RFP 20245-023 Uniforms and Products Rental Service.pdf

February 25, 2025 10:00 AM Local Time Electronic Submission (Section 2 of Solicitation)

February 11, 2025 2:00 PM Local Time Union County Government Center HR Training Room 500 N. Main Street Monroe, NC 28112

Request for Proposal No. 2025-023

Uniforms and Products Rental Service

Due Date:

Time:

Submittal Location:

Non-Mandatory Pre-Submittal Conference Date:

Time:

Location:

Procurement Contact:

Vicky Watts, CLGPO Senior Procurement Specialist 704.283.3601 vicky.watts@unioncountync.gov mailto:vicky.watts@unioncountync.gov

Union County, North Carolina RFP 2025-023 Uniforms and Products Rental Service

Contents 1 Notice of Advertisement 2 Submittal Details

2.1 PROPOSAL SUBMISSION DEADLINE

2.2 PROPOSAL SUBMISSION REQUIREMENTS

2.3 NON-MANDATORY PRE-PROPOSAL CONFERENCE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL ADDENDUM

2.6 COMMUNICATION

3 Introduction

3.1 COUNTY

3.2 PURPOSE

4 Scope of Work

4.1 CURRENT UNIFORM USAGE

4.2 CURRENT PRODUCT USAGE

4.3 CONTRACTOR’S QUALIFICATIONS

5 Specifications

5.1 STARTUP INVENTORY

5.2 GARMENT CONTROL IDENTIFICATION

5.3 EMBLEMS

5.4 BRAND COMPLIANCE

5.4.1 Property Rights

5.5 CATALOG

5.6 UNIFORM STYLE

5.6.1 Women’s Uniforms

5.6.2 Oversize Uniforms

5.6.3 Size Changes

5.7 COST PROPOSAL

5.8 RENTAL UNIFORMS

5.9 PROPER FIT

5.10 SAMPLES

5.11 UNIFORM CLEANING

5.12 UNIFORM REPAIRS

5.13 UNIFORM REPLACEMENT

5.14 LOCKERS/BINS

5.15 HANGER RECYCLING STANDS

5.16 DELIVERY AND PICK-UP

5.16.1 Drop Off and Pick-Up Locations for Uniforms and Products

5.17 UNIFORM REJECTIONS

5.18 UNIFORM RETURN CONDITIONS

5.19 RENTAL CHANGES

5.20 LOST/DAMAGED UNIFORMS

5.21 UNIFORM MEASUREMENTS

5.22 INVOICING PROCEDURE

5.23 UTILIZATION REPORTS

5.24 TRANSITION PLAN

5.25 UNSATISFACTORY SERVICE

5.26 SECURITY REQUIREMENTS

5.27 CUSTOMER SUPPORT

5.28 CUSTOMER SATISFACTION SURVEY

5.29 PRICE PROPOSAL

5.30 SERVICE PROVIDER’S FINANCIAL INFORMATION

6 Detailed Submittal Requirements and Instructions

6.1 TERMS OF SUBMISSION

6.2 PROPOSAL FORMAT

6.2.1 Section A – Cover Letter

6.2.2 Section B – Company and Qualifications

6.2.3 Section C – Project Approach

6.2.4 Section D – Key Staff

6.2.5 Section E – Work Product

6.2.6 Section F - References

6.2.7 Section G – Required forms

7 Evaluation Criteria and Selection Process

7.1 SELECTION PARTICIPANTS

7.2 EVALUATION SELECTION PROCESS

7.3 AWARD PROCEDURE

8 General Conditions and Requirements

8.1 TERMS AND CONDITIONS

8.2 CONTRACTUAL OBLIGATIONS

8.3 COST ADJUSTMENTS

8.4 SUB-CONTRACTOR/PARTNER DISCLOSURE

8.5 EXCEPTION TO THE RFP

8.6 MODIFICATION OR WITHDRAWAL OF PROPOSAL

8.7 EQUAL EMPLOYMENT OPPORTUNITY

8.8 MINORITY AND SMALL BUSINESS PARTICIPATION PLAN

8.9 LICENSES

8.10 E-VERIFY

8.11 DRUG-FREE WORKPLACE

8.12 INSURANCE

8.13 INDEMNIFICATION

9 Appendix A – Price Proposal Appendix A – Price Proposal Continued 10 Appendix B – Proposal Submission Form 11 Appendix C – Addendum and Anti-Collusion Form 12 Appendix D – Union County Brand Standards Guide 13 Appendix E – Template Contract

1 NOTICE OF ADVERTISEMENT

Request for Proposals No. 2025-023

Uniforms and Products Rental Service

Electronic proposals will be received by the Union County’s Procurement Department at the Union County Government Center, 500 North Main Street, Monroe, NC 28112 until 10:00 AM Local Time on February 25, 2025.

Union County, North Carolina, is seeking proposals from qualified vendors for uniforms and products rental service.

The solicitation may be examined at the Union County Government Center, Procurement and Contract Management Department, 500 North Main Street, Suite 709, Monroe, NC 28112, Monday through Friday between the hours of 8:00 am and 5:00 pm. Copies of the solicitation may be obtained from the locations listed below:

1. Download the Solicitation Documents from the Union County website:

https://www.unioncountync.gov/departments/bids-procurement/current-bids

2. Download the Solicitation Documents from the State of North Carolina eVP website:

https://evp.nc.gov/solicitations/ (Search County of Union)

A Non-Mandatory, Pre-Proposal Conference will be held on February 11, 2025 at 2:00 PM Local Time at the Union County Government Center, HR Training Room, 500 North Main Street, Monroe, NC 28112. Representatives from Union County will be on-hand to give a brief overview of the project and to answer questions. Attendance at this meeting is strongly encouraged.

