Request for Proposals.pdf

REQUEST FOR PROPOSALS

FOR

UNIFORM AND MAT RENTAL AND LAUNDRY SERVICE

PROPOSALS DUE:

THURSDAY, FEBRUARY 27, 2025

2:00 P.M.

SAN DIEGO COUNTY WATER AUTHORITY

610 WEST 5TH AVENUE

ESCONDIDO, CA 92025

TABLE OF CONTENTS

SECTIONS

1.0 INTRODUCTION

2.0 WATER AUTHORITY BACKGROUND

3.0 PROJECT BACKGROUND

4.0 CALIFORNIA AIR RESOURCES BOARD (CARB)

5.0 SCOPE OF WORK

6.0 PRE-SUBMITTAL ACTIVITIES

7.0 SUBMITTAL REQUIREMENTS

8.0 PROPOSAL REQUIREMENTS

9.0 CONTRACTOR NOMINATION AND SELECTION PROCESS

10.0 EVALUATION CRITERIA

11.0 SCHEDULE FOR NOMINATION, SELECTION, AND AWARD

12.0 SMALL CONTRACTOR OUTREACH AND OPPORTUNITIES PROGRAM

(SCOOP) REQUIREMENTS

13.0 SPECIAL CONDITIONS

EXHIBITS

A. Scope of Work

B. Sample Services Contract

C. Cost Proposal Form

D. Exceptions to Scope of Work and/or Alternatives

E. SCOOP Reporting Form, Schedule A-1

F. Proposer Questionnaire

G. Fleet Compliance Certification

REQUEST FOR PROPOSALS

FOR

UNIFORM AND MAT RENTAL AND LAUNDRY SERVICE

1.0 INTRODUCTION

The San Diego County Water Authority (Water Authority) is soliciting proposals from qualified firms for uniform and floor safety mat rental and laundry services.

The Water Authority anticipates awarding a service contract for a not-to-exceed amount of $115,000. The initial contract term shall be through June 30, 2026. The Water Authority, at its option, may extend the contract term for an additional 36 months. The maximum contract term, if the option is exercised, shall not exceed 51 months.

This Request for Proposals (RFP) describes the required scope of services, the contractor selection process, and the minimum information that must be included in the Proposal.

Failure to submit information in accordance with this RFP’s requirements and procedures may be cause for disqualification.

2.0 WATER AUTHORITY BACKGROUND

The Water Authority was organized on June 9, 1944, to provide a safe and reliable water supply to its member agencies serving the San Diego Region. The Water Authority has 22 member agencies, consisting of 6 cities, 15 special districts, and Camp Pendleton Marine Corps Base. The Water Authority is governed by a 34-member Board of Directors. The General Manager and staff implement the policies approved by the Board of Directors and handle the agency’s day-to-day operations.

The approximate population of San Diego County is 3.3 million people, 90 percent of whom live within the Water Authority’s service area. The service area lies within the foothills and coastal areas of the westerly third of San Diego County, encompassing approximately 935,000 acres.

3.0 PROJECT BACKGROUND

The Water Authority has offices located at 610 West 5th Avenue, Escondido, CA 92025 (Escondido Operations and Maintenance Center) and 4677 Overland Avenue, San Diego, CA 92123 (Kearny Mesa Office). 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. Estimated rental quantities are shown on the following table (Table 1), though subject to adjustment during the contract term due to staffing changes, etc. 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/wipe rag shown shall be maintained at all times.

Printed name and company logo badges are preferred. Embroidered name badges and company logo emblems may be considered if it is the only type of badge/emblem proposer provides. If proposer only provides embroidered badges/emblems, clearly indicate on proposal and provide pricing. The awarded Contractor is required to maintain all name and company logo badges in good, legible condition throughout the contract term, at Contractor’s cost.

Table 1 – Estimated Rental Quantities

Quantities are Full Inventory Escondido Office

Description Estimated

Qty Rented

Flame Resistant HRC Category Rating 2 Coveralls 188 Short Sleeve 100% Cotton Button Up Pocketed Shirts 161 Long Sleeve 100% Cotton Button Up Pocketed Shirts 294 100% Cotton Woven Button/Zip Pants with Belt Loops 45 2 x 3 Anti Fatigue Mat 2 3 x 5 Rubber Scraper Mat – Black 10 3 x 5 Regular Mat, 100% Nylon Top, Rubber Backed, in Blue 16 4 x 6 Regular Mat, 100% Nylon Top, Rubber Backed, in Blue 4 12 x 12 Shop Towels (wipe rags). Quantity to be maintained at all times. 800 Rolling Racks 3 Laundry Bin, 150lb capacity 1

Kearny Mesa Office

Description Estimated

Qty Rented

3 x 5 Regular Mat, 100% Nylon Top, Rubber Backed, in Brown 12 4 x 6 Regular Mat, 100% Nylon Top, Rubber Backed, in Brown 10 3 x 10 Regular Mat, 100% Nylon Top, Rubber Backed, in Brown 6

4.0 CALIFORNIA AIR RESOURCES BOARD (CARB)

The California Air Resources Board implemented amendments to the In-Use Off-Road Diesel-Fueled Fleets Regulations and apply broadly to all self-propelled off-road diesel vehicles 25 horsepower or greater and other forms of equipment used in California. A copy of the regulations are available at:

https://ww2.arb.ca.gov/sites/default/files/barcu/regact/2022/off-roaddiesel/appa-1.pdf.

