response to each of the items in the next section, which are specific to the evaluation criteria. (See next section for more detail.)

2. SUBMITTAL REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: Submit a complete response to each of the following items. List them in the order below, following your submission to the above:

i. Evidence showing that the Proposer meets the Minimum Qualifications listed in Section 2, No.

3 of this RFP.

ii. Colors: Proposers shall provide a sample of the available stock colors. A color chart or sample of fabrics in available stock colors will be accepted.

iii. Samples: Proposers shall submit samples, identical in style and fabric to items to be provided under this RFP. Samples shall be submitted at no charge to the District. Each sample shall be clearly labeled with the Proposers name, manufacturer and style number, type of item (male/female, etc) and size ranges. See Section 2, N o. 4 (pg. 5) for information regarding the return of samples.

iv. Other Rental / Lease / Direct Buy Options: Vendors may provide a list or catalog that contains the general costs of items/services that can be provided by their firm, in addition to the items listed herein (for example, wipers, floor mat rental, etc.).

v. Samples of weekly delivery/pick-up form and exceptions form.

vi. Samples repair tag.

vii. Samples invoice.

viii. W-9.

ix. Certificate of Liability Insurance (See Section 6 for detailed information).

3. EXCEPTIONS: The proposer shall clearly identify any proposed deviations from the language contained herein. Each exception must be clearly defined and referenced in the proper paragraph in this Solicitation.

The exception shall include, at a minimum, the Proposer's proposed substitute language and opinion as to why the suggested substitution will provide equivalent or better service and performance. If no exceptions are noted in the Proposer's proposal, the District will assume complete conformance with this specification and the successful Proposer will be required to perform accordingly. Proposals not meeting all requirements may be rejected. Proposals taking exception to any language in the General Terms and Conditions may be

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4. SHORTLISTING: The District may shortlist the Proposers based on responses to the above items. If necessary, the District will conduct interviews/demonstrations. The District will notify each Proposer on the shortlist if such a presentation is required. These presentations will provide an opportunity for the Proposers to respond to questions posed by the evaluators and to clarify their proposals through exhibition and discussion. The District will not reimburse any costs associated with the oral presentation to the Proposer.

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SECTION 5 – GENERAL TERMS AND CONDITIONS

1. BILLING AND PAYMENT: District standard terms will be Net 30 days; however, Proposers may offer a prompt payment discount in their original Proposal response such as 2% / 10 days - Net 30. Payment will be made, in arrears, in accordance with Texas Prompt Payment Act, Texas Gov’t Code 2251.

2. EVALUATION OF PROPOSALS: Proposal evaluation will be done based on the information provided by the Offeror. It is very important that the Offeror provide all required information as part of their Proposal. Failure to provide necessary information and documentation could result in the Proposal being rejected.

3. EVALUATION CRITERIA: The Proposals will be evaluated at the sole and absolute discretion of the Schertz-Cibolo-Universal City Independent School District and its designees. The District shall consider the following criteria.

(1) the purchase price;

(2) the reputation of the vendor and of the vendor's goods or services;

(3) the quality of the vendor's goods or services;

(4) the extent to which the goods or services meet the District's needs;

(5) the vendor's past relationship with the District;

(6) the total long-term cost to the District to acquire the vendor's goods or services; [and]

(7) for a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner:

(a) has its principal place of business in this state; or

(b) employs at least 500 persons in this state; and

(8) any other relevant factor specifically listed in the request for bids or proposals.

4. APPLICABILITY: These conditions are applicable and form a part of the contract documents in each supply and/or service contract and are a part of the terms of each purchase order for items of equipment and/or service included in the specifications and solicitation forms issued herewith. Any resulting contract shall include this solicitation, and Proposal received.

5. PROPOSAL RESPONSE: Unless otherwise specified, Offerors are required to submit an executed original of the Proposal. The proposal response must contain:

a. Signed; Proposal Form

b. Vendor Questionnaire and References

c. Price Schedule

d. Felony Conviction Notice Form

e. Conflict of Interest Form. Local Government Code Chapter 176 imposes disclosure/reporting obligations on vendors. Please complete and return Conflict of Interest Questionnaire Form CIQ.

f. Any additional documents required by the Solicitation.

6. THOSE WHO DO NOT PROPOSE are requested to notify the SCUCISD Purchasing Department in writing if they wish to receive future Proposals. Failure to do so may result in their being deleted from our prospective Bidders list.