All questions about the meaning or intent of the RFP Documents are to be submitted in writing to the Procurement Representative listed on the cover page (vicky.watts@unioncountync.gov) no later than February 14, 2025 at 3:00 PM Local Time.

Union County reserves the right to reject any or all proposals, to waive technicalities and to make such selection deemed in its best interest. Union County also reserves the right to award to multiple vendors. Service Providers are required to comply with the non-collusion requirements set forth in the Solicitation Documents.

Union County encourages good faith effort outreach to Minority Businesses (HUB Certified) and Small Businesses.

-End of Advertisement-https://www.unioncountync.gov/departments/bids-procurement/current-bids https://evp.nc.gov/solicitations/ http://www.ips.state.nc.us/

2 SUBMITTAL DETAILS

2.1 PROPOSAL SUBMISSION DEADLINE

All Proposals are to be received electronically by the Union County Procurement Department no later than February 25, 2025 at 10:00 AM Local Time, per the instructions below. Any proposals received after this date and time shall be rejected without exception.

2.2 PROPOSAL SUBMISSION REQUIREMENTS

The proposal must be submitted electronically using the following link:

https://lfportal.unioncountync.gov/Forms/procurementsubmit. The proposal must be signed by a person who is authorized to bind the proposing Company. Instructions for preparing the proposal are provided herein.

Select the solicitation drop down arrow and choose this RFP from the list. Complete the form, upload your proposal as one (1) complete document, and select submit. The maximum accepted size is 30 MB. A delivery notification email, from LF-Forms@co.union.nc.us, will be sent as your confirmation of receipt.

Paper submissions and/or email submissions will not be accepted.

There is no expressed or implied obligation for Union County to reimburse Offerors for any expenses incurred in preparing proposals in response to this request.

Union County reserves the right to reject any or all proposals, to waive technicalities and to make such selection deemed in its best interest, cancel this solicitation and award to multiple vendors.

2.3 NON-MANDATORY PRE-PROPOSAL CONFERENCE

A Non-Mandatory Pre-Proposal Conference will be held on February 11, 2025 at 2:00 PM Local Time at the Union County Government Center, HR Training Room, 500 North Main Street, Monroe, NC 28112. Representatives from Union County will be on-hand to give a brief overview of the project and to answer questions. Although attendance at this meeting is not mandatory, it is strongly encouraged.

2.4 PROPOSAL QUESTIONS

Proposal questions will be due on or before February 14, 2025 at 3:00 PM Local Time. The primary purpose of this is to provide participating vendors with the opportunity to ask questions, in writing, related to the RFP.

Submit questions by email to Vicky Watts at vicky.watts@unioncountync.gov by the deadline shown above. The email should identify the proposal number and title. All questions and answers may be posted as addenda on the Union County Website or the State of North Carolina eVP Website as indicated on the advertisement page.

2.5 PROPOSAL ADDENDUM

Union County may modify the RFP prior to the date fixed for submission of proposals by the issuance of an addendum. Should an Offeror find discrepancies or omissions in this RFP, or any https://lfportal.unioncountync.gov/Forms/procurementsubmit mailto:LF-Forms@co.union.nc.us other documents provided by Union County, the Offeror should immediately notify the County of such potential discrepancy in writing via email as noted above.

Any addenda to these documents shall be issued in writing. No oral statements, explanations, or commitments by anyone shall be of effect unless incorporated in the written addenda.

Receipt of Addenda shall be acknowledged by the Offeror on Appendix C, Addendum and Anti-Collusion Form.

2.6 COMMUNICATION

All communications, any modifications, clarifications, amendments, questions, responses or any other matters related to this Request for Proposals must be made only through the Procurement Contact noted on the cover of this RFP. A violation of this provision is cause for the County to reject a Company’s proposal. No contact regarding this document with other County employees is permitted and may be grounds for disqualification.

3 INTRODUCTION

3.1 COUNTY

The County (estimated population 256,452) is located in the central, southern piedmont. The County provides its citizens with a full array of services that include public safety, water/wastewater utilities and sanitation, human services, cultural and recreational activities, and general government administration.

3.2 PURPOSE

Union County is seeking proposals from interested and qualified vendors to provide uniform supply, rental, laundry service and various products for various County departments. The selected vendor shall exhibit their ability to perform the tasks specified in this solicitation.

Vendors are encouraged to submit suggestions of additions or modifications to the Scope of Work that will enhance or improve the Services. These suggestions are requested to be sent to the procurement representative at vicky.watts@unioncountync.gov, which may be addressed in the form of an Addendum.

4 SCOPE OF WORK

The County is seeking qualified proposers to furnish garments and products for rental and/or purchase and laundry services for rental items, including but not limited to furnishing new shirts, pants, jeans, jackets, emblems, mats, and shop towels. The service includes measuring, fitting, hemming, taking-in and letting out, adjusting, stitching, sewing, repairing, laundering, stain-removing, pressing, inventorying, delivering, pick up, and replacing uniforms.

The uniform and product quantities are estimates based on current usage. These estimates are for acquainting the offeror with probable quantities to be expected during the contract period.

These estimates are not intended to set forth minimum or maximum quantities on this contract and shall not be construed as such. The County reserves the right to remove from or add to the roster of employees serviced and products provided under the contract with the selected vendor.

