Scope_work uniforms_PAN_DRAFT.pdf

Work Uniforms for the Department of Public Works

Scope of Work The vendor(s) must furnish all labor, materials, equipment, and services necessary to provide uniforms for multiple departments within the City of Atlanta. Services must include the supply, purchase, or rental, delivery, fitting, customization, laundering, and maintenance of uniforms for all field and maintenance personnel.

The City of Atlanta must have the option to purchase uniforms outright (category 1)or rent uniforms (category 2), with the vendor(s) assuming full responsibility for all upkeep on rentals, including laundering, repairs, fitting, and replacement as needed.

1. Category 1 – Purchase of Uniforms

1. Uniform Requirements

• Uniforms must be durable, weather-appropriate, and have high visibility to support outdoor and field operations and must be available in men’s and women’s sizes and styles.

• Required items include, but are not limited to:

o Shirts (short sleeve, long sleeve, knit, specialty) o Pants and cargo trousers o Jackets, parkas, and work coats o Reflective shirts and pants, high-visibility gear o Coveralls (insulated, reflective, flame-resistant, disposable, waterproof) o Supervisor uniforms and accessories (polos, skirts, blazers, etc.)

• All uniforms must comply with applicable Occupational Safety and Health Administration (OSHA) and American National Standards Institute (ANSI) safety standards.

• Uniforms must ensure comfort, mobility, and functionality for daily operations.

• All purchased uniforms must be new at the time of delivery.

• DPW reserves the right to reject any uniforms not meeting quality standards

2. Category 2 – Rental of Uniforms

1. Uniform Requirements

• Uniforms must be durable, weather-appropriate, and high-visibility to support outdoor and field operations and must be available in men’s and women’s sizes and styles.

• Required items include, but are not limited to:

o Shirts (short sleeve, long sleeve, knit, specialty) o Pants and cargo trousers o Jackets, parkas, and work coats o Reflective shirts and pants, high-visibility gear o Coveralls (insulated, reflective, flame-resistant, disposable, waterproof)

DRAFT

o Supervisor uniforms and accessories (polos, skirts, blazers, etc.)

• All uniforms must comply with applicable Occupational Safety and Health Administration (OSHA) and American National Standards Institute (ANSI) safety standards.

• Uniforms must ensure comfort, mobility, and functionality for daily operations.

• Reissued rental uniforms must be free of defects, stains, or excessive wear.

• DPW reserves the right to reject any uniforms not meeting quality standards.

2. Laundering and Maintenance Services (Rental Only)

• The vendors must provide laundering services for all rented uniforms and ensure they are cleaned, pressed, and returned in wearable condition.

• The vendor(s) must be responsible for all upkeep of rented uniforms, including repairs, replacement of reflective striping, and adjustment of garments as needed.

• The vendor(s) must ensure that employees have an adequate supply of uniforms available between scheduled pickups and deliveries so that staff are never without the required garments during laundering cycles.

3. Sizing, Fitting, and Customization

• The vendor(s) must provide professional sizing and fitting services for all employees, either on-site or at an approved location.

• Uniforms must be packaged by the vendor(s) and labeled with the employee’s name, size, and department.

• The vendor(s) must provide customization services, including affixing city-provided patches, emblems, rockers, and attachments.

• Uniform orders must be fully recorded in a uniform report, which must include:

o Employee name o Division name and location o Division contact person o Uniform sizes and quantities o Purchase order number

• Uniforms must be customized with the City Of Atlanta logo and any other required insignia.

• Supervisor uniforms must include the City of Atlanta logo and required insignia, with distinct branding or markings (e.g., embroidery, color variation) to differentiate supervisory personnel from field staff.

• The vendor(s) must provide timely fulfillment of all orders to support uninterrupted operations.

• Graphics, logos, and insignia will be provided by the City of Atlanta (COA).

• A 30-day exchange or return policy, effective from the date of delivery, shall apply to any garment that does not meet specifications or requirements.