7. DISCLOSURES: By signing this Proposal, a Vendor affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with the Proposal submitted.

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8. INTERLOCAL AGREEMENTS: Interlocal Agreements with other School Districts through the Central Texas Purchasing Alliance

a. Membership. SCUCISD is a member in good standing of the Central Texas Purchasing Alliance (CTPA / txctpa.org), an alliance of over 100 school districts in Texas representing over 1.5 million students, sharing information, services, and contractual opportunities. CTPA is an alliance created in accordance with Section 791.001 of the Texas Government Code through interlocal agreements.

b. Adoption of Awarded Contracts. In support of this collaborative effort, all awards made by SCUCISD may be adopted by other active CTPA member districts. By adopting a contract from another CTPA member district, the adopting district has met the competitive bidding requirements established by the Texas Education Code, Section 44.031(a)(4), and as required by the adopting district’s policies. There is no obligation on either party to participate unless both parties agree. The goods and services provided under the contract will be at the same or better contract pricing and purchasing terms established by the originating district.

c. Adopted Contract Management. The adopting district shall be responsible for the management of the new contract and all payments to the contracted vendor. The originating district shall have no responsibilities under the new contract agreement.

9. FUNDING OUT CLAUSE. MULTI-YEAR ACQUISITION: Any contract for the acquisition, including lease, of real or personal property is a commitment of the District’s current revenue only:

a. The District retains the continuing right to terminate the contract at the expiration of each budget period during the term of the contract.

b. It is the Districts intent to execute a contract for the longest period providing the lowest total cost to the district. Any resultant contract is conditioned on a best efforts attempt by the District to obtain any appropriate funds for payment of the contract.

10. CONTRACTS FOR PURCHASE will be put into effect by means of a purchase order(s) executed by the

Director of Purchasing or designee after the contract award.

a. Any additional agreements/contracts to be signed by SCUCISD shall be included with the Proposal.

b. Prices for all goods and/or services shall be negotiated to a firm amount for the duration of this contract or as agreed to in terms of time frame.

11. ASSIGNMENTS AND SUBCONTRACTING: No part of this agreement may be assigned or subcontracted without the prior written consent of the Schertz-Cibolo-Universal City Independent School District’s Purchasing Director. Payment can only be made to the Contractor named in this agreement.

12. PUBLIC RECORD: All Proposals become the property of the District. As a governmental entity the Public

Information Act, formerly known as the Open Records Act, applies to this solicitation. Accepted Proposals and any subsequent award become public records. Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal will not be considered proprietary information.

13. CHANGES: This Contract shall not be modified, altered, or changed except by mutual consent confirmed in writing by an authorized representative of each party to this Contract. The Director of Purchasing or designee shall administer this contract on behalf of the District. The Vendor agrees to waive all claims for adjustment in regard to any services performed without prior receipt of an appropriate written Change Order. The SCUCISD Purchasing department shall review, approve and process all changes.

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14. INDEMNITY: Vendor shall indemnify and hold harmless the SCUCISD and its Board of Trustees, officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of any character, type, or description, including but not limited to, all expenses of litigation, court cost, penalties, and attorney's fees the SCUCISD incur defending any action, suit, or claim form any source whatsoever and any of any kind or nature arising directly or indirectly on the part of the vendor, its agents, servants, employees, contractors, and supplies, out of the operation under this agreement.

15. INDEPENDENT CONTRACTOR: The parties intend that the Contractor, in performing the specified services, will act as an independent contractor and must have control of the work and the manner in which it is performed. The Contractor will be free to contract for similar services to be performed for other employers while Contractor is under contract with District. The Contractor is not to be considered an agent or employee of the District and is not entitled to participate in any pension plans, bonus, stock, or similar benefits that District provides for its employees. The District and Contractor agree that the Contractor is not covered under any District insurance policy, including but not limited to the District’s liability, property and casualty, or workers’ compensation insurance policies. The District shall not deduct Federal Income Taxes, FICA (Social Security) or any other taxes required to be deducted by an employer, as this is the responsibility of the Contractor.

16. TERMINATION: Any resulting contract may be terminated by the District at any time with or without cause and without penalty to the District. In the event of termination by the District prior to completion of the contract, compensation shall be prorated on the services actually performed, and the Contractor shall only be entitled to receive compensation for satisfactory work completed up to the date of termination.

17. CANCELLATION: Buyer shall have the right to cancel for default all or any part of the undelivered portion of this order if Seller breaches any of the terms hereof including warranties of Seller or if the Seller becomes insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any other remedies which Buyer may have in law or equity.