No damage fees or replacement costs will be charged by the offeror except for loss by employee, or willful abuse of garment beyond normal wear and tear. All damaged garments must be made available for examination by a Union County representative to make final determination as to the damage or replacement cost.

4.1 CURRENT UNIFORM USAGE

Department/Division Location Address

Current Employee

Usage

Engineering Government Center 500 N. Main St., Monroe, NC 28112 4

Fleet Garage 610-A Patton Ave., Monroe, NC 28110 9

Solid Waste Solid Waste 2125 Ausin Chaney Rd., Wingate, NC 28174 40

Water Operations Center 4600 Goldmine Rd., Monroe, NC 28110 77 Water 12-Mile WRF 8299 Kensington Dr., Waxhaw, NC 28179 8 Water Crooked Creek WRF 4015 Sardis Church Rd., Monroe, NC 28110 3 Water - Business Operations Government Center 500 N. Main St., Monroe, NC 28112 5

4.2 CURRENT PRODUCT USAGE

Building 3x5 4x6

3x5 Anti

Fatigue 3x10 Shop

Towels

36" Collapsible Mop-Frame

36" Mop- Unframed

Replace Bagged

12 Mile WRF 3 4 Agricultural Center 4 1 Animal Shelter 3 Board of Elections 6 1 Crooked Creek WRF 3 Emergency Services 1 1 Simpson Event Center 6 4 Garage 2 100 2 2 2 Government Center 6 Historic Post Office 3 1 Human Services 5 Judicial Center 2 Main Library 1 4 Marshville Library 2 Operations Center 8 Progress Building 4 Sheriff's Office 4 4 South West Regional Library 4 6 UCPS Admin Building 1 Union West Library 2 4 Yadkin WRF 2

Estimated Quantities: 31 56 1 0 100 2 2 2

4.3 CONTRACTOR’S QUALIFICATIONS

Only proposals from companies established in the uniform and product rental business and qualified to handle accounts of this size will be considered. Five (5) years minimum experience is required. Prior to award, Union County reserves the right to investigate a bidder's ability to fulfill the requirements of the contract.

5 SPECIFICATIONS

5.1 STARTUP INVENTORY

Vendor shall provide County employees with eleven (11) sets of new and unused uniforms.

Each employee shall be authorized five (5) uniform changes a week. Clothing, when first issued, whether at start of contract or to new employees, shall be of quality and processing must be comparable to generally accepted standard of the industry. The number of uniform sets may be changed, added or deleted as may be required by Union County.

Each offeror shall submit a policy for upgrade of uniforms due to excessive wear, soiled or torn clothing, and poor fitting. Offerors shall also submit number of days to supply initial clothing and start of service after contact award, as well as time needed to supply new employees’ uniforms during contract period.

5.2 GARMENT CONTROL IDENTIFICATION

Provide a garment control identification tag for each employee uniform and location as follows:

Employee name, department, location, date uniform was placed into service, and service record of pick up, delivery, and repairs.

Ensure that the garment control identification permits the grouping together of uniforms by each employee and are deliverable to the correct location. A bar-coded identification label should be affixed to each garment and clean and soiled garments should be scanned to verify the completeness and accuracy of each delivery. A weekly report should be supplied to the internal point of contact.

5.3 EMBLEMS

Regular uniforms shall have two (2) embroidered emblems on each shirt. The employees name tag over the left shirt pocket. The other emblem shall be the County logo, which will be provided to the successful vendor, and shall be placed over the right shirt pocket. The County will provide the artwork for the logo. Service Provider will not charge a fee to attach the logos to garments, or to remove them should the garment no longer be required or needed. Some garments may require direct embroidery.

5.4 BRAND COMPLIANCE

All logos must be in compliance with the Union County Brand Standards Guide located in Appendix E of this solicitation. Embroidery must meet high standards of craftsmanship;

accurately matching the provided color specifications, maintaining clear legibility, and reflecting the quality and design integrity of the Union County logo(s). All final proofs must be approved by a member of the Public Communications team prior to production.

5.4.1 PROPERTY RIGHTS

All copy (taglines, slogan or themes), designs, photography, artwork, graphic design, etc. prepared by or for the County is the sole property of Union County. All print and production files are the sole property of Union County. Original, native layered art files are to be provided upon request. Union County reserves the right to edit/adapt originals as needed.

5.5 CATALOG

Vendor shall submit an online link for a uniform/supply catalog for selection of items. The catalog will also provide information for purchase of uniforms/garments.

5.6 UNIFORM STYLE

Union County Departments/Division will select uniforms from the awarded vendor’s catalog for the following garments to include, but not limited to the following:

• Work Shirt (long sleeve & short sleeve)

• Reflective Shirts

• Polo Shirts

• T-Shirts (Long sleeve & Short Sleeve)

• Work Pants (Variety of Styles)

• Denim Jeans

• Light Weight Jacket

• Heavy Weight Jacket

• Coveralls (Insulated & Non-Insulated)

All items specified above shall be available in a variety of colors. Colors will be chosen from manufacturers standard colors. The department/division representative shall be allowed to choose from a variety of colors as directed by their supervisors.

All uniforms shall be cut from well-proportioned patterns to ensure proper and comfortable fit.

All buttons shall be made of break resistant material. All zippers shall be extra heavy industrial laundry types with polyester tape. All grippers or snap fasteners shall be stainless steel. All stitching should be made with polyester core thread.

Costs for embroidery and screen-printing to be included in cost of shirts and jackets with no minimum quantities required.

All uniform shirts, pants, and jackets shall be provided in both men’s cut and women’s cut styles.

