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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Finance
ORIGINAL
Subject: Resolution authorizing the
execution of an Annual Purchase Order
and a Service Agreement with
Prudential Overall Supply for City-wide
non-safety Uniform and Janitorial item
rental service.
From: Barbara Pachon, Finance
Director
Date: 12/6/99
Synopsis of Previous Council Action:
Recommended motion:
Adopt Resolution.
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/ Signature
Contact person: Barbara Pachon, Director of Finance
Phone: 5242
Supporting data attached: staff report & service agreement
Ward:
FUNDING REQUIREMENTS: Amount: $60,000
Source: Various Department Accounts
Finance~4;g/,--
Council Notes:
Agenda Item No. J9
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STAFF REPORT
SUBJECT:
Resolution authorizing the execution of an Annual Purchase Order and Service Agreement to
Prudential Overall Supply for City-wide non-safety uniform and janitorial item rental services.
BACKGROUND:
The City supplies uniforms for approximately 344 non-safety employees pursuant to the current
MOU. Upon determining the needs of all departments for uniforms and janitorial items, Request
for Quotations (RFQ) F-OO-30 was sent to six (6) vendors, 2 of which are located in the City of
San Bernardino, and to the San Bernardino Area Chamber of Commerce. The RFQ was also
advertised in the local newspaper and on the City's Web site.
Three (3) sealed bids were received, and the results of those bids are as follows:
Bidders
Location
Bid (based on 6 months use. 344 emplovees)
Prudential Overall Supply
Unifrrst
Cintas
Riverside
Ontario
Ontario
$ 36,316.40 (uniforms only)
$ 45,408.00 (uniforms only)
$147,121.92 (uniforms only)
For bid comparison purposes, prices of uniforms only were compared at the anticipated volume
necessary for six (6) months' use, since uniforms constitute the majority of the estimated costs.
All bidders were required to submit sample uniforms and janitorial items. Managers and
representatives from the using City departments inspected the samples, and the majority judged
the samples submitted by Prudential Overall Supply to be of superior quality and durability.
Upon comparing and analyzing the bids, it was also determined that Prudential Overall Supply
is the only vendor that meets all technical specifications. Cintas and Unifirst cannot supply
orange uniform shirts, which are essential to the safety of employees working in traffic areas.
Implementing a new uniform and janitorial item contract requires a large initial investment of
time by using City departments and their staff due to fitting of uniforms and orientation to
service procedures. Additionally, a considerable investment offunds is required of the successful
vendor to supply uniforms for approximately 344 City employees. As such, it is most beneficial
to the City to incorporate three (3) option year renewals in addition to the first year contract. The
Purchasing Manager shall negotiate any proposed price increases prior to the award of option
year renewals.
FINANCIAL IMPACT:
The estimated cost of this contract is $60,000 for the balance ofFY 99/00. All departments that
use uniforms and janitorial items have included funds for these items in their FY99/00 budgets.
There will be no additional financial impact to the budget beyond the projected $60,000 from the
execution of this Annual Purchase Order and Service Agreement.
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RECOMMENDED MOTIONS:
Adopt Resolution authorizing the execution of an Annual Purchase Order and Service
Agreement to Prudential Overall Supply for City-wide non-safety Uniform and Janitorial item
rental services.
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Resolution No.
RESOLUTION OF THE CI'lY OF SAN BERNARDINO AUTHORIZING THE
3 PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND I
SERVICE AGREEMENT, WITH THREE SINGLE YEAR RENEWAL OPTIONS, TO
4 PRUDENTIAL OVERALL SUPPLY FOR CI'lY-WIDE NON-SAFETY UNIFORM
AND JANITORIAL ITEM RENTAL SERVICE.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF I
SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Prudential Overall Supply is the lowest and best bidder for City-wide non-
safety Uniform and Ianitorial item rental services. Pursuant to this determination, the
Purchasing Manager is hereby authorized to issue an Annual Purchase Order and Service
Agreement (a copy of which is attached hereto as Exhibit "A" and incorporated in full herein),
with three single year renewal options, to Prudential Overall Supply in an amount not to exceed
$60,000 for the balance of Fiscal Year 1999/2000 for City-wide non-safety Uniform and
Janitorial item rental services.
