Uniform_Rental_and_Laundry_Services.pdf

REQUEST FOR BIDS

2023-025

UNIFORM RENTAL AND LAUNDRY SERVICES

City of Edinburg

415 W. University Drive

Edinburg, TX 78541

RELEASE DATE: July 14, 2023

DEADLINE FOR QUESTIONS: July 24, 2023

RESPONSE DEADLINE: August 1, 2023, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofedinburg https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Edinburg

REQUEST FOR BIDS

Uniform Rental and Laundry Services

I. Introduction II. Legal Notice

III. Instructions, Terms and Conditions IV. Specifications V. Vendor Questionnaire

VI. Pricing Proposal

Attachments:

A - Agreement Sample

B - Exhibit A

Request for Bids #2023-025 Title: Uniform Rental and Laundry Services

1. INTRODUCTION

1.1. Summary

The City of Edinburg is currently accepting sealed bids for the Uniform Rental and Laundry Services.

1.2. Background

Uniform Rental, Laundry, and delivery services for 411 employees within City Departments.

1.3. Contact Information

Vincent Romero

Director of Public Works

1201 N. Doolittle

Edinburg, TX 78539

Email: vromero@cityofedinburg.com

Phone: (956) 388-8210

Department:

Public Works

Department Head:

Vincent Romero

Public Works Director

1.4. Timeline

Release Project Date July 14, 2023 mailto:vromero@cityofedinburg.com tel:(956)388-8210

Pre-Proposal Meeting (Non-Mandatory) July 21, 2023, 10:00am

Join Zoom Meeting https://cityofedinburg.zoom.us/j/87972183

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Question Submission Deadline July 24, 2023, 5:00pm

Proposal Submission Deadline August 1, 2023, 3:00pm

2. LEGAL NOTICE

2.1. Notice to Respondents

The City of Edinburg is soliciting competitive sealed bids from qualified vendors for Uniform Rental and

Laundry Services

Sealed Bids should be submitted electronically or received by the City Secretary’s Office no later than:

3:00 pm, Tuesday, August 1, 2023.

All sealed bids should be received either electronically or at the designated location or by the deadline shown above/ Bids received after the deadline will not be considered for the award of the contract and shall be considered void and unacceptable.

All bids will be opened and bidder's names publicly read aloud promptly in the City Hall Community

Room, 1st Floor, at 415 W. University Dr. Edinburg, TX 78541 at 3:00 pm, Tuesday, August 1, 2023.

To obtain a copy of the Invitation to Bid or submit an electronic proposal please visit:

https://procurement.opengov.com/portal/cityofedinburg

If a Bidder chooses to submit a Hard Copy Bid, it must be delivered in a sealed envelope, with a return address and clearly marked "City of Edinburg Bid. 2023-025" to the City Secretary's Office prior to the bid opening date and time. The receiving time in the City Secretary's Office will be the governing time for acceptability of the bids. The Bidder's firm name shall appear on the outside of the envelope.

Submit Bids To:

If submitting Electronic:https://procurement.opengov.com/portal/cityofedinburg

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

Bids will not be accepted by telephone or facsimile machine. All bids must bear original signatures and figures.

If you have any questions o require additional information regarding this bid, you may contact Veronica

Gutierrez, Purchasing Specialist II, please submit your questions via OpenGov at the website listed above no later than 5:00 pm, Monday, July 24, 2023

The City of Edinburg reserves the right to refuse and reject any or all Bids and to waive any or all formalities or technicalities and to accept the Bid deemed most advantageous to the City, and hold the

Bids for a period of 60 days without taking action.

https://procurement.opengov.com/governments/portal/cityofedinburg https://procurement.opengov.com/governments/portal/cityofedinburg

3. INSTRUCTIONS, TERMS AND CONDITIONS

3.1. Instructions to Bidders

PURPOSE

The purpose of these solicitation documents is to provide a Bids for: Uniform Rental and Laundry

Services

The ITEMS to be furnished under this bid shall be as specified in these bid documents. All specifications/requirements shown are minimum. There is no intention to disqualify any bidder who can meet these specifications/requirements.

SUBMITTAL OF "HARD COPY" BID

If submitting a Hard Copy Bid, it must be submitted in a sealed envelope by the vendor. Submit two (2) complete sets of the bid, one (1) original marked "ORIGINAL" and one (1) digital copy in a flash drive.

Each bid must be completely filled out and SUBMITTED IN ORIGINAL FORM complete with all the supporting documentation

If Hand-Delivering Bids: 415 W. University Drive c/o City Secretary Department (1st Floor)

If submitting Electronic:https://procurement.opengov.com/portal/cityofedinburg

PREPARATION OF BID

Bids MUST give full firm name and address of bidder, and be manually signed. Failure to do so will disqualify your bid. Person signing bid must show title or AUTHORITY TO BIND HIS/HER FIRM IN A

CONTRACT. Firm name and authorized signature must appear on each page that calls for this information. The legal status of the Respondent/Bidder whether corporation, partnership, or individual, shall also be stated in the bid. A corporation shall execute the bid by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership Respondent/Bidder shall give full names and addresses of all partners. All partners shall execute the bid. Partnership and Individual Respondent/Bidder shall state in the bid the names and addresses of all persons with a vested interest therein. The place of residence of each

Respondent/Bidder, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature.