5.6.1 WOMEN’S UNIFORMS

Service Provider is required to provide female-size and cut/fit apparel at no additional cost above the standard unit price. Service Provider is to make every effort to see that female employees receive their uniform pieces without additional processing time.

5.6.2 OVERSIZE UNIFORMS

County employees may require oversized uniforms. No additional cost is to be charged for oversized garments. Service Provider is to make every effort to see that oversize employees receive their uniform pieces without additional processing time.

5.6.3 SIZE CHANGES

Service Provider is to provide size changes at no additional charge to the County.

5.7 COST PROPOSAL

In Section 8 – Appendix A, please provide pricing and other requested information for the following garments:

1. Jacket, Heavy Weight

2. Jacket, Light Weight

3. Jacket, Fire Retardant Category 2

4. Jacket, High Visibility

5. Work Shirt, Polyester Blend, Long Sleeve

6. Work Shirt, Polyester Blend, Short Sleeve

7. Work Shirt, 100% Cotton, Long Sleeve

8. Work Shirt, 100% Cotton, Short Sleeve

9. T-Shirt, Polyester Blend, Long Sleeve

10. T-Shirt, Polyester Blend, Short Sleeve

11. Work Shirt, Fire Retardant Category 2

12. Work Shirt, High Visibility

13. Polo Shirt, 3-Button, Polyester Blend, Short Sleeve

14. Polo Shirt, 3-Button, 100% Cotton, Short Sleeve

15. Work Pants, 100% Cotton

16. Work Pants, Cargo

17. Work Pants, Polyester Blend, Flat Front

18. Work Pants, Polyester Blend, Pleated

19. Work Pants, Fire Retardant Category 2

20. Work Pants, High Visibility

21. Denim Jeans

22. Coveralls, Insulated

23. Coveralls, Non-Insulated

5.8 RENTAL UNIFORMS

All rental uniforms furnished at the beginning of the contract shall be new and unused. New employees added to the service during the contract shall also be furnished with new uniforms.

During the contract period, the Contractor shall inspect all soiled uniforms for rips, tears, lost or broken buttons, defective mechanical fasteners, etc., and necessary repairs shall be made before they are returned to the employee. Where such repairs, as determined by Union County, destroy or seriously impair the appearance of the uniform, the Contractor shall replace the garment with a new garment, at no additional cost to Union County. Any uniform delivered otherwise will be rejected and no rental fee paid. Size changes will be made as needed at no additional cost to Union County. The Contractor should provide a suitable and convenient method to report needed uniform repairs and alterations. (i.e., card attached to the returned garment)

5.9 PROPER FIT

After award, each County employee must be measured individually at County designation location(s) to assure that the to-be-provided uniforms fit properly. Each employee will be individually measured by trying on sample uniforms to determine proper sizing, including any unusual sizes necessary to insure comfortable wear, and first-class appearance. Any size mistakes or corrections will be performed by the vendor at no additional charge.

Vendor should check with each department/division to insure the County employee’s uniforms fit properly. Alterations to the uniforms will be provided at no additional cost.

After the initial acceptance of the uniforms fitting properly, the vendor must make necessary alterations or supply new never worn uniforms for employees whose uniforms no longer fit properly; at no additional charges.

5.10 SAMPLES

The County reserves the right to request samples of the uniform pieces to be supplied at no cost to the County, prior to awarding the Contract. The County will retain the samples provided by the awarded Service Provider in order to create an express warranty that the whole of the goods provided shall conform to the sample submitted; samples provided by non-awarded vendors shall be returned to them after contract has been signed.

5.11 UNIFORM CLEANING

On a weekly basis, the vendor will pick up soiled garments and mats for laundering. Ensure that all uniforms and items are cleaned in a manner that is appropriate to remove all soils, dirt, grease, and oils without damaging the material to the point of detracting from the appearance of the uniform. Use, whenever possible, “Green” cleaning agents and never use cleaning agents that are potentially hazardous or harmful to health, property, environment, or finishes of any items being serviced. Uniforms which retain an offensive smell or residual odor, or excessive stains will not be acceptable and should be replaced at no additional cost.

Ensure that all delivered uniforms are wrinkle-free; the County may reject or not pay for any uniforms delivered with wrinkles. Any special orders for persons allergic to soaps, cleaning solutions, starches will be handled on an individual basis at no additional cost.

5.12 UNIFORM REPAIRS

Make repairs to all uniforms as required. Note that such repairs are for sewing and stitching of uniform seams or patches and replacement of buttons. Vendor must supply uniform repair tags that may be affixed to the to-be-repaired uniforms for each location at no additional cost.

Repairs must be made and delivered to location within 14 days.

5.13 UNIFORM REPLACEMENT

Uniforms that are worn out, dingy in color, damaged, lost, or stained from cleanings or exchanges will be replaced at vendor’s sole expense and the County has the right to request these uniforms. Uniforms for that are damaged beyond repair, permanently visibly stained, or lost due to employee’s misuse, will be replaced at the prorated uniform costs. Replacement uniforms requested by the County due to change of color, style, etc. will be replaced at the prorated uniform costs. Vendor will have up to 14 days to replace uniform once a request has been made.

Note: Uniforms shall be replaced with brand new, never worn uniforms only.

5.14 LOCKERS/BINS

The awarded vendor must provide and maintain “new” uniform lockers/bins onsite at each location as required. This includes both clean garments and soiled garments as well as items in need of mending and/or replacement. The locker/bins shall minimize or contain odor, covered and locked to prevent theft/vandalism, sized appropriately, and placed in locations approved by the County.

