UNIFORM _ LINEN RENTAL 2025-2027 SPECIFICATIONS -FINAL.pdf

CITY HALL ZIP CODE 13820-2589

258 MAIN STREET DEPARTMENT OF PURCHASING

PHONE: 607-432-0410

FAX: 607-433-3415

INVITATION TO BIDDERS

NOTICE IS HEREBY GIVEN, pursuant to Section 103, Article 5A of the General Municipal Law that sealed bids are sought by the City of Oneonta for

UNIFORM & LINEN RENTAL 2025-2027

Sealed bids will be received by the Purchasing Agent, John Janitz at his office at City Hall, 258 Main Street, Oneonta, New York until 2:00 p.m. on November 6, 2024 at which time bids will be publicly opened and read.

Specifications may be obtained from the Purchasing Department during regular office hours or will be sent to bidders on request. Specifications are also available on the internet at www.govbids.com and clicking on the link for “Capital Region Purchasing Group”.

The City of Oneonta encourages the submission of bids by companies that are certified as Minority–owned, Women-owned and Disadvantaged Business Enterprises.

Bidders are advised not to rely on the Postal Service or any other mail delivery service for the timely and proper delivery of their bid proposals.

John Janitz Purchasing Agent City of Oneonta Dated: October 14, 2024 http://www.govbids.com/

SPECIFICATIONS

Rental of industrial linens and uniforms for the City of Oneonta, New York for the period of approximately January 1, 2025 to December 31, 2027.

Service to be as requested by departments of the City of Oneonta, New York.

Initially all quantities of items needed will be determined by each department head.

Upon periodic reviews of invoices, the City of Oneonta Purchasing Department and the Department Head reserve the right to change quantities of items needed.

In no instance shall the bidder determine the initial quantity to be supplied. Choice of color of garments to be as determined by each department head. Deliveries will be made as specified by departments. Due to holidays, delivery to be made one day prior or after.

The City of Oneonta reserves the right to award the bids to separate vendors.

Award may be split by the type of product the bidder is supplying.

All bids to be submitted on unit price basis , F.O.B. Oneonta, New York. Bid to be awarded on total bid price to the lowest, most responsive responsible bidder.

Bidders must state any additional charges such as delivery fees, embroidery fees, size changes, and extra size charges. Bidder must also state cost of replacement of garments not returned to vendor, or damaged beyond normal wear and tear.

All garments are to be delivered to the departments noted in the bid specifications.

There are 10 locations requiring floor mats, uniforms, and /or linens. Delivery will be a consideration in the award of the bid. Bidders to state length of delivery lead time after order placed.

The City of Oneonta Purchasing Department and or each requesting department, reserves the right of prior approval subject to reviewing samples of clothing and material proposed for its use.

The City of Oneonta reserves the right to mix men’s cut and women’s cut clothing-pricing to be the same for either cut.

The City of Oneonta reserves the right to add other possible user departments at the same terms and conditions.

Sealed bid will be marked “Bid- Uniform and Linen Rental” on the outside of the bid envelope.

Faxed/Emailed bids will be considered unresponsive and rejected.

The Municipal Law of the State of New York requires that bidders certify under penalty of perjury that bids have been prepared without collusion with other bidders, suppliers, etc. and such certification is attached to this specification sheet.

Bid prices shall exclude all Federal, State, local or other taxes.

Bidder to furnish each person a new initial issue of pants and shirts, coveralls, jackets or other specified garments at the beginning of each year of this bid . Pants and shirts to be replaced with new when requested by City, if items become excessively worn looking during each year of this bid. Replacements of worn garments should be without charge.

All laundry shall be in good repair. All clothing shall have all necessary buttons and properly functioning zippers, and shall not have any unsewn rips, tears, or holes.

The successful bidder will be responsible for measuring personnel on site. It is the bidder’s responsibility to maintain complete and accurate records on each employee’s sizes and items issued. New employees will be fitted within seven days of notification.

Partial, conditional, and/or alternate bids will not be accepted unless specifically requested in these specifications and will be considered unresponsive and rejected.

Bidders are cautioned not to rely on any delivery service for the timely and proper delivery of their bid to the department as outlined in the Invitation to Bid. Any bid received after the date and time indicated in the Invitation to Bid will be considered unresponsive and returned to bidder unopened.

The City of Oneonta reserves the right to waive any informalities and reject any and/or all bids in the best interest of the City of Oneonta.