DEVIATION FROM SPECIFICATION

Please read your specifications/requirements thoroughly and be sure that the ITEMS offered comply with all specifications/requirements. Any variation from the specifications/requirements must be clearly indicated by letter attached to your bid referencing variations on a point-by-point basis. If no exceptions are noted, and you are the successful bidder, it will be required that the ITEMS be provided as specified.

ALTERATIONS/AMENDMENTS TO BID

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Bids CANNOT be altered or amended after opening time. Alterations made before opening time must be initialed by bidder guaranteeing authenticity. No bid may be withdrawn after opening time without acceptable reason in writing and only after approval by the City of Edinburg.

SALES TAX

State sales tax must not be included in the bid.

SUBSTITUTIONS

No substitutions or cancellations will be permitted without written approval of City of Edinburg.

NO BID RESPONSE

If unable to submit a bid, bidder should return inquiry giving reasons.

EXCEPTIONS

Any additions, deletions, or variations from the following specifications/requirements must be noted.

The bidder shall attach to his/her bid sheet a list of any exceptions to the specifications/requirements if unable to do so, on specification sheet.

BRAND OR MANUFACTURER REFERENCE

Unless otherwise specified, any catalog or manufacturer’s reference or brand name used in describing an item is merely descriptive, and not restrictive, and is used only to indicate type and style of product desired. Bids on alternate brands will be considered if they meet specification requirements. If a bidder quotes on equipment other than the one(s) specified in the bid, sufficient specifications and descriptive

(pictured literature) data must accompany same to permit thorough evaluation. In the absence of these qualifications, he/she will be expected to furnish the product called for.

DELIVERY

Number of days required to deliver ITEMS after receiving order must be stated in the bid. Failure to so state will obligate bidder to complete service delivery within ONE day.

DELAY IN SERVICE DELIVERY

When delay can be foreseen, Bidder shall give prior notice to City of Edinburg. Bidder must keep City of

Edinburg advised at all times of status of order. Default in promised service delivery (without acceptable reasons) or failure to meet specifications/requirements, authorizes the City of Edinburg to purchase such ITEMS elsewhere and charge increase in cost to defaulting vendor. Acceptable reasons for delayed delivery are as follows: Acts of God (floods, tornadoes, hurricanes, etc.), acts of government, fire, strikes, war; Actions beyond the control of the successful bidder.

SERVICE DELIVERED PRICING

Bids in units of quantity specified - extend and show total. In the event of discrepancies in extension, unit prices will govern. Bids subject to unlimited price increase will not be considered.

RIGHT TO REJECT/AWARD

The City of Edinburg reserves the right to refuse and reject any or all Bids, and to waive any or all formalities or technicalities, and to make such awards of contract as may be deemed to be the best and most advantageous to the City of Edinburg.

MULTIPLE VENDOR CONTRACTS

Bidders are advised that the City of Edinburg may award Service Contracts to multiple vendors based on low bid per item basis. All items specified on the “Bid Form” must reflect the individual unit prices. The

City of Edinburg reserves the right to award all items individually or in any combination thereof.

INDEMNIFICATION CLAUSE

The Bidder agrees to indemnify and save harmless the City, from all suits and actions of every nature and description brought against them or any of them, for or on account of the use of patented appliances, products or processes, and he shall pay all royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon request of the Purchasing

Agent, as a necessary requirement in connection with the final estimate for payment in which such patented appliance, products or processes are used.

ADDENDA

Bidder shall carefully examine the bid forms, specifications/requirements, and instructions to Bidders.

Should the bidder find discrepancies in, or omissions from bid forms, specifications/requirements, or other documents, or should he/she be in doubt as to their meaning, he/she should request an interpretation via the OpenGov portal:https://procurement.opengov.com/portal/cityofedinburg and obtain clarification by addendum prior to submitting any bid. Explanations, interpretations, and supplemental instructions shall be in the form of written Addenda which shall become a part of the

Contract documents. Said Addenda shall available through the e-procurement portal and e-mailed to all prospective Bidders. All Addenda issued in respect to this project shall be considered official changes to the original bid documents. Verbal statements in response to inquiries and/or requests for explanations shall not be authoritative nor binding. It shall be the Bidder(s) responsibility to ensure that they have received all Addenda in respect to this project. Furthermore, Bidders are advised that they must recognize, comply with, and attach a signed copy of each Addendum which shall be made part of their

Bid Submittal if submitting a Hard Copy Solicitation. Electronic submittals should be acknowledged through OpenGov. Bidder(s) signature on Addenda shall be interpreted as the bidder’s “recognition and compliance to” official changes as outlined by the City of Edinburg and as such are made part of the original solicitation documents. Failure of any bidder to receive any such addendum or interpretation shall not relieve such Bidder from its terms and requirements. The City may issue a written addendum no later than five calendar days prior to the date bids must be received. Addendums are available online at https://procurement.opengov.com/portal/cityofedinburg

PAYMENT

The City of Edinburg will execute payment by mail in accordance with the State of Texas Pay Law after

ITEMS have been provided and invoiced. No other method of payment will be considered.

