Uniform_Rental.docx

Uniform Rental

REQUIREMENTS

1. STANDARD SERVICES AGREEMENT

The awarded contractor will be required to execute the attached standard services agreement. No exceptions to the standard services agreement will be allowed.

2. GENERAL SPECIFICATIONS

Uniform Requirements: The Detention department shirts and pants shall be a color to be determined. Quoters shall supply a material color chart.

3. SECURITY AND BACKGROUND CHECKS

All Contractor employees are required to submit to a background check. The background check process shall be completed at least ten (10) days prior to the start of the contract. The Contractor shall be responsible for all costs associated with the background checks. A valid driver license and Social Security card are required for completing the background check and obtaining security clearance. Orientation for the Security Clearance workflow process will be provided to the awardee.

Step One – The Contractor shall obtain a Level One Criminal History Records Check through the Florida Department of Law Enforcement (FDLE) for each assigned employee.

Step Two – The Contractor shall submit the FDLE Records Check along with a copy of the driver license, Social Security card and completed Sheriff’s Office Security Clearance Application, for each employee, to the Facility Operations support team.

The Pinellas County Sheriff’s Office shall have and exercise full and complete control over granting, denying, withholding, withdrawing, or terminating security clearances for contractor employees. If a submitted employee is denied for any reason, there is no opportunity to re-apply.

Additional Requirements for areas with confidential law enforcement documents and data: The Contractor shall submit for fingerprinting all personnel working in any area deemed confidential. The Contractor will schedule through the Facility Operations Support team a time for the employees to be fingerprinted by the Sheriff’s Office. All personnel that have successfully completed fingerprinting are required to complete an online Security and Awareness training.

Step Three - The Facility Operations Support team will communicate the results of the Sheriff’s Office review to the Contractor.

a) A list of all assigned personnel, showing the employee’s full name, address, telephone number, date and place of birth, and driver license or State ID number and their assigned work location shall be submitted to the Facility Operations support team. This list is to be kept current by the Contractor and promptly submitted to the Facility Operations Support team at the beginning of each month. This referenced document is called the Employee Assignment Sheet (EAS). The EAS template will be provided to awardee.

b) The Contractor shall provide an updated FDLE Level One Criminal History Records Check for all personnel on an annual basis. The annual updates are to be sent to the Facility Operations support team for review by the Sheriff’s Office. Background check updates shall remain on file at the Contractor’s location for three (3) years from the date of the last invoice.

c) All Contractor employees are required to wear identification (ID) badges, to be furnished by Pinellas County for the various facility sections. The Contractor shall make the employees available for photographs on a schedule to be worked out with the Facility Manager. Access to sites not managed by the Facilities and Real Property Division needs to be coordinated with the County site representative for the specific department. The badges shall be made by the County before an individual may begin work and only after a favorable security clearance has been received. Contractor employees shall sign each badge at the time of receipt.

d) The Contractor will notify the respective Facility Manager when an employee badge is lost. It shall be the responsibility of the contractor to pay for replacement badges at the rate of $10.00 per badge. No employee shall be allowed to work without a current badge. Any contract employee who does not have proper identification shall be cause for the County to require removal of that employee from the property. The Contractor shall see that all badges are returned to the Facility Manager when employees are dismissed or terminated.

4. TIMELY INVOICE SUBMISSION

Contractor must submit requests for payment within 60 calendar days of services being performed or materials being received in order to remain eligible for reimbursement by the County.

The County’s fiscal year ends on September 30. All invoices for services rendered or materials received during a fiscal year must be submitted no later than close of business October 31 following the end of that fiscal year. Due to fiscal year funding constraints, payment may be denied if invoices are not received by this date.

Failure to comply with these requirements may result in denial of payment due to the unavailability of funds.

5. PROJECT INITIATION

The Contractor shall begin work, or provide written confirmation of a scheduled start date, within seventy-two (72) hours of receipt of a County-issued Purchase Order (PO). Written confirmation shall be transmitted by email or other County-approved method. Failure to commence or schedule services within the required timeframe may be considered non-compliance and subject to remedies available under this Contract, including but not limited to withholding of payment, issuance of a Cure Notice, or termination for cause.

6. QUOTE RESPONSE

The Contractor shall provide a written response to all County requests for quotes, estimates, or pricing within seventy-two (72) hours of receipt of such request, unless otherwise approved in writing by the County. Responses shall include sufficient detail to allow for timely evaluation and processing. Failure to provide the required response within the specified timeframe may be considered non-compliance and subject to remedies available under this Contract.

7. QUARTERLY MEETING:

The Contractor shall meet with the County on a quarterly basis to discuss and remedy any field questions and/or associated problems.

8. QUALIFICATIONS

The contractor must have an office located in either Pinellas County or a radius convenient so that work crews can meet the schedule and cycle times defined in the specifications.

SCOPE

The Contractor is to supply eleven (11) sets of uniforms per employee, selected by the Pinellas County Detention department.

The Contractor shall have thirty (30) days from the date of notice of award to complete the fittings and to furnish all Detention employees with new uniforms at the initial setup. At any time during the term of the contract, new personnel shall be furnished with new uniforms.

After initial outfitting, personnel shall be provided with brand new good, clean, serviceable and proper fitting clothing. Sizing of uniforms to the proper length, hemming leg bottoms, ID as specified, and any replacement of unserviceable items or any other expected function shall be part of the service and included in the quoted price.

The Contractor shall collect soiled uniforms from the department on a weekly basis, repair, clean, and/or replace said uniforms and deliver the uniforms FOB destination for the Detention. Requirement for garment tracking internally will be based on the vendor’s current process. Deliveries shall be made on the same day each week.

Laundry service shall be included in the rental rates. Cleaning shall be in accordance with modern standard practices. The returned garments shall be stained free on hangers, bundled by employee, neatly pressed, and odor free.

All stains must be removed from uniforms to maintain employee’s professional appearance.

All worn out uniforms will be replaced at no cost to the Detention with good, serviceable, proper fitting uniforms.

GENERAL SPECIFICATIONS AND REQUIREMENTS

1. Uniform Requirements: The Detention department shirts and pants shall be a color to be determined. Quoters shall supply a material color chart.

2. Detention Short Sleeve: Green, 100% Cotton, Full Cut with convertible collar, Button Down, two (2) button-through front chest pockets, left pocket with reinforced pencil slot, button front closure, gripper closure at neck, Set in sleeves, all edges finished, double stitching at stress points.

3. Detention Long Sleeve: Green, 100% Cotton, Full Cut with convertible collar, Button Down, two (2) button-through front chest pockets, left pocket with reinforced pencil slot, button front closure button cuffs, gripper closure at neck, set in sleeves, all edges finished, double stitching at stress points.

4. Detention Cargo Pant: Khaki, 100% Cotton, straight leg, two front pockets, two set-in back pockets, left w/button closure. Cargo pockets on legs with secure closures. All edges finished, double stitching or bar tacking at stress points, reinforced knee.

5. Detention Rip Stop Cargo Pant: Khaki, Rip stop Nylon or comparable alternative fabric, straight leg, two front pockets, two set-in back pockets, left w/button closure. Cargo pockets on legs with secure closures. All edges finished, double stitching or bar tacking at stress points, reinforced knee.

Pinellas County’s logo embroidery Pantone Matching System (PMS) colors for light field are:

• 653C – Blue

• 128C – Yellow

• 179C – Red

PMS colors for dark field are color outline rule 1 point white. Silk Screen color shall be White or Black. Pinellas County’s logo may be viewed at: wwwpinellas.gov, in upper left-hand corner (see Attachment A). More detailed logo requirements will be available to awarded bidder.

The Supplier shall supply and affix stitched-on patches, embroidered employee name and Detention departmental name tags, as required, both initially or anytime during the contract term. All artwork remains the property of the County.

6. Samples: Quoters must submit sample uniforms for items specified, literature, and material color charts with quote. Sample uniforms submitted by the quoter(s) shall be as proposed in the quote. Garments will be subjected to rigid examination and inspection at time of evaluation. Upon notification, the samples from the non-awarded Vendors may be picked up after the award of quote. The samples of the awarded Contractor will be retained.

Pinellas County Detention Facility 14400 49th Street North Clearwater, FL 33762 Attn: Frank Terry

RENTAL REQUIREMENTS

1. Definitions:

a. First Class Condition – Defined as without holes, frays, tears, stain, and broken buttons.

b. Damaged by County – Defined as torn beyond repair, not along a seam.

2. Contact: Contractor shall designate a local contact (Local Sales Representative) for customer support. Local Sales Representative will support the Detention departments and be readily available to visit the departments to assist in answering questions, and assist in ordering, measurement of employees, and problem resolution.

3. Fit: Supplier shall ensure a proper fit of provided garments for all employees. Measurements furnished to the Supplier will be used to determine the standard size and proper fit. Upon request by the County, the Supplier shall measure/fit employees at the employees’ work sites, at no additional cost to the County. Measurements will be performed within ten (10) calendar days of request from the County

4. Provide: Contractor shall provide Detention employees with twelve (12) complete brand-new uniforms (shirt, pants). Five (5) to be used the first week, and five (5) to be used the second week. The contractor will pick up the first weeks five (5) for cleaning and two (2) remaining as extras. Thereafter, each week five (5) complete uniforms are utilized weekly with two (2) extra sets.

a. New hire turnaround time for garments to be delivered is two (2) weeks.

5. Replaced: Uniforms shall be replaced with brand-new uniforms every twelve months from date of order.

6. Condition: Uniforms shall be picked up to be cleaned and returned weekly. Any garment deemed to be unsatisfactorily cleaned shall be tagged by the customer and re-cleaned at no additional charge. Uniforms shall be maintained in first class condition or will not be accepted and will be removed from the invoice until replaced or altered to acceptable conditions.

Such things as missing or broken buttons, broken zippers, repairing split seams or hems, and patch tears shall be performed by the contractor at the time of cleaning at no additional charge.

7. Pricing: Quote prices shall include all costs for initial set-up, cleaning, packing, fitting, repair, transportation, delivery, and pick-up at specified locations.

8. Delivery: Uniforms must be picked up weekly, cleaned, pressed and delivered on hangers. The Supplier will provide hampers for soiled uniform collection at each location. The Supplier shall provide a rack for hanging delivered clothes at their location. Supplier shall deliver on a consistent schedule with a specified day of the week, Monday through Friday before 3:00 p.m. The only exception will be if a legal holiday falls on a delivery day. In this event, items will be delivered the next business day following the holiday. The Supplier shall coordinate with departments the specific time and day of the week of delivery. If all uniforms are not delivered at the regular delivery time, Supplier will make a special delivery of missing items within 24 hours at no extra charge.

All deliveries and pick-ups are to be counted and documented by the Supplier and County. A copy of each delivery and pick up record shall be retained by the Supplier and County. Any change of quantities or addition of services must be documented and approved by the County.

9. Repair/Replacements: An unspecified amount of $5,000.00 is included to cover uniform repairs/replacement and emblem costs, if damaged by the County. When replacing a damaged article of clothing, the County will pay the full replacement price listed under the “Rental Replacement Cost” section, and only accept a brand-new article of clothing as replacement. If garment is damaged by the County, it will maintain and dispose of the damaged article internally as the County will have paid for the full replacement cost.

a. If the cost of the garment repairs is more than 50% of the cost of a new garment, it shall be replaced with a new garment.

b. If the garment has more than three patches, it shall be replaced.

c. If the customer deems the garment repair unacceptable, the cost of repair shall be refunded to the County and a new garment provided.

d. Flame resistant clothing (Cotton) shall not be patched with a nylon patch.

e. Supplier will not impose a re-stocking fee on the County if an item is received damaged, incorrect product shipped, or Supplier customer service order entry error.

f. Supplier will not impose a re-stocking fee on the County for inventory that is returned but exchanged for other inventory.

10. Supplier Responsibility: Any uniform, determined by the County, to be damaged during cleaning by the Supplier, shall be replaced at no charge within five (5) days or less.

The Supplier shall keep repairable garments separated from routine laundry service garments until the garment has been repaired and returned to service. A loaner shall be provided of equal or better quality until repairs are completed.

11. Contract Close Out: Upon contract expiration, all rental/leased uniforms will be returned to the Supplier. Uniforms will be collected at the Detention Center, and the Supplier will be notified to schedule pick-up within thirty (30) calendar days. The County and the Supplier shall confirm, in writing, the condition of the uniforms at the time of return. The Supplier shall provide a computerized listing to the County for any missing uniforms within ten (10) calendar days following the pick- up and will provide an invoice for the agreed prorated amount of the missing uniforms. After confirmation and approval, the invoice(s) will be processed for payment.

12. Pinellas County Recognized Holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Friday after Thanksgiving Christmas Day December 25

*If New Years Day, or Christmas Day, fall on a Tuesday or Thursday, the preceding Monday or following Friday shall also be recognized as a holiday).