SECTION 2. The authorization to execute the above referenced is rescinded if it is not issued
within sixty (60) days of the passage of this resolution.
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I HEREBY CERTIFY thaf the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
the
day of
1999, by the following vote, to wit
Council Members:
~
Nan
ESTRADA
LIEN
McGINNIS
SCHNETZ
SUAREZ
ANDERSON
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The foregoing resolution is hereby approved this
.1999.
Approved as to form and legal content:
James F enman, City Attorney
BY:
meeting thereof, held on
Abstain
Absent
City Clerk
day of
Judith Valles, Mayor
City of San Bernardino
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Exhibit . A.
SERVICE AGREEMENT
THIS AGREEMENT is entered into this day of . 1999, between
Prudential Overall Supply ("CONTRACTOR") and the CITY OF SAN BERNARDINO
("CITY)" .
WITNESSETH:
A. WHEREAS, CITY has need for City-wide non-safety uniform and janitorial item
rental and cleaning services (Uniforms) and,
B. WHEREAS, CONTRACTOR is competent, experienced and able to perform
said services: and,
C. WHEREAS, CONTRACTOR has provided the most advantageous and best
responsible bid for the providing of such services;
NOW THEREFORE, the parties hereto agree as follows:
1. CONTRACTOR shall furnish Uniforms in accordance with Request for Quotations (RFQ) F-OO-
30.
2. Over the term of this Agreement, CONTRACTOR shall be paid for such services an amount in
accordance with RFQ F-00-30 and CONTRACTOR's Bid and Statements.
3. CONTRACTOR shall provide proof of delivery with a monthly invoice in arrears and shall be
provided payment within thirty (30) days therefrom. CITY retains the right to challenge all or
any part of an invoice.
4. The initial term of this Agreement shall be effective from the date first shown above through
June 30, 2000 and is subject to termination by either party upon thirty (30) days written notice to
the other. There may be three one-year extensions at the discretion of CITY, and prices for
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renewal periods shall be negotiated with the Purchasing Manager up to thirty (30) days prior to
the expiration date of the current agreement period.
5. CONTRACTOR shall indemnify, defend and hold CITY, its officers, employees and agents
harmless from any claim, demand, liability, suit, judgment or expense (including, without
limitation, reasonable attorney's fees and costs of defense) arising out of or related to
CONTRACTOR's performance of this agreement, except that such duty to indemnify, defend
and hold harmless shall not apply where injury to person or property is caused by CITY's willful
misconduct or sole negligence. The costs, salary and expenses of the City Attorney and members
of his office in enforcing this Agreement on behalf of the City shall be considered as "attorney's
fees" for the purposes of this paragraph.
6. While not restricting or limiting the foregoing, during the term of this Agreement,
CONTRACTOR shall maintain in effect policies of comprehensive public, general, and
automobile liability insurance, in the amount of $1,000,000 combined single limit, and statutory
worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
Manager prior to undertaking any work under this Agreement. The policies shall name the CITY
as an additional insured and shall provide for ten (10) day notification to the CITY if said
policies are terminated of materially altered.
7. CONTRACTOR shall perform work tasks as directed by City staff identified in RFQ F-00-3D,
but for all intents and purposes, CONTRACTOR shall be an independent contractor and not an
agent or employee of the CITY.
8. In the performance of this Agreement and in the hiring and recruitment of employees,
CONTRACTOR shall not discriminate on the basis of race, creed, color, religion, sex, physical
handicap, ethnic background or country of origin.
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1 9. Any notice to be given pursuant to this Agreement shall be deposited with the United States
0 2 Postal Service, postage prepaid and addressed as follows:
3 TO THE CITY: David Batson, Purcha..;ng Manager
4 City of San Bernardino Purchasing Dept.
s 300 North 'D' Street
6 San Bernardino CA 92418
7 TO THE CONTRACTOR
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10 Nothing in this paragraph shall be construed to prevent the giving of notice by personal
11 service.
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1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day
0 2 and date first above shown.
3 Date: by:
4 Business Name
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6 Signature
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8 CITY OF SAN BERNARDINO
9 Date: by:
10 David Batson
11 Purchasing Manager
12 City of San Bernardino
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14 ATTEST:
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16 Rachel Clark, City Clerk
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18 Approved as to form
19 and legal content:
20 James F. Penman
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