Proposers are required to comply with all CARB regulations. Proposers must provide, with their proposal, a valid Certificate of Reported Compliance (“CRC”) issued by CARB for the bidder and all listed subcontractors. Failure to provide valid CRCs as required herein may render the proposal non-responsive.

https://ww2.arb.ca.gov/sites/default/files/barcu/regact/2022/off-roaddiesel/appa-1.pdf

5.0 SCOPE OF WORK

Refer to Exhibit A.

6.0 PRE-SUBMITTAL ACTIVITIES

6.1 Questions Concerning the RFP

All questions regarding the RFP shall be submitted via the Water Authority’s online vendor portal, BidNet Direct – California Purchasing Group (BidNet), as soon as possible, but no later than 10:00 a.m. on Thursday, February 20, 2025.

An addendum shall be issued to all proposers stating the questions and answers.

6.2 Pre-proposal Meeting

A pre-proposal meeting will not be held for this project.

6.3 Jobsite Visit

A non-mandatory jobsite visit of the Escondido Operations and Maintenance Center and the Kearny Mesa Office will be held on Wednesday, February 19, 2025.

Proposers who wish to tour the two sites shall pre-register by email to Suzan Fonseca at sfonseca@sdcwa.org and Arlene Leyva at aleyva@sdcwa.org and provide their business name, phone number, email address, street address, and names of attendees. A maximum of two representatives per proposer are allowed to attend the jobsite visit. Registered attendees shall be present at 9:00 a.m., outside and in front of the Kearny Mesa front office lobby doors. The estimated departure time for the Escondido Operations and Maintenance Center’s jobsite visit is 9:45 a.m. Attendees are responsible for transportation to the Escondido Operations and Maintenance Center from the Kearny Mesa Office and shall wait in the Escondido Operations and Maintenance Center’s front office lobby for the jobsite visit, which will begin at approximately 10:30 a.m. No other jobsite visits will be allowed.

1. Kearny Mesa Office 4677 Overland Avenue San Diego, CA 92121

2. Escondido Operations and Maintenance Center

610 West 5th Avenue Escondido, CA 92025

6.4 Revision to the RFP

The Water Authority reserves the right to revise the RFP before the date proposals are due. Revisions to the RFP shall be distributed to all potential proposers. The mailto:sfonseca@sdcwa.org mailto:aleyva@sdcwa.org

Water Authority reserves the right to extend the date by which the proposals are due.

7.0 SUBMITTAL REQUIREMENTS

7.1 Proposals shall be uploaded and submitted as one file in PDF format to BidNet no later than 2:00 p.m. on Thursday, February 27, 2025. Instructions as to how to submit a proposal to BidNet can be found at the following link:

https://faq.bidnetdirect.com/electronic-bid-submission/. Proposers are encouraged to insert bookmarks in the proposal PDF to help the Selection Panel find required information and submittals.

7.2 The proposal shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.

7.3 Failure to comply with the requirements of this RFP may result in disqualification.

7.4 Proposals and/or modifications thereto received subsequent to the hour and date specified above will not be considered.

8.0 PROPOSAL REQUIREMENTS

Written proposals shall include a discussion of the proposer’s approach to the project;

identify key personnel; propose a service plan and schedule and provide cost estimates.

8.1 General

8.1.1 The proposal shall be contained in one electronic file, including submittals.

Portable document format (PDF) is the preferred file format.

8.1.2 The Proposal should be concise, well organized, and demonstrate the Proposer’s understanding of the services.

8.1.3 Proposers will be evaluated based on the information submitted in accordance with Section 8.2 below and shall ensure that their proposal contains sufficient information for the Water Authority’s Selection Panel to evaluate their proposals against the Evaluation Criteria in Section 10.0.

8.2 Contents

Proposers are advised to read this RFP in its entirety, including the evaluation criteria listed in Section 10.0. Proposals submitted in response to this RFP shall be in the following order and shall include:

https://faq.bidnetdirect.com/electronic-bid-submission/

8.2.1 Executive Summary

Include a signed, one-to-two-page overview of the entire proposal describing the highlights.

8.2.2 Identification of Contractor

8.2.2.1 Legal name and address of company.

8.2.2.2 Name and address of principal place of business.

8.2.2.3 Legal status of proposer (sole proprietorship, partnership, corporation, joint venture, etc.). If corporation, identify state of incorporation. If joint venture or partnership, identify the members of the joint venture or partnership and provide all information required under this section for each member.

8.2.2.4 If company is wholly owned subsidiary of a parent company, identify the parent company.

8.2.2.5 Address(es) of office(s) located in San Diego County, if applicable.

8.2.2.6 Number of years company has maintained an office in San Diego

County, if applicable.

8.2.2.7 Number of employees in San Diego County, if applicable.

8.2.2.8 Name, title, address, telephone number, and email address of person to contact concerning the Proposal.

8.2.3 Contractor Requirements

8.2.3.1 Proposer shall possess a minimum of three (3) consecutive years of experience in uniform and mat rental and laundry service at time of proposal.

8.2.3.2 Proposer shall assign one Account Manager for both Water

Authority locations regardless of whether Proposer assigns two different plants to service the Water Authority account.