5.15 HANGER RECYCLING STANDS

Provide and maintain “new” hanger recycling stands at each location as required.

5.16 DELIVERY AND PICK-UP

It is the responsibility of the Contractor to have all orders separated by delivery location and employee before delivery to each location as specified. If orders are delivered in any other manner, Union County reserves the right to refuse acceptance until orders are delivered as specified.

The Contractor shall deliver clean rental uniforms and pick up soiled uniforms once each week, on the day and time agreed upon by Union County and Vendor. Provide hangers, and if necessary, plastic bags for all uniforms to be delivered to ensure that the uniforms are dry, clean, wrinkle-free, and ready to wear. Ensure that the delivered uniforms are grouped together by each employee and department and delivered to the correct location according to the garment control identification.

Pick-up and delivery locations may be changed, added or deleted as may be required by Union County.

All uniform deliveries shall be once per week Tuesday thru Thursday as determined by Union County and selected vendor. Deliveries shall be made on the same day each week between 7:30 am and 3:30 pm. Holiday adjustments shall be made in advance. All garments shall be delivered on hangers, pressed, wrinkle free and ready to wear. Alternate methods of pressing or finish treatments may be utilized, with the prior approval of Union County. Any uniform delivered otherwise will be rejected and no rental fee paid.

The Vendor shall provide each employee an accounting of uniforms turned in for service and returned from service each week. Failure to meet delivery requirements may result in termination of this contract.

Note that only the exact number of shirts, pants, and products that were actually laundered, cleaned, repaired, replaced, furnished as new, wrinkle-free, and grouped and delivered to the correct County location are billable, NO EXCEPTIONS.

State how many days, from date of order for new garments, replacement garments and/or repaired garments will be delivered to Union County at appropriate destination.

5.16.1 DROP OFF AND PICK-UP LOCATIONS FOR UNIFORMS AND

PRODUCTS

Location Address

12 Mile WRF 8299 Kensington Dr. Waxhaw NC 28173

Agricultural Center 3230 Presson Rd., Monroe, NC 28112

Animal Shelter 3340 Presson Rd., Monroe, NC 28112

Board of Elections 316 E. Windsor St., Monroe, NC 28112

Crooked Creek WRF 4015 Sardis Church Road, Monroe, NC 28110

Emergency Services 2258 Concord Ave., Monroe, NC 28110

Garage 610-A Patton Ave., Monroe, NC 28110

Government Center 500 N. Main St., Monroe, NC 28112

Historic Post Office 407 N. Main St., Monroe, NC 28112

Human Services 2330 Concord Ave., Monroe, NC 28110

Judicial Center 400 N. Main St., Monroe, NC 28112

Main Library 316 E. Windsor St., Monroe, NC 28112

Marshville Library 414 Hasty St., Marshville, NC 28103

Operations Center 4600 Goldmine Rd., Monroe, NC 28110

Progress Building 1407 Airport Rd., Monroe, NC 28110

Sheriff's Office 3370 Presson Rd., Monroe, NC 28112

Simpson Event Center 307 Cultivation Circle, Monroe, NC 28110

Solid Waste 2125 Austin Chaney Rd., Wingate, NC 28174

South West Regional Library 1515 Cuthbertson Rd., Waxhaw, NC 28173

UCPS Admin Building 400 N. Church St., Monroe, NC 28112

Union West Library 123 Unionville-Indian Trail Rd., Indian Trail, NC 28079

Yadkin WTP 3500 Salem Road, Monroe, NC 28110

5.17 UNIFORM REJECTIONS

The County may reject any items that do not meet the requirements of the proposal specifications. Reload rejected items immediately on the same delivery as they were originally being delivered. Pickup rejected items within 2 business days if such rejection was discovered by County after delivery was made. Restore to acceptable state or replace, as necessary, rejected items within 7 business days after the rejection was made, at Vendor’s sole expense.

5.18 UNIFORM RETURN CONDITIONS

The County shall notify the Vendor of termination, leave or new hires by verbal or written notice. Garments of terminated employees shall be given to the pick-up driver within two (2) weeks of notice. No charges shall be made for the rental of the terminated employee upon return of uniforms. New hires shall be furnished with startup inventory of brand “new” uniforms without any additional charges for proper fit. Employees on extended leave, four (4) weeks or longer will not be charged rental until their resumption of duty. It is the sole responsibility of the County to notify the Vendor of leave and return dates, failure to notify the Vendor will result in additional rental fees. At the termination of the contract, all rental uniforms will be returned to the vendor within thirty (30) working days.

5.19 RENTAL CHANGES

The Contractor's route representative shall be notified when any employee is discontinued, and the employee's name shall immediately be deleted from the billing ticket and rental payments stopped. Uniform rental will be paid for an employee who is absent from work for two (2) weeks or less. When an employee is absent from work for more than two (2) weeks, the Contractor's route representative shall be notified and rental payments stopped.

When a new employee is to be provided with uniforms, the Contractor’s route representative shall be notified, and a complete set of new uniforms (name and logo emblems included) shall be provided within seven (7) calendar days. Union County may add or delete employees and/or locations to this contract as requirements change.

5.20 LOST/DAMAGED UNIFORMS

Union County agrees to use all reasonable precautions to prevent the loss of the Contractor’s uniforms and will return those uniforms turned in by separated employees. However, the County will not be responsible for replacing any lost uniform that has been determined to be lost by the Vendor. The County will be responsible when clothing is determined to have been lost by a County employee and will pay the fair market value of the lost clothing, taking into consideration the age of the item.