SYNONYM

Where in this bid package ITEMS is used, its meaning shall refer to the Uniform Rental and Laundry

Services as specified.

ASSIGNMENT

Neither the Bidder’s contract nor payment due to an awarded vendor may be assigned to a third party without the written approval of the Purchasing Department for the City of Edinburg.

BIDDER’S EMPLOYEES

Neither the Bidder nor his/her employees engaged in fulfilling the terms and conditions of this Purchase

Contract shall be considered employees of the City. The method and manner of performance of such undertakings shall be under the exclusive control of the vendor on contract. The City shall have the right of inspection of said undertakings at any time.

INTERPRETATIONS

Any questions concerning the conditions and/or specifications/requirements with regards to this solicitation for Bids shall be directed to the e-procurement portal as outlined in the Request for Bids.

Such interpretations, which may affect the eventual outcome of this request for Bids, shall be furnished in writing to all prospective Bidders via Addendum. No interpretation shall be considered binding unless provided in writing by the City of Edinburg in accordance with paragraph entitled “Addenda”.

STATUTORY REQUIREMENTS

It shall be the responsibility of the successful Bidder to comply with all applicable State & Federal laws, Executive Orders and Municipal Ordinances, and the Rules and Regulations of all authorities having jurisdiction over the work to be performed hereunder and such shall apply to the contract throughout, and that they will be deemed to be included in the contract as though written out in full in the contract documents. (To include issues related to health, environmental, and safety to name a few.)

RIGHT TO WAIVE

City of Edinburg reserves the right to waive or take exception to any part of these specifications/requirements when in the best interest of the City of Edinburg.

COOPERATIVE PRICING

Bidders are advised that in addition to responding to our “local” solicitation for bids/Bids with Dealer pricing, vendors/contractors are encouraged to provide pricing on the below referenced items/products/services based on BuyBoard, TX-MAS, H-GAC and/or any other State of Texas recognized and approved cooperative which has complied with the bidding requirements for the State of Texas. If bidding other than or in addition to “dealer” pricing, kindly duplicate the bid forms for each bid being provided from a cooperative contract. Any and all applicable fees must be included. All cooperative pricing must be submitted on or before bid opening date and hour.

VALID BID TIME FRAME

The City of Edinburg may hold bids 60 days after the opening of Bids without taking action. Bidders are required to hold their Bids firm for same period of time.

PREPARATION OF BID

The City of Edinburg shall not be held liable for any costs incurred by any bidder for work performed in the preparation of and production of a bid or for any work performed prior to execution of contract.

CONFIDENTIAL INFORMATION

Any information deemed to be confidential by the bidder should be clearly noted on the pages where confidential information is contained; however, the City cannot guarantee that it will not be compelled to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the bidder may not be considered confidential under Texas Law, or pursuant to a

Court order.

VERBAL THREATS

Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of item/material/services for whatever reason and/or reasons shall be considered a breach of contract and the City will immediately sever the contract with the Vendor on contract.

MATHEMATICAL ERRORS

In the event that mathematical errors exist in any bid unit prices/rates will govern.

AUDIT

The City of Edinburg reserves the right to audit the vendor’s books and records relating to the performance of this contract. The City of Edinburg, at its own expense, shall have the right at all reasonable times during normal business hours and upon at least twenty-four (24) hours’ advance notice, to audit, to examine, and to make copies of or extracts from the books of account and records maintained by the vendor(s) with respect to the Supply/Service and/or Purchase Contract. If such audit shall disclose overpayment by City to vendor, written notice of such overpayment shall be provided to the vendor and the amount of overpayment shall be promptly reimbursed by vendor to the City. In the event any such overpayment is not paid within ten (10) business days after receipt of such notice, the unpaid amount of such overpayment shall bear interest at the rate of one percent (1%) per month from the date of such notice until paid.

PAST PERFORMANCE

Vendor’s past performance shall be taken into consideration in the evaluation and award of Service

Contract for the Purchase of ITEMS.

JURISDICTION

Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the

State of Texas. Any and all obligations and payments are due and performable and payable in Hidalgo

County, Texas.

VENUE

The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Hidalgo County, Texas.

CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS

The City may give local vendors, whose principal place of business is located within the City of Edinburg, and whose bid is within five percent (5%) of the lowest bid price preference as allowed by Section

271.9051 of the Local Government Code.

AWARD

For purposes of this project, award will be contingent on approval of budget.

CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS

The City may give local vendors, whose principal place of business is located within the City of Edinburg, and whose bid is within five percent (5%) of the lowest bid price preference as allowed by Section

271.9051 of the Local Government Code.

SPECIAL CIRCUMSTANCES

In the event that the City of Edinburg has an immediate need for a particular service(s) that is/are on contract and the successful vendor on contract is not able to meet the special service delivery needs of the City of Edinburg, the City of Edinburg reserves the right to purchase such services elsewhere to fulfill its’ immediate need.