4. Delivery and Fulfillment

• Initial delivery of uniforms must be completed within ninety (90) days following employee sizing and fitting.

• Rental uniforms must be delivered directly to the employees’ work site to facilitate immediate use and collection during laundering cycles.

• Purchased uniforms must be delivered to the city’s central warehouse for inventory management and distribution.

5. System Requirements

• The system must allow authorized city staff to:

o Place uniform orders o Track deliveries and inventory o Access employee uniform records

• Delivery schedules must be coordinated with DPW to avoid disruption to operations.

• The vendor(s) must implement a web-based ordering and inventory management system within 60–90 days of contract award to support ongoing uniform requests, tracking, and reporting.

• The vendor(s) must maintain adequate inventory levels to meet ongoing needs, including new hires, seasonal demand, and replacement uniforms.

• DPW staff must have real-time access to the system to view inventory levels, itemized invoices, track deliveries, and manage employee uniform records

• The Director of Fleet Services or designee/ the Director of Solid Waste Services, or designee will be the designated approver for all orders placed in the web-based portal.

• DPW staff must have real-time access to the system to view inventory levels, itemized invoices, track deliveries, and manage employee uniform records.

• The vendor(s) must implement a web-based ordering and inventory management system within 60–90 days of contract award to support ongoing uniform requests, tracking, and reporting.

6. Vendor Qualifications and Local Preference

• The vendor(s) must demonstrate the ability to supply, deliver, and maintain the full range of uniforms required under this contract.

• The vendor(s) must maintain a principal place of business in the state of Georgia.

• The vendor(s) must maintain OSHA/ANSI compliance throughout the contract.

• The vendor(s) must provide training (virtual or in-person) for DPW staff on the use of the ordering and inventory system, including training materials such as quick guides and escalation contacts.

7. Special Provisions

• The vendor(s) proposing alternate brands or styles must be prepared to provide sample uniforms, labeled with brand, style, and vendor information, upon request after the bid opening.

• DPW reserves the right to purchase remaining rental inventory at fair market value

• The vendor(s) must meet minimum service-level standards, including 95% on-time delivery and fulfillment accuracy.

8. Invoicing & Financial Reconciliation Requirements

• The awarded vendor must provide detailed, itemized invoicing data that includes the following:

o Clearly reflected individual line items, quantities, unit pricing, and total charges.

o Align with the agreed-upon contract pricing structure to facilitate accurate reconciliation.

o Include downloadable invoice reports in formats compatible with analysis (e.g., Excel, PDF).

o Support monthly reporting that summarizes invoiced activity, variances (if any).

9. Compliance & Penalties

• The vendor is expected to maintain full invoicing accuracy and transparency throughout the contract term.

• Any discrepancies between invoiced amounts and contract pricing must be resolved within ten (10) business days of notification.

• Repeated discrepancies or failure to provide itemized invoices may result in delayed payments, formal notice of non-compliance, or potential termination of the contract.

• Monthly reporting must be submitted no later than the 5th business day of each month for the prior month’s activity.

10. Service Level Agreements (SLAs) and Penalties

• The vendor(s) must meet all service levels as defined in this Scope of Work, including but not limited to on-time delivery, complete order fulfillment, laundering schedules, and uniform availability.

• Late Deliveries: For any delivery that is more than two (2) business days late without prior written approval, the city reserves the right to assess liquidated damages of $150 per day per occurrence until the order is fulfilled.

• Incomplete Deliveries: For any order that is incomplete, missing items, or not in compliance with specifications, the city reserves the right to assess liquidated damages of $150 per occurrence in addition to requiring immediate correction at the vendor’s expense.

• Missed Laundering/Maintenance Cycles (Rental Only): If the vendor fails to maintain adequate uniform availability during laundering cycles, the city may assess liquidated damages of $100 per affected employee per cycle until the issue is resolved.

• Repeat Non-Compliance: Vendors with three (3) or more documented SLA violations within a 12-month period may be subject to additional remedies, up to and including termination of contract.

• Any noncompliance charges may be rendered in the form of a credit memo.