Example: State the full cost of the lost item. Prorate each article by the number of weeks in service by taking the full cost of the item and dividing by 52 weeks and multiplying it by the number of weeks in service.

• Shirt is $5.20 at full cost of replacement, $5.20 divided by 52 weeks equals $0.10 per week; if it has been in service for 26 weeks, then the prorated replacement cost is $2.60.

5.21 UNIFORM MEASUREMENTS

Upon the award of contract, the Contractor shall promptly arrange to measure all designated employees who are to be furnished uniforms. The Contractor shall provide qualified personnel to take measurements and will ensure that all designated employees are measured. During the first two weeks of service, vendor shall make necessary adjustments and provide necessary replacements at no additional cost.

5.22 INVOICING PROCEDURE

The selected vendor shall submit a monthly invoice to each department/division detailing the payment due per participating employee per week. Third party billing will not be accepted.

• Union County prefers an electronic method of billing-tickets for pickup and delivery of uniforms.

• Please clarify in your proposal the billing-ticket method you will provide and the steps to insure accurate accounting.

• Whether electronic or paper, billing-tickets shall be signed by a designated employee at each delivery location.

• Billing ticket information shall include:

o Name of Employee o Total Rental o Tax o Grand Total

The Contractor shall furnish each department/division a monthly statement for each location for uniform rental service. Statement shall itemize the rental, tax and total from each weekly billing ticket and show the total rental, tax and grand total for the month. Terms of payment shall be net 30 days. Uniform rental and billing shall be based on 52 weeks per year per employee.

5.23 UTILIZATION REPORTS

Utilization Reports (preferably on-line) shall be included at no additional cost. These reports are to include access to the following but are not limited to:

1. Activity by Employee;

2. Activity by County Department/Division;

3. Cost by Employee;

4. Cost by County Department/Division;

5. Location of Employee garments within the Service Provider’s system (including delivery status for new or replacement items);

6. Mending Stats; and

7. Replacement Stats.

5.24 TRANSITION PLAN

Contractor shall develop a plan to assure the requirements of the agreement are seamlessly provided as specified by contract commencement. A transition plan shall be submitted with the proposal.

5.25 UNSATISFACTORY SERVICE

If Union County receives deliveries of unsatisfactory service that are not quickly and routinely corrected, the Vendor shall have fifteen (15) calendar days from the receipt of written notice to resolve said problems. If said problem is not resolved by the Vendor, the County may then terminate this agreement for non-performance with fifteen (15) day written notice.

5.26 SECURITY REQUIREMENTS

The vendor must provide necessary security to protect the District’s property from theft or loss. Please provide details about the security measures that are in place at the laundering facility and connected with the delivery van.

5.27 CUSTOMER SUPPORT

• Provide customer support hours and provide a list of company holidays;

• Provide contact point for customer service;

• Provide procedures for after‐hours support; and

• Describe the process for addressing issues including problem reporting, assignments, escalation, and resolution.

5.28 CUSTOMER SATISFACTION SURVEY

Service Providers shall include a sample of any Customer Satisfaction Surveys they currently do for other existing customers, and show us how their follow-up corrective action mechanism works for any issues identified in the course of these Surveys.

5.29 PRICE PROPOSAL

Attachment 1 – Price Proposal will cover all sizes, special tailoring, labor, transportation and any associated cost that is required to provide the services identified in this RFP. No Fuel Surcharges will be accepted. No Buy-Back Provisions will be considered.

5.30 SERVICE PROVIDER’S FINANCIAL INFORMATION

The Service Provider must have the following financial information readily available and have the ability to provide it to the County, without exception, within twenty-four (24) hours upon request during the proposal evaluation process:

1. Annual audited financial reports for the past five (5) fiscal years.

2. Credit reports, credit bulletins, bank and vendor references, and any other published statements by agencies that have been issued or published about the entity within the past five (5) years.

3. Indicate whether the Service Provider (and/or predecessor, guarantor, or subcontractor) has declared bankruptcy within the last five (5) years.

4. Provide a description of the financial impact of any past or pending legal proceedings and judgments that could materially affect the Service Provider’s financial position or ability to provide services to the County.

6 DETAILED SUBMITTAL REQUIREMENTS AND INSTRUCTIONS

6.1 TERMS OF SUBMISSION

All material received from a person or company (“Respondent”) in response to this solicitation shall become the property of Union County and will not be returned to the Respondent. Any and all costs incurred by a Respondent in preparing, submitting, or presenting submissions are the Respondent’s sole responsibility and Union County shall not reimburse the Respondent. All responses to this solicitation will be considered a public record and subject to disclosure under applicable public records law.

Any material in a response which the Respondent considers a trade secret and exempt from disclosure as a public record under applicable law, including N.C.G.S. §§ 132-1.2 and 66-152, must be properly designated as a trade secret. In order to properly designate such material, the Respondent must: (i) submit any trade secret materials in a separate envelope, or file, from all other submitted material, being clearly marked as “Trade Secret – Confidential and Proprietary Information,” and (ii) stamp the same trade secret/confidentiality designation on each page of the materials therein which contain trade secrets.

To the extent consistent with public records law, Union County will make reasonable efforts to maintain the confidential nature of trade secrets, as determined by Union County and subject to the conditions set forth herein. Respondent understands and agrees by submitting a response to this solicitation, that if a request is made to review or produce a copy of any information in the Respondent’s materials which was properly labeled by the Respondent as a trade secret, Union County will notify the Respondent of the request and the date that such materials will be released to the requestor unless the Respondent obtains a court order enjoining that disclosure. If the Respondent fails to obtain the court order enjoining disclosure prior to that date, Respondent understands and agrees that Union County will release the requested information to the requestor on that date.