8.2.4 Experience

Describe Proposer’s experience meeting the requirement of three (3) years in the uniform and mat rental and laundry business. Include a detailed discussion of Proposer’s experience on projects of similar size, capacity, and dollar value. List four (4) service contracts of similar nature with name of company and Contract Manager, telephone numbers, email address(es), length contact has been held, and value of each contract. At least one reference shall be a public agency. Service contracts currently being performed may be submitted for consideration. Refer to Section 9.3 for evaluation criteria based on past history with Water Authority and/or other Proposer references.

8.2.5 Proposed Method to Accomplish the Work

Discuss Proposer’s approach to execute the requested services. Describe which laundry plant(s) would be used to service the Water Authority’s two locations and how the account will be managed. Include the following:

8.2.5.1 A proposed service schedule.

8.2.5.2 Sample invoice. Invoices shall detail each wearer’s garment inventory, including sizes and whether shirts are long sleeve or short sleeve, if rented.

8.2.5.3 Sample delivery and pickup reports.

8.2.6 Sample Rental Items

8.2.6.1 Provide literature with photos, dimensions, and specifications for proposed shirts, pants, coveralls, floor mats, and shop towels in the proposal.

8.2.6.2 Drop off or send by mail/courier quantity one (1) each of the following items in sealed boxes clearly labeled with Proposer’s name and the instructions “Deliver through Gate to Warehouse.

Do not open with Regular Mail” to the Water Authority’s Escondido Operations and Maintenance Center, Attn: Suzan Fonseca, 610 West 5th Avenue, Escondido, CA 92025. Ensure that the box(es) of sample rental items are received at the Escondido Operations and Maintenance Center on or before the proposal due date stated in Section 6.1 above. All samples will be returned to proposing firms within 45 days of receipt of proposal. Incumbent firm is not required to provide samples unless a change is expected in the make or construction of items currently rented:

8.2.6.2.1 100% cotton long sleeve button up shirt, in size large or extra-large

8.2.6.2.2 100% cotton short sleeve button up shirt in size large or extra-large

8.2.6.2.3 100% cotton woven button and zipper pant, waist size 36 or 38, inseam length size 30 or 32

8.2.6.2.4 Flame resistant HRC 2 coverall, chest size 42 or 44

8.2.6.2.5 Sample name and logo badges

8.2.6.2.6 3 x 5 Regular 100% nylon top, rubber backed mat in brown

8.2.6.2.7 12 x 12 shop towel

8.2.7 Project Organization and Key Personnel

Describe proposed organization of resources to execute the services, including plants, key personnel and respective responsibilities. Indicate role and responsibilities of prime contractor and all subcontractors, including small contractors. The evaluation will consider the plant locations, driver/delivery personnel, and account manager.

8.2.8 Exceptions or Alternatives

Clearly identify in Exhibit D, Exceptions/Alternatives to the Scope of Work or Specifications, any exceptions or alternatives to Exhibit A, Scope of Work, including pricing. Note that exceptions or alternatives will be scored in the evaluation criteria based on appropriateness of the addition or deletion per RFP Section 10.1.3.

8.2.9 Cost Proposal Form

Exhibit C, Cost Proposal Form, shall indicate cost per item and, where applicable, replacement costs per item. Completed Cost Proposal Form will be evaluated based on total contract cost using the current rental inventory listed in RFP Section 3.0, Table 1, with a quantity of one (1) each for Cost Proposal Form Items 11 through 17.

8.2.10 Addenda to this RFP

Proposer shall confirm in its Proposal the receipt of all addenda issued to this RFP. Proposer is not required to include copies of the actual addenda in its Proposal.

8.2.11 SCOOP Documentation

Proposer shall submit a completed SCOOP Schedule A-1 (Exhibit E). Refer to Section 12.3 for instructions on how to complete the form.

8.2.12 Proposer Questionnaire

Proposer shall submit a completed Proposer Questionnaire (Exhibit F).

9.0 CONTRACTOR NOMINATION AND SELECTION PROCESS

9.1 A Selection Panel (Panel) will be established for this project and will include representatives from the Water Authority, and when deemed in the Water Authority’s best interests, representatives of its member agencies and/or the general public.

9.2 Based on the proposals submitted, the Panel intends to select a short list of qualified firms for this project.

9.3 The Panel may interview the short-listed firms. To ensure adequate resources available to fulfill the obligations of this contract, a site inspection of laundering facilities may be required for proposal evaluation purposes. Facilities shall be available for inspection within forty-eight (48) hours of request by the Water Authority. Based on the proposal, references, interview, and site visit, the Panel intends to rank the finalists as to qualifications. The Panel intends to recommend the selected firm to the General Manager; and will request authority to enter into negotiations with the selected firm. The General Manager has final authority for selection.

9.4 Upon receipt of the General Manager’s authorization to negotiate, the Water

Authority intends to establish a negotiating team and enter into negotiations with the selected firm. Negotiations will cover the scope of work, contract schedule, technical specifications, and price. If the negotiating team is unable to reach an acceptable contract with the selected firm, the negotiating team may recommend to the General Manager that the negotiations be terminated and that negotiations with the next ranked firm be initiated. The General Manager has final authority to terminate negotiations and move to the next ranked firm.

9.5 After negotiating a proposed contract that is fair and reasonable, the negotiating team may recommend to the General Manager that the Water Authority enter into the proposed contract. The General Manager may make the final recommendation to the Board of Directors of the Water Authority, if required, concerning the proposed contract. Final authority to approve the contract rests with the General Manager or with the Water Authority Board of Directors, if required by the Water Authority’s Administrative Code.