TERMINATION OF CONTRACT

The City of Edinburg reserves the right to terminate the contract if, in the opinion of the City of

Edinburg, the successful vendor’s performance is not acceptable, if the City is being repeatedly over charged, improperly charged, no funds are available, or if the City wishes, without cause, to discontinue this contract. Termination will be in written form allowing a 30-day notice. The bidder shall be afforded the same right to terminate this contract in the same manner.

ETHICAL STANDARD

No City official or employee shall have interest in any contract resulting from this bid.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL.

COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS

SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS “C”

MISDEMEANOR.

3.2. INSURANCE REQUIREMENTS

Staff may waive insurance requirements for contracts $0 - $4,999.99, including but not limited to contracts for food, materials, supplies, and construction. Workers’ Compensation in amounts which satisfy statutory coverage shall be required for construction projects.

The following insurance requirements will be included in all City contracts of $5,000 - $14,999.99. In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR CODE

§406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim.

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Comprehensive General Liability

(City named as additional insured)

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

The following insurance requirements will be included in all City contracts of $15,000 or more.

(1) The successful bidder will be required to carry the following insurance coverage and limits of coverage, as well as list the City as an additional insured to liability coverage as requested by the City. In addition, the successful bidder shall provide the City with evidence of coverage and furnish acceptable proof of payment of insurance premiums.

(2) The successful bidder will be required to secure and/or have insurance coverage in force with an admitted property and casualty insurance company licensed by the State of Texas to conduct business in the State of Texas.

(3) In contracts not involving building and construction projects, as that activity is defined in TEX. LABOR

CODE §406.096, contractors may obtain alternative form of worker accident insurance with minimum limits of liability of $100,000 per claim

Minimum Insurance Requirements

Type of Coverage Limits of Liability

Worker’s Compensation Statutory Coverage

Employer’s Liability Bodily Injury by Accident:

$100,000 each accident

Bodily Injury by Disease:

$100,000 each employee/$500,000 policy limit

Comprehensive General Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Comprehensive Auto Liability

Bodily Injury $100,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

City’s Protective Liability

Bodily Injury $250,000 each person/$500,000 each occurrence

Property Damage $100,000 each occurrence/$100,000 aggregate or $500,000 combined single limits

Policies must name the City of Edinburg as an Additional Insured.

Certificates of insurance naming the CITY as an additional insured shall be submitted to the CITY for approval prior to any services being performed by Contractor. Each policy of insurance required hereunder shall extend for a period equivalent to, or longer than the term of the Contract, and any insurer hereunder shall be required to give at least thirty (30) days written notice to the CITY prior to the cancellation of any such coverage on the termination date, or otherwise. This Contract shall be automatically suspended upon the cancellation, or other termination, of any required policy of insurance hereunder, and such suspension shall continue until evidence that adequate replacement coverage is provided to the CITY. If replacement coverage is not provided within thirty (30) days following suspension of the Contract, the Contract shall automatically terminate.

4. SPECIFICATIONS

4.1. GENERAL CONDITIONS AND MINIMUM SPECIFICATIONS UNIFORM RENTAL

AND LAUNDTY SERVICES

PROPOSALS FROM PERSONS OR FIRMS NOT GENERALLY ENGAGED IN THE UNIFORM RENTAL AND

LAUNDRY SERVICES BUSINESS WILL NOT BE CONSIDERED.

A. The City shall enter into a 36-month service contract with the successful bidder.

B. The Contract shall be awarded for a period of (3) three years from the date of award of the contract (“Initial Contract Period”).

C. The Bid will be awarded to the lowest responsible bidder meeting specifications.

D. The City reserves the right to award this bid on a “Per Item” basis.

E. The successful vendor shall assume responsibility for the satisfactory performance of the product (s) delivered.

F. See Exhibit A in the Attachments Section for the City of Edinburg Logo

4.2. GENERAL SCOPE

• This specification establishes the minimum requirements for rental, laundry and upkeep of work uniforms consisting of shirts and pants for the City of Edinburg, hereinafter referred to as the

“City” from qualified service providers, hereinafter referred to as the “Contractor.” Contractor is required to meet all specifications listed herein as minimum requirements, and is required to submit a firm fixed cost for all itemized services deliverables under the terms of this solicitation.

• The Contractor shall provide new industrial style and professional style uniforms on a rental basis to the various City Departments, and perform laundry services, repairs or replacements on an as-needed basis for an estimated 368 employees.

• Use of City of Edinburg LOGO(S) - The successful contractor shall be granted during the contract period a non-exclusive, non- transferable, non-sublicensable license to use City Logos (Exhibit A) solely for performing its obligations under the awarded service contract.

• Term – The term of this agreement will be for a three (3) year period at firm unit prices, commencing from the date of award. The quoted price will remain firm for the contract period. No charges will apply for installation of new employees, deliveries, and alterations.

• Interim Extension of Performance - If it is determined that interim performance is required to allow for the solicitation and award of a new contract, the City may unilaterally extend the contract for a maximum period of up to six months. Current pricing, delivery and all other terms and conditions of the contract must apply during this interim period.

• Contract Term - Bidders are advised that for purposes of this project, the City of Edinburg intends to award a “Service Contract” for a period of three (3) years from date of award of contract (“Initial Contract Period”). Successful Bidder(s) shall be expected to hold their bid prices firm for the duration of the initial contract period. The City reserves the unilateral right to extend the contract for an additional two (2) years in one (1) year increments, if the performance of the successful Bidder/Vendor is satisfactory.

4.3. PERFORMANCE REQUIREMENTS

Each City employee shall be issued Eleven (11) sets of “NEW/UNUSED” uniforms consisting of eleven

(11) shirts and eleven (11) pairs of pants at the commencement of the contract.

• As a part of the initial distribution, each employee will either be measured for proper fit or allowed to try on samples of the exact style of shirt and pants to be furnished. The shirts are to be a poly/cotton blend shirt and pants that meet The City Departments style and color requirement. Pricing for different shirt and pant options should be reflected in Bid Tab.

• Contractor shall successfully schedule and take City employee measurements and note their preference of long or short sleeves, and type of pant, etc., at approximately four (5) designated

City Offices within ten (10) days of notification of award and Agreement/Contract in place and executed.

• Contractor is responsible for proper size fitting at the original installation. The complete inventory of uniforms shall be installed no later than 30 days from acceptance of agreement/contract.

• All garments remain the property of the Contractor. The City will pay for any lost or damaged garments that are not normal wear and tear, and merchandise at a pro-rated rate per shirt and per pants. (Refer to the Pricing Proposal). Any new employee shall be fitted for uniforms within

5 business after notice from the City is received for a new employee fitting and shall receive the uniform items no later than 15 days from the day of fitting. Any new employees starting the service after the program has been in operation sixty (60) days or more will not receive new uniforms. Uniform(s) furnished shall match the general appearance and condition of those worn by the other employees until the end of the contract period. The City of Edinburg will have the final say in determining whether the furnished uniforms is/are comparable and/or acceptable.

• At no charge, a patch bearing The “City of Edinburg” logo, (Exhibit A) shall appear on the front of each shirt- left chest, with a separate, matching Patch bearing the employee’s first name on the other side- right chest.

• Initial delivery of uniforms, including standard alterations (e.g., pant leg length) to ensure proper fit, to the City Offices is required within four (4) calendar weeks after the measurements of employees have been taken. Earlier deliver is acceptable to and encouraged by the City.

• After the initial sizing and delivery of the uniforms, new City Staff or Staff requiring a change in size/style will be measured and fitted during delivery times. Garments shall be delivered to the

City Field Offices within three (3) weeks of the visit, unless of non-standard size which shall be delivered within eight (8) weeks. Non-Standard sizes are:

o Shirts: 5XL and above shirts with 36” sleeves or longer or shirts with extended tails.

o Pants: 50” waist or higher and 36” in-seam or greater.

• Contractor shall provide standard alterations and repairs to uniforms as needed, at no additional cost to the City. This includes but not limited to, missing buttons, loose patches and broken zippers. City Staff will make arrangements for the Contractor to visit City facility’s during normal working hours to measure for alterations or to drop off garments requiring repair. City Staff will mark or tag the garment(s) in a way to be mutually agreed by both City and Contractor. Altered or repaired garments shall be delivered to the City’s Offices within fifteen (15) business days of the request.

• Contractor shall mend, alter or replace said garments to the extent necessitated by normal wear and tear, based on normal industry standards at no cost.

• Garments exhibiting the following will deemed unpresentable (holes, tears, rips, missing buttons, loose or missing patches or name tags) and will be returned to the contractor for either repair or replacement. Any garments with jagged tears on a shirt or pants shall render the garment “beyond repair” and shall be fully replaced at the pro-rated rate. The City reserves the right to make the final determination as to whether a uniform is unpresentable, damaged or worn to the degree it requires repair, alteration, additional cleaning and or replacement; those garments will be sent to the contractor for replacement at no cost to the City and shall be replaced within 14 days of our notice.

• Garments that cannot be repaired or are worn out shall be replaced with uniforms matching the general appearance and condition of those worn by the other employees until the end of the contract period. They shall be replaced within 15 days of the City’s notice.

• Uniforms shall be available in the sizes, colors, and styles as identified on this spec and on the bid sheet.

• The City will notify the Contractor, in writing/email, of employees who are no longer with the

City. The City will return the uniforms to the Contractor within fifteen (15) business days of notification. The Contractor shall cease charging the City within two (2) business days of notification.

• Inventory of Uniforms: It shall be the responsibility of the vendor/contractor to conduct an

Inventory of all employee(s) uniforms to establish that all Employees have the right number of uniforms. The Inventory must be conducted at the end of year 1 and 2, and 3 months prior to the expiration of the contract. A report shall be provided to each of the City of Edinburg

Departments outlining contractor’s findings; the report shall also be provided to the City’s

Finance Department. Only missing/lost and negligent damage beyond repair caused by the City of Edinburg shall be listed in the report. Replacement costs shall be determined on the basis of a

3-year life expectancy/potential use of a uniform. (i.e.: if a “new” uniform is damaged beyond repair by a City of Edinburg employee during the second (2nd) year into the contract period, a prorated cost for the ensuing third (3rd) year shall be calculated, not the cost of a new uniform.