Furthermore, the Respondent also agrees to indemnify and hold harmless Union County and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that has been designated as a trade secret by Respondent.

6.2 PROPOSAL FORMAT

The County desires all responses to be identical in format in order to facilitate comparison. While the County’s format may represent a departure from the Offeror’s preference, the County requests adherence to the format. All responses are to be in the format described below.

Offerors should prepare their proposals in accordance with the instructions outlined in this section. Each Offeror is required to submit the proposal electronically – Refer to Section 2.2.

Each section should be identified as described below. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the RFP.

Utmost attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, or tables should be numbered and clearly labeled. Response information should be limited to pertinent information only. Marketing and sales type information is not to be included.

Proposals must not exceed 25 pages, 8 1/2" x 11" with one (1) inch margins typed with Arial or Times New Roman font, and text size minimum of eleven (11) points. All proposals must include titles that correspond with the bolded sections and subsections to which the information pertains. Charts and screenshots are not restricted to formatting requirements;

however, please use your judgment for decipherability.

The RFP should include a response to each of the following criteria. Failure to address each area could result in rejection of a proposal. Please provide a table of contents in the format of the proposal requirements identifying each section and subsection. Include examples of procedures, reports, or other information where applicable.

The proposal should be organized and identified by sections using labeled titles:

• Section A – Cover Letter

• Section B – Company and Qualifications

• Section C – Project Approach

• Section D – Key Staff

• Section E – Work Product

• Section F – References

• Section G – Required Forms

Omissions and incomplete answers may be deemed unresponsive.

6.2.1 SECTION A – COVER LETTER

The cover letter shall briefly introduce your firm, principal in charge, and area(s) of experience in which your firm is seeking consideration. Also, include the following:

• Expression of firm’s interest in the work.

• Statement of whether firm is on register with the Secretary of State.

• Legal company name and DBA (if applicable).

• Corporate headquarters’ address, phone number and Website address.

• Location Providing Service (if different from headquarters), address and telephone number.

• Required: Name of single point of contact, title, direct telephone number and/or extension and direct email address.

• Name of person with binding authority, title, address, direct telephone number and/or extension and email address.

• Make the following representations and warranty in the cover letter, the falsity of which might result in rejection of its Statement of Qualifications:

“The information contained in this SOQ or any part thereof, including any exhibits, schedules, and other documents and instruments delivered or to be delivered to the County, is true, accurate, and complete. This SOQ includes all information necessary to ensure that the statements therein do not in whole or in part mislead the County as to any material facts.”

6.2.2 SECTION B – COMPANY AND QUALIFICATIONS

This section provides each company with the opportunity to demonstrate how its history, organization, and partnerships differentiate it from other companies. Careful attention should be paid to providing information relevant to Union County needs.

• Provide company history, and number of years in business under the current organizational name, structure and services offered.

• Describe your company’s complete corporate structure, including any parent companies, subsidiaries, affiliates and other related entities.

• How many public sector (cities and counties) clients does your company have?

• Provide a management organization chart of your company including director and officer positions and names and the reporting structure.

• Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the solicitation.

• List any projects or services terminated by a government entity. Please disclose the government entity that terminated and explain the reason for the termination.

• Are audited or otherwise verifiable financial statements available upon request?

• Is the bidder’s organization involved in any pending litigation that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services.

• Detailed description of specific tasks you will require from County staff.

Explain what the respective roles of County staff and your staff would be to complete the tasks specified herein.

6.2.3 SECTION C – PROJECT APPROACH

• Describe the communications scheme that the organization will use to keep the County informed about the progress of services. Describe the risks associated with this contract. What contingencies have been built in to mitigate those risks?

• Provide minimum qualifications, experience, and background checks required for each position used in the organization chart. Describe the organization’s customer service philosophy and describe how it is communicated and reinforced throughout the organization. Describe the organization’s management plan.

6.2.4 SECTION D – KEY STAFF

• Provide a list of staff who will perform the work on this project and indicate the functions that each will perform.

• Upon award and during the contract period, if the contractor chooses to assign different personnel to the project, the Contractor must submit their names and qualifications including information listed above to the County before they begin work.

6.2.5 SECTION E – WORK PRODUCT

In response to the Scope of Work and Specifications, please provide the following:

• A policy for upgrade of uniforms due to excessive wear, soiled or torn clothing, and poor fitting. Offerors shall also submit number of days to supply initial clothing and start of service after contact award, as well as time needed to supply new employees’ uniforms during contract period. (Section 5.1)

• Garment identification system. (Section 5.2)

• Online link for a uniform/product catalog. (Section 5.5)

• Mending status sample (5.12)

• Replacement status sample (Section 5.13)

• Information on Lockers/Bins. (Section 5.14)

• Information on Hanger Recycling Stands (Section 5.15)

• State how many days from date of order for new garments, replacement garments and/or repaired garments will be delivered to Union County at the appropriate destination.(Section 5.16) o Describe procedures in place to assure the County that the time stated above can not only be met, but in some cases, exceeded.

o What, if any, compensation is offered when garment delivery time stated above is not met.

• Union County prefers an electronic method of billing-tickets for pickup and delivery of uniforms. Please indicate method that will be provided and include details of billing receipt. (Section 5.22)

• Sample of a Utilization Report that is currently provided for existing customers.