10.0 EVALUATION CRITERIA

At a minimum, proposals and contractor selection will be evaluated based on the following minimum criteria. Proposers shall ensure that their proposals contain sufficient information to evaluate the following criteria:

10.1 Scope of Work: 20%

10.1.1 Understanding of uniform and mat rental, and laundry service

10.1.2 Responsiveness to RFP, including approach and ability to serve two

Water Authority locations in RFP

10.1.3 Intention to meet scope of work and specification requirements in

Exhibit A and acceptance of contract terms and conditions in Exhibit B, Sample Contract, and appropriateness of addition/deletion as indicated in Exhibit D, submitted with Proposal

10.1.4 Appropriate level of detail in Proposal

10.1.5 Familiarity with problems associated with the uniform and mat rental and laundry service

10.2 Competence: 25%

10.2.1 Inventory Control System capabilities

10.2.2 Experience of Account Manager

10.2.3 Experience of driver/delivery person

10.2.4 Garment washing, pressing, sorting, and delivery quality control provisions

10.2.5 Invoice and delivery/pickup report format and level of detail provided

10.3 Quality of Past Performance: 30%

10.3.1 Billing accuracy

10.3.2 Inventory management and control methods in place

10.3.3 Level of quality control achieved

10.3.4 Cost control

10.3.5 Performance on Water Authority or other service contracts

10.3.6 Experience servicing public agencies

10.4 Cost Proposal: 25%

10.4.1 Proposed fee relative to the services to be provided

11.0 SCHEDULE FOR NOMINATION, SELECTION, AND AWARD

The Water Authority anticipates that the process for nominating and selecting a contractor, and awarding the contract, will be according to the following tentative schedule:

11.1 Advertise and issue RFP: Wednesday, February 12, 2025

11.2 Non-mandatory site visits: Wednesday, February 19, 2025 at 9:00 a.m.

11.3 Question due date: Thursday, February 20, 2025 by 10:00 a.m.

11.4 Proposal due date: Thursday, February 27, 2025 by 2:00 p.m.

11.5 Oral interviews: Tuesday, March 4, 2025

11.6 Selection and notification: Thursday, March 6, 2025

11.7 Contract negotiation complete: Wednesday, March 12, 2025

11.8 Notice of Award: Monday, March 31, 2025

11.9 Notice to Proceed: Tuesday, April 1, 2025

12.0 SMALL CONTRACTOR OUTREACH AND OPPORTUNITIES PROGRAM (SCOOP)

REQUIREMENTS

12.1 The Water Authority’s SCOOP is designed to maximize participation of diverse, qualified, small contractors, consultants and vendors seeking to do business with the Water Authority.

12.2 Due to the limited scope of this project, the Water Authority anticipates limited subcontracting opportunities. The Water Authority does continue to promote opportunities for small business participation and encourages outreach to small firms should subcontracting opportunities become available on this project.

12.3 The Proposer must complete the following form: SCOOP Schedule A-1:

Designation of All Subcontractors (Exhibit E) by entering the license number, name and address of the place of business of each subcontractor, vendor or service provider who will perform work or labor or render service to the Contractor, or who will furnish materials, products or equipment to the Contractor, and the portion of work to be furnished or supplied by each subcontractor. If no subcontractors, vendors, or material suppliers are to provide services related to this project, enter “None”.

13.0 SPECIAL CONDITIONS

13.1 Reservations

This RFP does not commit the Water Authority to award a contract, to defray any costs incurred in the preparation of a Proposal in response to this RFP, or to procure or contract for work. The Water Authority reserves the right to award this contract to the contractor(s) determined to offer the quality, standards, and prices most advantageous to the Water Authority.

13.2 Public Records

All Proposals submitted in response to this RFP become the property of the Water Authority and under the Public Records Act (Government Code § 6250 et. seq.) are public records, and as such may be subject to public review. However, the Water Authority proposals shall not be disclosed until negotiations are complete and a recommendation for selection and award is made to the Board of Directors or General Manager. Proposals will be subject to public review upon completion of negotiations and announcement of selected contractor(s).

If a proposer claims a privilege against public disclosure for trade secret or other proprietary information, such information must be clearly identified in the Proposal. Note that under California law, price proposal to a public agency is not a trade secret.

13.3 Right to Cancel

The Water Authority reserves the right to cancel, for any reason, in part or in its entirety, this RFP including but not limited to: selection schedule, submittal date, and submittal requirements. If the Water Authority cancels or revises the RFP, all proposers will be notified in writing by the Water Authority.

13.4 Additional Information

The Water Authority reserves the right to request additional information and/or clarifications from any or all proposers to this RFP.

13.5 Conflict of Interest

The contractor is subject to all federal, state, and local conflict of interest laws, regulations and policies applicable to public contracts and procurement practices.

The Water Authority has established a policy concerning potential conflict of interest in program management, design and construction. This policy applies to all contractors and their proposed subcontractors. Refer to the Services Contract for additional information.

13.6 Public Information

Release of Public Information – Contractors desiring to release information to the public must receive prior written approval from the Water Authority.

13.7 Services Contract

The selected contractor will be required to sign a Services Contract a sample of which is attached (Exhibit B), and to provide the Insurance Certificates and all other required documentation within 15 calendar days of notification of award.