Bid price to be F.O.B., Oneonta, New York.

Bid price shall exclude all Federal, State, local or other taxes.

The apparent silence of these specifications as to any detail or omission from it of a detailed description concerning any point shall be regarded as meaning that only the best acceptable commercial practices are to prevail and that only materials and workmanship of first quality shall be utilized.

Where informational brand names are utilized (with exception of material) to denote quality, type and style desired, an equal may be substituted, however, bidder must certify that the substitute is equal to, or better than that called for in the specifications and it is of the same workmanship. As to requests for approved equals, the City of Oneonta shall have the final determination.

Bid to be awarded on the lowest Total Bid Price to the most responsive responsible bidder.

Bids may be held by the City of Oneonta, New York for a period of forty-five (45) days from the date of bid opening for the purpose of reviewing bids.

The City of Oneonta encourages the submission of bids by companies that are certified as Minority-owned, Women –owned and Disadvantaged Business Enterprises.

The City of Oneonta reserves the right to allow all municipal and not-for –profit organizations authorized under the General Municipal Law of the State of New York to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the vendor and the vendor is only bound to any contract between the Entities and the vendor. Additionally, The City of Oneonta reserves the right to purchase any goods or services included as part of this bid from any means legally available to it at any time.

Insurance Requirements

The following will be the limits of coverage required for this contract:

Commercial General Liability Insurance $1,000,000 per occurrence/ $2,000,000 aggregate. General aggregate to apply on a per project basis.

Automobile Liability $1,000,000 combined single limit for owned, hired, and borrowed and non-owned motor vehicles.

Excess/ Umbrella Insurance $1,000,000; $3,000,000; $5,000,000 each occurrence and aggregate depending on the type and size of the project.

Workers Compensation and N.Y.S. Disability Statutory Workers Compensation, Employers Liability and N.Y.S.

Disability Benefits Insurance for all employees. Proof of coverage must be on the approved specific form, as required by the New York State workers Compensation Board. ACORD certificates are not acceptable.

Owners Contractors Protective Insurance (Required for large construction projects.)

$1,000,000 per occurrence/ $2,000,000 aggregate; the Municipality as the named insured.

TECHNICAL SPECIFICATIONS

Bidder to supply the following:

Cotton jeans in blue and charcoal, men’s and women.

Long sleeve and short sleeve shirts in 65 % cotton, 35% poly.

Tee shirts, 50% cotton, 50% poly.

Navy coveralls.

Hip Jackets.

Cargo pants.

Floor mats, sizes as specified.

Linens- bar towels, single sheets, pillowcases, bath towels, shop towels.

Locations:

Public Safety Building, 81 Main Street

Wastewater Treatment Plant, 11 Silas Lane

Department of Public Works, 76 Silas Lane

Water Plant, 110 East Street

Parks, 15 Neahwa Place

Central Garage, 18 Silas Lane

Parking Garage, Market Street

Trailways Bus Terminal, 15 James Georgeson Drive

Transit Office, 104 Main Street

Fire Department, 79 Main Street

Weekly Usage

PSB

81 Main St

Item Count Employees Ext units

Cost per Item

Extended Cost blue jeans women's

11 0 0 blue jeans men's, relaxed fit

LS blue shirt 65/35 6 0 0

SS blue shirt 65/35 5 0 0

3 x 5 mat 1 - 3

3 x 10 mat 3 - 5

WWTP

11 Silas Lane

Blue jeans men's, 11 5 55

LS shirt 65/35 3 5 15

SS shirt 65/35 3 5 15

Hip Jacket 2 5 10 coverall, navy 3 5 15 tee shirts 50/50 11 5 55

3 x 5 mat 2 - 2

4 x 6 mat 1 - 1 shop towels 40 - 40

Streets & Water Sewer

76 Silas Lane

11 1 11

11 18 198

Ls shirt 65/35 0 0 0

SS shirt 65/35 0 0 0 tee shirts 50/50 0 0 0

3 x 5 mat 3 - 3

3 x 10 mat 3 - 3

Turkish rags 5 lbs. - 5

Water Plant

110 East St.

Navy cargo pants 3 0 0

Black Cargo pants 2 0 0

Charcoal SS shirt 35/65

Tee shirt 50/50 0 0 0

Coveralls 2 0 0

Navy hip jacket 2 0 0

3 x 5 mat 9 - 9

3 x 10 2 - 2

Parks

15 Neahwa Place

11 1 11

11 8 88

Central Garage

18 Silas Lane

Black jeans, 11 6 66

LS charcoal shirt 65/35

11 4.55 50

SS shirt 65/35 11 1.45 16

3 x 5 mats 4 - 6

3 x 10 mats 2 - 1

Turkish rags 10 lbs.