18. NON-PERFORMANCE: Whenever, in the opinion of the District, the work is neglected by the Contractor, the District may request to have the Contractor bring additional labor, materials, and supplies into the work. If the Contractor fails to correct the unsatisfactory condition(s) within five (5) working days, the Contractor shall be advised of so in writing. The District shall have no obligation to give the Contractor more than two (2) notices of unsatisfactory performance during the contract period; and, should the Contractor again fail to perform the services pursuant to the contract, the District may declare the contract in default, terminate the contract, and contract with another.

a. In the event of default by the Contractor, the District shall be liable only for payment of those services performed and accepted prior to the date of termination.

19. CHANGES TO PROPOSAL: The District retains the right to negotiate changes in a Proposal by any offeror, and to reject any or all Proposals if none of the submissions are responsive to its needs.

20. CHANGES IN REQUIREMENTS: Should the District, at any time during the progress of said work, request any alterations, deviations, additions, or omissions from the said agreement, specifications, or plans, it shall be at liberty to do so. And the same shall in no way affect or make void the agreement but will be added to or deducted from the amount of said agreement price as the case may be, by a fair and reasonable valuation subject to the mutual agreement of both parties.

21. UNRESTRICTED QUANTITIES: The District is not limited to purchasing all or any of its requirements from any contract resulting from this solicitation/award.

22. DELIVERIES required in this solicitation shall be freight prepaid F.O.B. DESTINATION and prices shall

Schertz-Cibolo-Universal City ISD Page 20 of 48 include all freight, and delivery charges for a total cost delivered.

23. DISMISSAL OF UNSATISFACTORY EMPLOYEES: If any person employed by the Contractor or any subcontractor fails or refuses to carry out the directions of the District representative, or is, in the opinion of the District representative, incompetent, unfaithful, intemperate, or disorderly; or uses threatening or abusive language to any person at the facility; or if otherwise unsatisfactory, he/she shall be removed from the work immediately, and shall not again be employed on the work except upon consent of the District representative.

24. VENUE: This Agreement shall be governed by the law of the State of Texas without regard to the choice-of-law rules of any jurisdiction. The venue shall be in Guadalupe County, Texas. No provision of this Agreement shall waive any immunity or defense. No provision of this Agreement is a consent to suit.

25. NOTICE: Any notice required by or permitted under this Agreement must be made in writing. Any notice required by this Agreement will be deemed to be delivered (whether actually received or not) when deposited with the United States Postal Service, postage prepaid, certified mail, return receipt requested, and addressed to the intended recipient at the address shown in this Agreement. Notice may also be given by regular mail, personal delivery, courier delivery, facsimile transmission, or other commercially reasonable means and will be effective when actually received. Any address for notice may be changed by written notice delivered as provided herein.

26. CRIMINAL BACKGROUND CHECK: All Contractors, who have a contract for services, have continuing duties related to the contract, and have direct contact with students must certify to the district that it has received all criminal history information on covered employees pursuant to Texas Education Code Chapter 22, Subchapter C prior to performing the services for the District. This is an all-or-nothing test. If all three criteria are met then the criminal history review is mandatory. The cost of the review shall be paid by the Contractor. Covered employees with disqualifying criminal histories are prohibited from serving at a school district. The Contractor selected may also be required to provide a list of personnel who will be assigned to do the work. When requested this information must be furnished within twenty-four (24) hours, and shall apply to any new personnel due to employee turnover.

a. The District reserves the right to review the personal background and conduct security clearances on the

Contractor’s assigned personnel. The Contractor shall certify that all employees assigned to work under the contract have successfully passed a criminal background check, prior to assignment. The Contractor shall cooperate with the District authorities and shall comply with all regulations in effect during the contract period.

b. Upon the request of the District, the successful bidder may be required to provide the names of all persons who may be assigned to do the work on the contract for the purpose of completing a criminal background check. The following information shall be provided with each name to the District: date of birth, Texas driver’s license number, and current address,

c. Any person or persons not acceptable to the District shall be prohibited from working on the contract.

27. DISCLOSURE OF INTERESTED PARTIES: A Successful offeror shall provide a notarized Form 1295 before any award of the contract by our Board of Trustees. The Texas Legislature adopted House Bill 1295 in 2015.

HB 1295 added Section 2252.908 to the Government Code. Under this law, any business entity that enters into a contract with SCUCISD that requires the approval of the Board of Trustees must submit a…