13.8 Insurance Requirements

The Water Authority requires contractors and vendors doing business with it to obtain insurance as shown in the attached Services Contract. The required insurance certificates must comply with all requirements of the standards as shown in the Contract and an original copy must be provided within 15 days of notification of award and before commencement of any work on the project.

13.9 Public Agency Clause

It is intended that any other public agency as defined by Cal. Gov. Code section 6500 if authorized by its governing body, shall have the option to participate in any award made as a result of this solicitation at the same prices, and terms and conditions. This option, if awarded, shall extend for the term of the contract with the Water Authority, and shall be subject to the successful Contractor's acceptance.

Public agencies participating shall accept sole responsibility for entering into contracts, the placing of orders, arranging for delivery and/or services, and making payments to the successful Contractor. The Water Authority will not be liable, or responsible, for any obligations, including but not limited to financial responsibility, in connection with any participation by another public agency.

13.10 Non-collusion

Proposer shall not submit a proposal on behalf of or in the interest of any undisclosed person, partnership, company, association, organization, or corporation. The Proposal shall be genuine and not collusive or a sham or false proposal. Proposer shall not in any manner directly or indirectly with any one seek to have others refrain from submitting a proposal; shall not agree, communicate or conference with anyone to fix any overhead, profit or cost element of the proposal price, or to secure any advantage against the Water Authority or anyone interested in submitting a proposal in response to this request. Proposer shall not submit any false statements and shall not pay any fee to any corporation, partnership, company, association, organization, or to any member or agent to effectuate a collusive or sham proposal.

EXHIBIT A

SCOPE OF WORK

A. General Information and Requirements:

1. Uniform and mat rental and laundry services shall be provided at the following two San Diego County Water Authority locations:

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

Rental items required: uniforms, coveralls, shop towels, and floor mats.

b. Kearny Mesa Office, 4677 Overland Avenue, San Diego, CA 92123

Rental items required: floor mats.

2. Water Authority reserves the right to transfer services performed at the current

Escondido Operations and Maintenance Center location to a future Operations and Maintenance Center location within the City of Escondido. Contractor will be notified in writing within 60 days of any address service relocation change.

3. Water Authority reserves the right to add or delete mats, towels, or garments from the two above locations at any time. If mats, towels, or garments are added, the unit prices listed in the Cost Proposal Form shall be applicable.

4. Rental item minimum specifications shall be in accordance with Section E below.

5. Rental item quantities will vary during contract term. There will be no minimum order quantities.

6. 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. Not all uniform eligible employees elect to rent shirts, pants, or coveralls, and many do not rent the maximum allowable quantities.

7. 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. Delivery schedule changes due to holidays shall be handled as follows:

a. Contractor shall provide 30-day written notice of delivery/pickup schedule changes due to holidays and ensure that Water Authority staff have sufficient uniform changes delivered the week before, the week of, and the week following holidays.

Holiday Schedule Change Notices for Escondido Operations and Maintenance

Center shall be posted by Contractor’s delivery person on the three locker room doors at least 30 days in advance of each holiday.

8. The Water Authority operates on a nine-day, biweekly schedule with offices closed every other Friday. Deliveries shall occur during the Water Authority business hours and in consideration of the holiday schedule stated below. Water Authority will give Contractor a 30-day written notice of any change to its business hours or holidays observed.

a. Escondido Operations and Maintenance Center Business hours: Monday through

Thursday, 7:30 a.m. to 4:30 p.m.

b. Kearny Mesa Office hours: Monday through Thursday, 7:30 a.m. to 5:00 p.m.

Every other Friday, 8:00 a.m. to 5:00 p.m.

c. Water Authority observed holidays (both locations):

New Year’s Day Labor Day Martin Luther King, Jr. Day Veterans Day Washington’s Birthday Thanksgiving Day Cesar Chavez Day Day after Thanksgiving Memorial Day Christmas Day Independence Day

9. 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 15 shall apply for quantity or size changes that result from this annual election process, for employees who are not new.

B. Contract Start-Up Procedures:

1. Measurements for all uniforms and coveralls shall be performed by a Contractor representative within seven (7) business days of contract execution date. Contractor is required to hem pants and coveralls inseams to fit individual wearers at contract start up and for new wearers during the life of the contract, at no additional cost to Water Authority.

2. Logo artwork for emblems shall be provided by Water Authority. Name badges and company logo emblems shall be printed. Embroidered name badges and company logo emblems are not required but may be considered if that is the only type of name badge and company logo that the proposing firm provides. Contractor shall prepare and sew company logo emblems and name badges onto uniform shirts and coveralls at contract startup or for new employees at no cost to Water Authority. Name badges and Water Authority logo emblems shall be maintained in good condition at all times at Contractor cost.

3. Refer to Section D, Paragraph 5, for emblem, badge, or tailoring charges related to lost or damaged shirts, pants, and coveralls (caused by Water Authority) or size changes after contract start up for existing employees.

4. The first delivery date for uniforms shall be mutually determined by the Water

Authority Contract Manager and Contractor.

5. All mats, uniforms and coveralls delivered under the first delivery of the contract shall be new and not used in any manner. Failure to deliver new uniforms and coveralls within five (5) weeks of the contract execution date, provided all artwork is approved, shall result in employee(s) having use of loaner uniforms and coveralls at Contractor’s expense until new uniforms are delivered.