(Refer to the Pricing Proposal). In addition, the contractor shall be expected to furnish replacement uniform(s) that match the general appearance and condition of those being worn by other employees for the remainder of the contract period. The City of Edinburg will have the final say in determining whether the replacement uniform(s) is/are comparable and/or acceptable.

• Cost of Female Uniforms: Bidders are advised they are to submit in Pricing Proposal

• Replacement of uniforms: The successful contractor shall be responsible to replace uniforms that have been previously put in place if City of Edinburg employee(s) drop or gain less than/more than one size up or down at no additional cost to the City.

• If the employee(s) drop or gain less than/more than two size up or down, a One-Time

Replacement Up-Charge will be applicable for larger pant and/or shirt sizes as described on Bid

Tab. Up-Charges shall not apply to new hires.

• At a minimum on a quarterly basis, the Contractor Representative will meet with the City’s

Representatives to discuss any issues or concerns, unless an earlier meeting is deemed necessary.

4.4. MATERIAL REQUIREMENTS

Uniforms shall be made available in men’s and women’s or unisex styles and sizes.

Shirts shall be available in long and short sleeve. Offered makes/models of uniforms shall meet or exceed the specifications below, as determined by the City. Shirts shall be readily available and include, but are not limited, to the following:

• Executive Shirts o Oxford Shirt o Shirts shall be a washable permanent press fabric of 60% Cotton and 40% Poly.

o Color: To be determined but may have a combination o Collars shall be lined with collar stays of button down collars.

o Shirts shall have button fronts o Option of short or long sleeve or combination, employee choice.

o Shirts shall have one front pocket o Thread utilized shall be capable of withstanding a minimum of 100 commercial launderings.

o All points of stress shall be bar tacked

• Executive Pants o Trousers shall be a washable, permanent press fabric of 65% polyester and 35% cotton.

o Color: To be determined but may have a combination o Shall have pockets on front and rear.

o Pants shall have no cuffs.

o Pants shall have zippered fly. The zipper shall be heavy duty brass and capable of withstanding a minimum of 100 commercial launderings.

o Belt loops shall be wide enough to accommodate 2 ¼” belts.

o All fabric edges shall be overstitched, serged or chemically sealed.

o Thread utilized shall be capable of withstanding a minimum of 100 commercial launderings.

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

• Industrial Work Shirts (Mechanics) o Shirts shall be minimum 65% polyester and 35% cotton permanent press for others.

o Color : Grey o Collars shall be lined with color stays or button down collar.

o Shirts shall have button fronts.

o Option of short or long sleeve or combination, employee choice.

o Shirts shall have two pockets, with button and buttonhole on both pockets.

o Thread utilized shall be capable of withstanding a minimum of 100 commercial launderings.

o All points of stress shall be bar tacked.

• Industrial Work Pant (Mechanics) o Trousers shall be a minimum of 65% polyester and 35% cotton for others.

o Color: Charcoal o Pants shall have pockets on the front and rear.

o Pants shall have no cuffs.

o Pants shall have zippered fly. The zipper shall be heavy duty brass and capable of withstanding a minimum of 100 commercial launderings.

o Belt loops shall be wide enough to accommodate 2 ¼” belts.

o All fabric edges shall be overstitched, serged or chemically sealed.

o Thread utilized shall be capable of withstanding a minimum of 100 commercial launderings.

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

• Industrial Uniform Shirt (Welders)Enhanced Armorex FR Flame Resistant button-up work shirt

Unifirst model #09TC with an ATPV minimum rating of 9.1, PPE 2 or City approved equal, with the following construction: Must comply with NFPA 70E and NFPA 2012.

o 7.0 oz. TECASAFE PLUS o Color: Khaki o Button front closure;

o Long Shirttail o Stitched-down front facings;

o Two button through chest pockets (desired: one with pencil stall), reinforced stitching, the appropriate City insignia patch sewn or embroidered on one pocket, and a name badge (first and last name) shall be sewn on the opposite side;

o Short and long sleeve availability;

o Sizes: Small through 5X at a minimum with up to 36” sleeve length on long sleeved shirts;

o Sizes shall be marked on the inside of collar or on the front shirttail and shall include, but is not limited to, the manufacturer’s name, style, and barcode

• Industrial Uniform Pants (Welders)Enhanced Armorex FR Flame Resistant work pant. Unifirst model #10Ts with an ATPV minimum rating of 10.2, PPE 2 or City approved equal, with the following construction: Must comply with NFPA 70E and NFPA 2012.

o 8.5 oz. TECASAFE PLUS o Color: Navy o Construction of pants shall be bar-tacked at stress points with extra tacking at base of fly. Inseams and out-seams shall be serged with safety stitching. Pants shall maintain leg creases and crisp appearance after numerous washings and have safety stitching to increase comfort by eliminating rough edges and unraveling;

o Heavy-duty brass ratcheting zipper, button closures, and belt loops;

o Pockets: two slack-style front pockets; two back pockets;

o Waist up to 56” length up to 35” o Sizes shall be marked on the inside of waist band and shall include, but is not limited to, the manufacturer’s name, style, and barcode.

• Industrial Uniforms Pants (All Others)Enhanced High Visibility Cargo Pants, or City approved alternate, with the following construction:

o 100% cotton or 65/35% poly/cotton twill, minimum 7.5 oz. twill, industrial type construction;

o Durable press finish;

o Color: Navy o Construction of pants shall be bar-tacked at stress points with extra tacking at base of fly.

Inseams and out-seams shall be serged with safety stitching. Pants shall maintain leg creases and crisp appearance after numerous washings and have safety stitching to increase comfort by eliminating rough edges and unraveling;

o Heavy-duty brass ratcheting zipper, button closures, and belt loops;

o Stain resistant;

o Pockets: two front pockets; two back patch pockets with spade flaps and snap closures; two pleated cargo pockets with flaps and concealed snap closure;

o Enhanced visibility trim around the knees and calves; 3M Scotchlite 2” reflective material

9920 silver industrial (with and without) o Waist up to 52” length up to 35” o Sizes shall be marked on the inside of collar or on the front shirttail and shall include, but is not limited to, the manufacturer’s name, style, and barcode.

• Enhanced Visibility Work ShirtEnhanced Visibility button-up work shirt Unifirst model #013B and 023B (Long and Short Sleeve) or City approved equal, with the following construction:

o Minimum 65 Polyester 35 Cotton Blend, with stain release and moisture control;

o Color: Grey/Orange/Navy o 3M Scotchlite reflective stripping material Silver over Orange industrial; on front, back and sleeves;

o Button front closure;

o Stitched-down front facings;

o Two button through chest pockets (desired: one with pencil stall), reinforced stitching, the appropriate City insignia patch sewn or embroidered on one pocket, and a name badge (first and last name) shall be sewn on the opposite side;

o Short and long sleeve availability;

o Sizes: Small through 5X at a minimum with up to 36” sleeve length on long sleeved shirts;

o Sizes shall be marked on the inside of collar or on the front shirttail and shall include, but is not limited to, the manufacturer’s name, style, and barcode

• Enhance Visibility Work PantsEnhance Visibility work Pants, Unifirst Model 123B, or City approved alternate, with the following construction:

o 100% cotton or 65/35% poly/cotton blend, minimum 8.5 oz. twill, industrial type construction;

o Color: Charcoal/ Orange o 3M Scotchlite reflective stripping material Silver over Orange industrial; on legs;

o Durable press finish;

o Construction of pants shall be bar-tacked at stress points with extra tacking at base of fly.

Inseams and out-seams shall be serged with safety stitching. Pants shall maintain leg creases and crisp appearance after numerous washings and have safety stitching to increase comfort by eliminating rough edges and unraveling;

o Heavy-duty brass ratcheting zipper, button closures, and belt loops;

o Stain resistant;

o Pockets: two slack-style front pockets; two back pockets;

o Waist up to 56” length up to 35” o Sizes shall be marked on the inside of collar or on the front shirttail and shall include, but is not limited to, the manufacturer’s name, style, and barcode.

• Traditional Uniform Shirts o 100% cotton or 65/35% poly/cotton blend, minimum 8.5 oz. twill, industrial type construction;

o Color: To be determined but may have a combination o Collars shall be lined with collar stays of button down collars.

o Shirts shall have button fronts o City Logo Patch, and Name Patch o Option of short or long sleeve or combination, employee choice.

o Shirts shall have one front pocket o Thread utilized shall be capable of withstanding a minimum of 100 commercial launderings.

o All points of stress shall be bar tacked

• Security Guard Shirts o Oxford Shirt o Shirts shall be a washable permanent press fabric of 60% Cotton and 40% Poly.

o Color: To be determined but may have a combination o Collars shall be lined with collar stays of button down collars o Shirts shall have button fronts o City Logo Patch, Name Patch, and Park Ranger/Security Guard Patch o Option of short or long sleeve or combination, employee choice o Shirts shall have one front pocket o Thread utilized shall be capable of withstanding a minimum of 100 commercial launderings.

o All points of stress shall be bar tacked

• Security Guard Pants o Trousers shall be a washable, permanent press fabric of 65% polyester and 35% cotton.

o Color: To be determined but may have a combination o Shall have pockets on front and rear.

o Pants shall have no cuffs.

o Pants shall have zippered fly. The zipper shall be heavy duty brass and capable of withstanding a minimum of 100 commercial launderings.

o Belt loops shall be wide enough to accommodate 2 ¼” belts.

o All fabric edges shall be overstitched, serged or chemically sealed.

o Thread utilized shall be capable of withstanding a minimum of 100 commercial launderings.

o All points of shall be bar tacked, with particular attention to belt loops and pockets

• Patches o Iron on and/or sewn on patches are acceptable.

o There will be one patch on the left side above the pocket to identify the name of the department.

o There will be one patch on the right side to read employees first name, initial, and last name; also identify title/rank if applicable.

4.5. SAMPLE AND INSPECTION

The Contractor shall include with their bid submittal descriptive literature for each item offered. Failure to provide samples or descriptive literature within the deadline may result in rejection of the bid.

The Contractor shall include with their bid submittal written certification regarding cloth type, manufacturer, material weight of the product offered, and country of origin.

The Contractor shall provide one (1) sample of each different garment for evaluation within ten (10) business days of request, at no additional cost to the City. The samples submitted by the successful

Contractor shall become the property of the City and will be retained as quality control samples throughout the term of the contract.

The City reserves the right to schedule an inspection visit at the Contractor’s local presence at any time prior to award or during the contract term.

4.6. PICKUP AND DELIVERY

The City and the successful bidder shall mutually agree upon which days(s) of the week the vendor shall pickup and deliver the uniforms. The vendor understands there are 13 delivery/pickup locations. Pickup and delivery will be made between the hours of 8:00 AM and

5:00 PM at the following locations:

Ebony Golf Course Park Shop

300 W. Palm Drive 1231 N. Doolittle Rd.

Edinburg, Texas 78541 Edinburg, Texas 78541

Los Lagos Golf Club ROW Division

1720 S. Raul Longoria Road 1201 N. Doolittle Road

Airport Municipal Park

1300 E. FM 490 1717 S. Doolittle Road

Edinburg, Texas 78542 Edinburg, Texas 78541

Streets Utilities/Water Plant

1201 N. Doolittle Road 1752 S. Mon Mack Road

Edinburg, Texas 78541 Edinburg, Texas 78539

Solid Waste Management Utilities/Wastewater Treatment

8601 N. Jasman Road 1202 N. “M” Road

Utilities/Systems World Birding Center

1201 N. Doolittle Road 714 S. Raul Longoria Road

Engineering Division Building Maintenance Department

City Hall 2nd Floor 123 E. Palm Dr.

415 W. University Dr. Edinburg, Texas 78539

Edinburg, Texas 78541

"The successful Bidder will provide a route schedule for each department between the hours of 8:00 am - 4:00 pm, Monday through Friday, which will be approved by the respective department."

4.7. General Terms and Conditions

A. Termination of Contract - In the event that the conditions or provisions of the agreement and/or contract are not met by the vendor, or other conditions are violated, or if service becomes unsatisfactory, the City of Edinburg may, after thirty (30) days written notice to the vendor, terminate this agreement and/or contract.

B. Unsatisfactory Service – In the event that the City of Edinburg receives deliveries of unsatisfactory service that are not quickly and routinely corrected, the Vendor shall have fifteen

(15) business days from the receipt of written notice to resolve said problems. If said problem is not resolved by the Vendor, the City of Edinburg may then terminate this agreement for nonperformance with thirty (30) day written notice.

C. Billing - The City of Edinburg is to be billed on a monthly basis. The billing statement is to include the first and last name of the employee, the employee’s department, the number of uniforms serviced, and the total charge for each employee. NOTE: Departments are to be listed individually (kept separate). Employees who have left employment or employees out on vacation, sick leave or workers comp leave for more than two weeks, are to be removed from the billing and delivery of uniforms discontinued, with no additional charges incurred. An original invoice must accompany each delivery. The number of uniforms must be confirmed by authorized personnel; accuracy of the count will be confirmed by authorized personnel signing the delivery invoice.

D. Other Conditions - The servicing of personal clothing will not be substituted for uniforms, under any circumstances. Violations of this condition; is sufficient grounds to terminate the agreement and/or contract.

E. Uniform Sets - The successful bidder shall begin the agreement period by furnishing eleven (11) uniform sets per employee which must consist of eleven (11) long or short sleeve shirts and eleven (11) pants, five (5) clean uniforms shall be delivered per week, five (5) uniforms picked up per week + 1 uniform that the employee will be wearing on the day of pickup/delivery = eleven

(11) uniforms per employee.

F. Garment Specifications – Garments initially provided to the City shall be new and unused. All garments provided shall be “NEW” and free from defect upon commencement of contract, any uniforms added 60 days after the commencement of the contract will not be new but shall match the general appearance and condition of those worn by the other employees until the end of the contract period.

VII. Implementation Schedule - The successful bidder shall establish a schedule, approved by the City to individually measure all employees at their specified locations. Measurements for the shirts shall include the sleeve length, neck size, chest size, and waist length. Measurements for the pants shall include the waistline, inseam length and hip, if necessary, to assure a proper fit in the hips/seat area. Each department will specify the color combinations at the time of fitting.

VIII. Laundering Services shall require a Weekly Turn In – City employees shall turn in worn uniforms weekly for pickup by Vendor for laundering.

Vendor shall return the same number of laundered uniform as the uniforms which were turned in by each employee.

IX. Service Cancellation – The City may cancel service for any employee(s) at any time without a monetary penalty being imposed by the vendor. Upon cancellation, all uniforms will be turned in to the vendor. If there is a shortage, the City will make restitution. Cost of replacement shall be determined by the replacement charge unit price of the contract.

X. Garment Control – A complete listing of garments picked up each week along with a complete listing of rental garments delivered shall be supplied and initialed by City Staff. Such listing must be supplied in a timely manner so that any discrepancy may be checked. The City will be the sole judge of whether the information supplied is timely. All garments will be delivered in an accountable manner on individual hangers and marked at the time of delivery with the employee’s first and last name and department. Successful bidder shall account for uniforms picked up and delivered by providing accurate count on invoice.

XI. Additional…