These reports, preferably available on-line, are to include access to the following but are not limited to (Section 5.23):

o Activity by Employee o Activity by Department o Cost by Employee o Cost by Department o Location of Employee garments within the Service Provider’s system.

Including delivery status for new or replacement items.

• Transition Plan with Implementation Schedule. (Section 5.24)

• Security Requirements. (Section 5.26)

• Customer Support. (Section 5.27)

• Provide a sample of a Customer Satisfaction Survey for existing customers, and show follow-up corrective action for any issue identified in the survey.

(Section 5.28)

• Sub-Contractor/Partner Disclosure (Section 8.3)

6.2.6 SECTION F - REFERENCES

List three (5) client references with which you have had contracts currently or within the past three (3) years for this service. Please provide the following for each client:

a. Name of Company/Government Entity

b. Address

c. Project Name

d. Contact Name and Title

e. Phone Number

f. Email Address

g. Length of Service

6.2.7 SECTION G – REQUIRED FORMS

Offerors must include signed copies of the following documents in this section:

1. Appendix A – Price Proposal

a. Product number, rental amount, and lease amount provided on the Price

Form will cover all sizes, special tailoring, labor, transportation and any associated cost that is required to provide the services identified in this RFP. No additional fees or surcharges will be accepted. Union County will not be liable for any charge not provided on the Price Form.

2. Appendix B – Proposal Submission Form (signed)

3. Appendix C – Addenda Receipt and Anti-Collusion (signed)

7 EVALUATION CRITERIA AND SELECTION PROCESS

7.1 SELECTION PARTICIPANTS

1. Maintaining the integrity of the RFP process is of paramount importance for the County. To this end, please do not contact any members of Union County or its staff regarding the subject matter of this RFP until a selection has been made, other than the County’s designated contact person identified in the introduction to this RFP.

2. Representatives of Union County will read, review, and evaluate the RFP independently based on the evaluation criteria. Union County reserves the right to conduct interviews with a shortlist of selected Offerors. Failure to abide by this requirement shall be grounds for disqualification from this selection process.

3. The Owner will establish an RFP Evaluation Team to review and evaluate the RFPs. The RFP Evaluation Team will evaluate the RFPs independently in accordance with the published evaluation criteria. Union County reserves the right to conduct interviews with a shortlist of selected respondents.

4. At its sole discretion, the Owner may ask written questions of Offerors, seek written clarification, and conduct discussions with Offerors on the RFPs.

5. The County reserves the right to determine the suitability of proposals on the basis of a proposal meeting scope and submittal criteria listed in the RFP. Evaluation criteria and other relevant RFP information will be used to assist in determining the finalist Vendor.

7.2 EVALUATION SELECTION PROCESS

A weighted analysis of the evaluation criteria will be utilized to determine the Vendor that represents the best value solution for the County.

In the evaluation and scoring/ranking of Offerors, the Owner will consider the information submitted in the RFP as well as the meetings (if applicable) with the respect to the evaluation criteria set forth in the RFP.

The initial evaluation criteria/factors and relative weights listed below will be used to recommend selection of the Proposed Offeror or for the purpose of selecting Short-Listed Offerors. The County may choose to award without engaging in interview discussions.

RFP Evaluation Criteria Weights Company Background 35% Qualifications and Experience 40% Compliance with Submittal Requirements 15% Price Proposal 10%

After identification of Short-Listed Offerors, the Owner may or may not decide to invite Short- Listed firms to interviews. If interviews are scheduled with the Short-Listed Offerors, previous evaluation and rankings are not carried forward. For the purpose of selecting a Preferred Offeror, the evaluation criteria will be given the following relative weights:

Interview Evaluation Criteria Weights Proposed Approach, Implementation and Staff 65% Cost, Quality and Relevance of Interview as it Relates to the Scope of the RFP 35%

7.3 AWARD PROCEDURE

Union County has the right to reject any or all proposals, to engage in further negotiations with any Company submitting a proposal, and/or to request additional information or clarification.

The County is not obligated to accept the lowest cost proposal. The County may accept the proposal that best serves its needs, as determined by County officials in their sole discretion.

The County reserves the right to make an award without further discussion of the proposals received. Therefore, it is important that the proposal be submitted initially on the most favorable terms.

More than one proposal from an individual, Offeror, partnership, corporation or association under the same or different names, will not be considered.

The County reserves the right to enter into negotiations with the top ranked Offeror.

However, negotiations with the top ranked Offeror does not signify a commitment by Union County to execute a contract or to continue discussions.

The County reserves the right to terminate negotiations at any time and for any reason. The County may select and enter into negotiations with the next most advantageous Proposer if negotiations with the initially chosen Proposer are not successful.

The award shall be made in the best interest of the County. This Request for Proposal is not subject to any competitive bidding requirements of North Carolina law. The County reserves the right to accept other than the most financially advantageous proposal.

8 GENERAL CONDITIONS AND REQUIREMENTS

8.1 TERMS AND CONDITIONS

The contract award may have an initial term of two (2) years with three (3) one-year renewal options at the County’s discretion, pending annual budget approval.

All payroll taxes, liability and worker’s compensation are the sole responsibility of the Offeror.

The Offeror understands that an employer/employee relationship does not exist under this contract.

All proposals submitted in response to this request shall become the property of Union County and as such, may be subject to public review.

8.2 CONTRACTUAL OBLIGATIONS

The contents of this Proposal and the commitments set forth in the Proposal shall be considered contractual obligations if a contract ensues. Failure to accept these obligations may result in cancellation of the award. All legally required terms and conditions shall be incorporated into final contract agreements with the selected Service.

8.3 COST…