C. Weekly Rental and Laundry Procedures

1. Laundry service for all articles shall be provided once per week. Soiled garments and miscellaneous items shall be picked up at the time clean garments and items are delivered. Contractor’s delivery person shall perform a physical count of dirty garments picked up each week for cleaning and shall provide inventory pickup and delivery count reports, per person renting items, to Water Authority Contract Manager or designee.

2. All garments picked up from the dirty bins shall be returned by the following week.

3. Weekly rental prices shall include garment laundering, pressing, and minor mending including zipper and button repair or replacement, and mending of minor tears so that garments are presentable and wearable. Garments delivered from plant that are not presentable, and wearable will be removed from the weekly rental cost by Water Authority until they are returned in presentable and wearable condition.

4. Garments shall be delivered in clean condition, pressed, on hangers and clearly marked with employee name and locker number for easy distribution. Contractor’s delivery person shall ensure that uniforms are placed accurately in each employee’s designated locker unless if locked, delivery person shall hang items on outside locker handle.

5. Missing items or items returned from Contractor’s plant with dirt, spots, or damage not caused by Water Authority employees will be discounted in full, from the weekly rental invoice and replacement garments shall be provided the following business day.

6. All new Water Authority employees shall be added to the program by the following scheduled delivery date, and those employees requiring standard sizes shall have their uniforms and coveralls by the next scheduled delivery date. Rental costs shall not start until the items ordered are received by Water Authority. If unable to meet schedule, Contractor shall provide loaner rental items at no cost to Water Authority until the ordered items arrive.

7. Contractor’s delivery personnel shall only accept new orders or order changes from Water Authority Contract Manager or warehouse office designee at the Escondido Operations and Maintenance Center. An email will be sent to the Contractor with requested changes/additions to include staff name for the rental, quantities and sizes ordered. Failure to confirm requested changes will result in non-reimbursement of charges related to improperly ordered items.

8. Contractor shall provide Water Authority with a receipt for garments that are turned in by Contract Manager or designee for departing employees and shall remove the rental by the next weekly invoice. Receipts shall be dropped off by the pick-up collection bin.

9. Any item in the fee schedule that is discontinued by the manufacturer during the contract term shall be replaced with a like item by Contractor, that matches the specifications in this document for the same unit price as the discontinued item. Water Authority reserves the right to inspect and accept or reject any product replacements that do not meet specifications.

10. The Water Authority shall receive a credit for uniform rental/laundry service for uniforms assigned to personnel who are on extended vacation or sick leave for more than two weeks.

D. Damage, Lost, and Size/Quantity Change Charges

1. All items furnished for rental remain the property of the Contractor. The Water

Authority will be liable for the loss charge value, depreciated for the life of the garment for any furnished uniform item that is lost, damaged, or destroyed by an employee (normal wear and tear excepted). Depreciation shall be based on a two-year life for pants and shirts, and a four-year life for coveralls.

2. Contractor shall be responsible for uniforms lost or damaged in its shop and during transit to and from the Water Authority. In accordance with Scope of Work Section C, Paragraph 1, Contractor shall provide delivery and pick-up count reports with each weekly delivery, broken down by person. Failure to provide delivery and pick-up count reports each week shall result in Water Authority not being liable for loss charges during the period when said reports are not provided.

3. Contractor shall show garments needing replacement or repair due to damage or age to

Water Authority Contract Manager or designee for approval, prior to replacing or repairing any item. Garments that are replaced or repaired without being shown to Water Authority Contract Manager or designee for approval will not be reimbursed for loss or preparation charges.

4. Rental items shall be maintained in presentable and wearable condition at all times.

Contractor shall replace items at Water Authority Contract Manager or warehouse office designee request if determined to be in poor or unacceptable condition.

Replacements due to normal wear and tear shall be at no cost to the Water Authority and shall be fulfilled within seven (7) days from date of request.

5. The following charges apply if due to damage or lost garment caused by Water

Authority, or size changes for employees who are not new. These items do not apply as part of contract start up, new wearer fitting, or for normal wear and tear replacement:

a. Badge and emblem preparation and sewing of badges shall be charged at the rates listed for Cost Proposal Form Items 11 through 13.

b. Pant waist size change that requires a waist size take in or let out, the Water Authority shall be charged per Cost Proposal Form Item 14.

c. Pant size change handled by a size up or down exchange (and no tailoring needed) shall be performed at no cost to the Water Authority.

d. Pant and coverall inseam hemming shall be reimbursed per Cost Proposal Form Item 15.

6. The Water Authority will return all rental garments when: a) employees leave the Water

Authority, b) transfer to non-uniformed positions, or c) upon expiration or termination of the contract.

E. Rental Item Minimum Specifications and Shop Towel and Floor Mat Rental and Laundry

1. Garment Specifications

Item Specification Pants (Cotton) 100% pre-shrunk cotton twill. Sanforized. A minimum of 8 ounces per square yard. Vat dyed for color retention. Navy blue plain front. Where specified, female cut pants shall be provided by supplier for female employees who request them.

Shirts (Cotton) 100% pre-shrunk cotton twill. Sanforized. Blue with a choice of long or short sleeves.

Coveralls (Flame Resistant)

Coveralls, flame resistant cotton blend (heavy duty weight), long sleeved; zipper with snap button at collar; top, side and back pockets; Hazard Rating Category 2, meets American Society for Testing and Materials (ASTM) F1506-20. Navy blue.