- 10

Shop Towels 100 - 100

Soap dispensers 2 - 2

Parking Garage

Market St .

3 x 5 scraper mat 0 - 0

3 x 5 mat 0 - 0

3 x 10 mat 0 - 0

Trailways

15 James Georgeson Dr.

3 x 5 mats 2 - 2

3 x 10 mats 0 - 0

Transit

104 Main St

3 X 10 mats 3 - 2

Fire Dept

79 Main St

Bar towels 50 - 50

Single sheets 10 - 10

Pillow Cases 10 - 10

Bath Towels 30 - 30

Shop Towels 30 - 30

Grand Total

Grand Total x 52 weeks $__________________

List any additional fees such as:

Size Changes ___________________

Emblems, Names ___________________

Delivery Charges ___________________

Garment replacement ___________________

SUBMITTED BY:_____________________

ADDRESS:___________________________

CITY:_______________________________

PHONE:_____________________________ EMAIL______________________________

DATE:_______________________________ FEDERAL ID#_________________________

NON-COLLUSION AFFIDAVIT OF PRIME BIDDER

STATE OF______________

COUNTY OF____________:SS.

________________________________________,being first duly sworn, deposes and says that:

1) (S)he is _________________of__________________________________________ the bidder that has submitted the attached bid:

2) (S)he is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid;

3) Such bid is genuine and is not a collusive or sham bid;

4) Neither the said bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other bidder, firm or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder, firm or person to fix the price or prices in the attached bid or of any other bidder, or to fix any overhead, profit or cost element of the attached bid price or bid price of any bidder, or to secure through any collusion, conspiracy, connivance or unlawful agreement and advantage against the City of Oneonta(Owner) or any person interested in the proposed contract;

and

5) The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Signed______________________________

Title_______________________________ Subscribed and sworn to before me this____day of___________,20__ Notary Public (My Commission Expires:_______________)

CITY OF ONEONTA

NON-COLLUSION BIDDING CERTIFICATION

(Required by Section 103-d of the New York State General Municipal Law)

103-d. Statement of non-collusion in bids and proposals to political subdivisions of the State or fire district.

1. Every bid or proposal hereafter made to a political subdivision of the state or any public department, agency or official thereof where competitive bidding is required by statute, rule, regulation or local law, for work or services performed or to be performed or goods sold or to be sold, shall contain the following statement subscribed by the bidder and affirmed by such bidder as true under the penalties of perjury: Non-collusive bidding certification.

a) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief;

1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor;

and

3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition.

b) A bid shall not be considered for award nor shall any award be made where (a) (1)

(2) and (3) above have not been complied with; provided however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefor.

Where (a) (1) (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition. The fact that a bidder (a) has published price lists, rates, or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of subparagraph one (a).

2. Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of this section, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

DATED:________________,20___. ____________________________________

(Legal Name of Person, Firm, -+-or Corporation)

By:__________________________________ (Title)

The following must be completed by bidder:

The P.O. Address of the bidder:

___________________________Street ___________________________City and State & Zip ___________________________Telephone Number

If a Corporation:

Name: Address:

____________________________,President____________________ ________ ____________________________,Secretary____________________ ________ ____________________________,Treasurer____________________ ________

If a Firm:

____________________________,Owner _____________________________ ____________________________,Owner________

CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List"). Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act’s effective date at which time it will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL § 165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the County receive information that a Bidder/Contractor is in violation of the above-referenced certification, the County will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that he/she/it has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the County shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default.

The County reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, ___________________________________________, being duly sworn, deposes and says that he/she is the _____________________________________________ of the

_____________________________________________ Corporation and that neither the Bidder/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

SWORN to before me this

_______________ day of _______________

201___

Notary Public: __________

City of Oneonta 258 Main Street

Oneonta, NY 13820

HOLD HARMLESS

UNIFORM & LINEN RENTAL 2025-2027

hereby agrees to defend, indemnify

(Contractor) and hold harmless the City of Oneonta from and against any and all liability, loss, damage, claim or action, to the extent permissible by law, arising out of operations performed or services provided by the Contractor under the contract.

By:

(signature)

Title:

Date:

CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT