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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Barbara Pachon, Finance
Director
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 Dust Control Item Rental
and Laundry Service.
Dept: Finance
ORIGINAL
Date: September 20, 2004
Synopsis of Previous Council action:
N/A
Recommended motion:
Adopt resolution
~~#A
Ignature
Contact person:
Barbara Pachon. Director of Finance
Phone:
ext. 5242
Supporting data attached:
Staff report and service agreement
Ward:
FUNDING REQUIREMENTS: Amount: $127.000
Source:
Various Department Accounts
Finance: ~"'7/%A
Council Notes:
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Agenda Item No. ~
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT:
Resolution authorizing the execution of an Annual Purchase Order and Service Agreement to Prudential
Overall Supply for Citywide non-safety "Uniform and Dust Control Rental and Laundry Service".
BACKGROUND:
The City supplies uniforms for approximately 280 non-safety employees. The last bid, (RFQ) F-00-30,
was effective December I, 1999 through June 30, 2001 plus three single year options. The current
contract, (RFQ) F-00-30 expired June 30, 2004. Upon determining the needs of all departments for
uniforms and dust control items, Request for Quotation, (RFQ) F-05-01 was sent to eighteen (18)
vendors, two (2) are located in the City of San Bernardino. The RFQ was also sent to the San Bernardino
Area Chamber of Commerce, advertised in the local newspaper and on the City's Web site. Four (4)
vendors attended the pre-bid conference and three (3) vendors responded. Originally, it appeared that
there was a large discrepancy between the two vendor bids, but after carefully rechecking the bids, and
speaking with both vendors, the results are as follows for approximately 280 employees:
Annual Cost l't Year Cost Annual Cost
Bidders Location Uniforms Name/Dent. Patches Dust Control
(1) Angelica Pomona No Bid
(2) Aramark San Bernardino $ 120,659.50 *** $ 13,860 * $ 3,148.60
(3) Prudential Riverside $ 115,172.72 $ 8,624 ** $ 3,204.50
Note: Vendor will provide and sew on patches.
* 280 employees, 11 uniforms each, $2.50 for department patch and $2.00 for name patch.
** 280 employees, 11 uniforms each, $2.00 for department patch and $ .80 for name patch.
*** Amount shown includes 5% local vendor allowance
Prices of uniforms only, at the anticipated volume necessary for twelve (12) months' use, were used for
the bid comparison. Uniforms constitute the majority of the estimated costs. All bidders were required to
submit sample uniforms and dust control items. Representatives from City departments who use uniforms
participated in the evaluation of samples received. They judged Prudential Overall Supply to be superior
in price and quality. Prudential Overall Supply met all requirements in the technical specifications.
Aramark, a local vendor, did not have the lowest overall prices after applying the 5% local preference.
Aztec Uniform and Towel Rental, also a local vendor, did not respond. The City is currently using
Prudential Overall Supply.
A considerable investment of funds is required of the successful vendor to supply uniforms for
approximately 280 City employees. As such, it is most beneficial to the City to incorporate a (3) three-
year option renewal in addition to the first year contract. The Purchasing Manager shall negotiate any
proposed price increases prior to the award of option years.
FINANCIAL IMPACT:
The estimated cost of this contract to include dust control items, replacement uniforms and
name/department patches for FY 04/05 is $127,000. All departments that use uniforms and dust control
items have included funds for these items in their FY 04/05 budgets. Prices for renewal years will be
dependent on individual department funding for these items.
RECOMMENDED MOTION:
Adopt Resolution.
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RESOLUTION OF THE MAY 0 ~OUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING T P RC~J1S~NG MANAGER TO
AWARD AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT, WITH
THREE SINGLE YEAR RENEWAL OPTIONS, TO PRUDENTIAL OVERALL
SUPPLY FOR CITYWIDE NON-SAFETY UNIFORM AND DUST CONTROL ITEM
RENTAL AND LAUNDRY SERVICE.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Prudential Overall Supply is the lowest and best bidder for the City-
wide non-safety Uniform and Dust Control Item Rental Service. Pursuant to this determination,
the Purchasing Manager is hereby authorized to issue and execute an Annual Purchase Order
and Service Agreement. respectively, (a copy of which is attached hereto as Exhibit "An and
incorporated in full herein), with three single year renewal options, to Prudential Overall
Supply in an amount of $127,000 for the Fiscal Year 2004/2005 for Citywide non-safety
Uniform and Dust Control Item Rental and Laundry Service. The Purchasing Manager is
authorized to issue a purchase order for the additional renewal year(s) if the unit price of the
uniforms, patches, and dust control items has not increased from the 2004/2005 fiscal year.