Logo Emblem Cloth, 3-inches in diameter, stiff backing, design to be provided by Water Authority. One emblem per shirt centered over left breast pocket. Thread shall be navy in color. Clear thread will not be allowed.

Name Tags Cloth, stiff backing, white background with blue letters and border, standard size, first name only. One nametag per shirt centered over right breast pocket. Thread shall be navy in color.

Clear thread will not be allowed.

2. Shop Towels

a. Contractor shall provide 800 shop towels (wipe rags) meeting the specifications below. Shop towel service shall include laundry and/or disposal.

Item Specification

Shop Towels (wipe rags) 100% cotton, 12-inch x 12-inch

b. Deliveries of shop towels shall be on same delivery date with uniforms and mats.

Dirty shop towels will be placed in collection bins by Water Authority staff, for pickup by Contractor each week.

c. This inventory is to be maintained during the life of the Contract at the weekly rental rate and shop towel maintenance fee specified in the Cost Proposal Form.

3. Floor Safety Mats

a. Contractor shall provide floor safety mats per the estimated quantities shown in

Table 1 below. Quantities shown are total inventory (weekly delivery shall be half of the total inventory). Quantities may change.

b. The Water Authority’s Kearny Mesa Office requires all interior rubber based, nylon top floor mats to be brown in color. 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.

c. Floor safety mat inventory shall be maintained during the life of the contract.

d. Contractor shall pick up and clean all mats weekly, including outdoor rubber mats, and replace with clean mats, ensuring the clean mats are dry before placing on floors, or on concrete for outdoor mats.

Safety Floor Mat Quantities by Type and Location

Item Description Size

Estimated Mat Full Inventory Escondido

Estimated Mat Full Inventory Kearny Mesa

Total Estimated Mat Full Inventory

A Mat, anti-fatigue

2’ x 3’ 2 0 2

B Mat, scraper 3’ x 5’ 10 0 10 C Mat, rubber base, nylon top 3’ x 5’ 16 12 16

D Mat, rubber base, nylon top

4’ x 6’ 4 10 14

E Mat, rubber base, nylon top

3’ x 10’ 0 6 6

Total Mats 36 28 64

EXHIBIT B

SERVICES CONTRACT

The parties to this contract are the San Diego County Water Authority, a county water authority, (Water Authority) and __________________, [a / an] __________________ having its principal place of business at __________________ (Contractor), collectively, Parties. The Parties agree as follows:

1. SERVICES. The services to be provided by Contractor are described in Attachment A, Scope of Work.

2. GENERAL TERMS AND CONDITIONS. Described in Attachment A.

3. INSURANCE/INDEMNIFICATION. Described in Attachment D.

4. ATTACHMENTS. The following attachments are made part of this contract:

“A”, “B”, “C” “D”, “E”, “__”, Contract is not complete unless marked attachments are included.

5. TERM. Contractor shall complete all services by June 30, 2026. The Water Authority, at its sole option, may extend the contract for thirty-six (36) additional months. If the option to extend the contract term is exercised, the total contract term shall not exceed fifty-one

(51) months.

6. PAYMENT. The Water Authority shall pay Contractor in accordance with the payment and fee schedule contained in Attachment C; not to exceed $__________________.

7. INVOICING. An invoice for weekly services shall be submitted indicating the specific

Water Authority site location to be billed separately. Invoices must include all proper and substantiating documentation to provide verification of the invoiced amount and shall be sent by electronic mail to invoices.om@sdcwa.org. The Water Authority generally will process and pay invoices within 30 days from receipt of a complete and accurate invoice.

The individuals executing this contract represent and warrant that they have the legal capacity and authority to do so on behalf of their respective legal entities.

IN WITNESS WHEREOF, the parties have executed this contract on the following date.

DATED: _______________________, 2025

San Diego County Water Authority Contractor:

By: ________________________________ By: ________________________________

Name, Title Name, Title

Approved as to form:

San Diego County Water Authority

By: ________________________________

Michael J. McDonnell, Assistant General Counsel mailto:invoices.om@sdcwa.org

ATTACHMENT A

San Diego County Water Authority (Water Authority) General Terms and Conditions

A. GOVERNING LAW. This Contract shall be governed by the laws of the state of California.

B. ASSIGNMENTS/CHANGES. This Contract shall not be assigned or transferred without the written consent of the Water Authority. An approved change or addition, along with payment adjustment, if any, will be effective upon an amendment to this Contract executed by both parties.

C. AUDITS. Contractor agrees to permit the Water Authority to audit, at any reasonable time during the term of this Contract and for four (4) years thereafter, Contractor records pertaining to matters covered by this Contract. Contractor further agrees to maintain such record for at least four (4) years after the term of this Contract.

D. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial acceptance by the Water Authority shall operate as a waiver on the part of the Water Authority of any of its rights under this Contract.

E. WATER AUTHORITY’S PROPERTY. Any reports, information, data, or other material given to or prepared or assembled by, Contractor or its subcontractors, if any, under this Contract will become the property of the Water Authority and will not be made available to any individual or organization by Contractor or its subcontractors, if any, without prior written approval by the Water Authority.

F. QUALIFICATIONS AND STANDARD OF WORK.

Contractor warrants that it is fully qualified to perform the work, and holds all applicable licenses, permits, and other necessary qualifications. Contractor shall perform and complete in a good and worker-like manner all the work pertaining thereto described in the Scope of Work, to furnish at its cost and expense all tools, equipment, labor and materials necessary therefore, except such materials as are specifically stipulated in the Contract documents to be furnished by the Water Authority, and to do everything required by this Contract.

Contractor will perform the work personally or through Contractor’s employees. Contractor may subcontract work only upon prior approval of the Water Authority and in compliance with provisions of the Water Authority’s Small Contractor Outreach and Opportunities (SCOOP) Program, if the Water Authority determines that the program provisions are applicable.

G. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Contract because of race, color, national origin, age, ancestry, religion or sex of such person. Contractor agrees to meet all requirements of the San Diego County Water Authority Administrative Code pertaining to nondiscrimination in employment.

H. COMPLIANCE WITH LAWS. Contractor agrees that it will comply with all federal, state and local laws, ordinances, regulations and orders that affect those engaged or employed under this Contract, any materials used in Contractor’s performance under this Contract, or the performance of services provided in completing the work.

I. INDEPENDENT CONTRACTOR. It is understood and agreed that in the performance of this Contract, Contractor shall at all times be considered an independent contractor and not an employee of the Water Authority. Contractor shall be responsible for employing and engaging all persons necessary to complete the work required under this Contract.

J. TERMINATION/SUSPENSION. The Water Authority may suspend the performance of this Contract in whole or in part, or terminate this Contract, with or without cause, by giving ten (10) days’ prior written notice thereof to Contractor. Upon receipt of such notice, Contractor shall immediately discontinue its performance. Upon such suspension or termination by the Water Authority, the Water Authority shall pay Contractor for its services actually rendered to the Water Authority on or before the effective date of the suspension or termination provided, if this Contract is suspended or terminated on account of a default by Contractor, the Water Authority will be obligated to compensate Contractor only for that portion of the services which are of direct and immediate benefit to the Water Authority, in the reasonable determination of the Water Authority. The rights of the Water Authority under this section to suspend or terminate this Contract shall be in addition to any and all rights or remedies the Water Authority may have available to it under law, in the case of a breach of this Contract by Contractor. Contractor, if not in default or breach, may terminate Contractor’s obligation to provide further services under this contract upon thirty (30) days’ written notice only in the event of a material default by the Water Authority, which default has not been cured within thirty (30) days following the written notice.

K. CONFLICT OF INTEREST. In accepting this Contract, Contractor covenants that it presently has no interest, and will not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of this Contract. Contractor further covenants that in the performance of this Contract, it will not employ any person having such an interest. Contractor certifies that no person who has or will have any financial interest under this Contract is an officer or an employee of the Water Authority.

L. ENTIRE CONTRACT. This Contract, including all attachments, represents the entire contract between the parties with respect to the services which may be the subject of this Contract. Any variance in the attachments does not affect the validity of the Contract and the Contract itself controls. All prior contracts, representations, statements, negotiations and undertakings whether oral or written are superseded hereby.

M. INVOICES. Invoices shall be submitted by email to the Operations and Maintenance Department’s invoices email account at invoices.om@sdcwa.org. With a copy to the Water Authority’s Project Manager.

mailto:invoices.om@sdcwa.org

ATTACHMENT B

Scope of Work

Refer to RFP Exhibit A.

ATTACHMENT C

Payment and Fee Schedule

Refer to Exhibit C, Cost Proposal Form.

ATTACHMENT D

Insurance and Indemnification

1. INSURANCE:

(a) Requirement. Contractor shall procure and maintain during the period of performance of this Contract insurance from insurance companies authorized to do business in the State of California, as set forth in this section. These policies shall be primary insurance as to the Water Authority so that any other coverage held by the Water Authority shall not contribute to any loss under Contractor's insurance.

General liability: (with coverage at least as broad as ISO form CG 00 01 10 01) coverage in an amount not less than $4,000,000 general aggregate and $2,000,000 per occurrence for general liability, bodily injury, personal injury, and property damage.

Automobile liability: (with coverage at least as broad as ISO form CA 00 01 10 01, for “any auto”) coverage in an amount not less than $1,000,000 per accident for personal injury, including death, and property damage.

Workers' compensation and employer's liability:

coverage shall comply with the laws of the State of California, but not less than an employer’s liability limit of $1,000,000.

A deductible or retention may be utilized, subject to approval by the Water Authority. All policies that include a self-insured retention shall include a provision that payments of defense costs and damages (for bodily injury, property damage, personal injury or any other coverages included in the policy) by any party including additional insureds or insurers, shall satisfy the self-insured retention limits.

(b) Endorsements. The insurance policies shall be endorsed as follows:

For the commercial general liability insurance, the Water Authority (including its directors, officers, employees, and agents) shall be named as additional insured, and the policy shall be endorsed with a form equivalent to ISO form CG 20 10 10 93, that contains the provisions required by this Contract.

Contractor’s insurance is primary to any other insurance available to the Water Authority with respect to any claim arising out of this Agreement. Any insurance maintained by the Water Authority shall be excess of the Contractor’s insurance and shall not contribute with it. The Contractor’s endorsement of insurance shall include a waiver of any rights of subrogation against the Water Authority, and its directors, officers, employees and agents.

Contractor’s insurance will not be canceled, limited, amended, reduced in coverage amount, or allowed to expire without…