Costs for renewal years will be dependent on individual department funding for these items.
SECTION 2. The authorization to execute the above-referenced Purchase Order and
Service Agreement is rescinded if it is not issued and executed, respectively, within (60) sixty
days of the passage of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO
AWARD AN ANNUAL PURCHASE ORDER AND SERVICE AGREEMENT, WITH
THREE SINGLE YEAR RENEWAL OPTIONS, TO PRUDENTIAL OVERALL
SUPPLY FOR CITYWIDE NON-SAFETY UNIFORM AND DUST CONTROL ITEM
RENTAL AND LAUNDRY SERVICE.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held
day of
, 2004, by the following vote, to wit:
on the
Council Members:
AYES
NAYS
ABSTAIN ABSENT
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12 MCGINNIS
13
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15
ESTRADA
LONGVILLE
DERRY
KELLEY
16 JOHNSON
17 MCCAMMACK
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21
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2004.
22
Judith Valles, Mayor
City of San Bernardino
JAMES F. PENMAN.
City Attorney
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SERVICE AGREEMENT
THIS AGREEMENT is entered into this day of 2004,
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:
I. CONTRACTOR shall furnish Uniforms in accordance with Request for Quotations (RFQ)
F-05-01.
2. Over the term of this Agreement, CONTRACTOR shall be paid for such services an
amount in accordance with RFQ F-05-01 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, 2005 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
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): <1 - zo-d/ Item #
Vote: Ayes 1-'1 Nays h
Change to motion to amend original documents D
I (;, Resolution # '2(t)""1 ~ '"2 "IS
Abstain e- Absent -A-
Companion Resolutions
NulINoid After: <00 days /
Resolution # On Attachments: D
PUBLISH D POST D
I \- \ q _OL~
Note on Resolution of attachment stored separately: D
RECORD W/COUNTY D By:
Date Sent to Mayor:
Date of Mayor's Signature:
q-LI--o~
C\-Zc-04
'1-lL~CL
Reso. Log Updated:
Seal Impressed:
[B'""
a-
Date of Clerk/CDC Signature:
Date Memo/Letter Sent for Signature:
151 Reminder Letter Sent:
9 - 2-3- colt
Date Returned: '+0.;;19-<::,,,,\
Not Returned: D
2nd Reminder Letter Sent:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Yes --L
Yes
Yes
Yes
Yes
No By
No L- By
No L By
No /' By
No/
Copies Distributed to:
Animal Control 0 EDA 0 Information Services 0
City Administrator D Facilities D Parks & Recreation D
City Attomey Iff" Finance Ef Police Department D
Code Compliance D Fire Department D Public Services D
Development Services D Human Resources D Water Department D
Others: :2.-
Notes:
Ready to File:
Date1 tit\. ~
Revised 12/18/03
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
"04 SEP 24
IilEWV::'.' em CLH\
P3 :03
DATE:
September 23, 2004
TO:
Sheila Futch, Assistant Buyer
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Resolution 2004-295
At the Mayor and Common Council meeting of September 20, 2004, the City of San Bernardino
adopted Resolution 2004-295 - Resolution authorizing the Purchasing Manager to award an
annual purchase order and service agreement, with three single-year renewal options, to
Prudential Overall Supply for citywide non-safety uniform and dust control item rental and
laundry service.
Attached is one (1) original agreement. Please obtain signatures in the appropriate locations and
return the original agreement to the City Clerk's Office as soon as possible, to my attention.
Please be advised that the resolution and agreement will be null and void if not executed
within 60 days, or by November 19, 2004.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
I hereby acknowledge receipt of the above mentioned documents.
Signed: ~~ (}-,~l~~
Date: ~, ?- 3/ () y-
Please sign and return