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HomeMy WebLinkAboutC34100 - Desert Willow Golf Resort Clubhouse - Maintenance Department Uniform ServicesContract No. C34100 CITY OF PALM DESERT ` ECONOMIC DEVELOPMENT STAFF REPORT REQUEST: APPROVE A THREE YEAR LEASE AGREEMENT BETWEEN THE DESERT WILLOW GOLF RESORT AND UNIFIRST, CORP, ONTARIO, CALIFORNIA, IN THE AMOUNT OF $28,879.28 FOR CLUBHOUSE AND MAINTENANCE DEPARTMENT UNIFORM SERVICES SUBMITTED BY: Martin Alvarez, Director of Economic Development APPLICANT: UniFirst, Corp. 700 South Etiwanda Ave., Suite C Ontario, California 91761 DATE: January 8, 2015 CONENTS: RFP UniFirst Proposal/Lease Agreement Recommendation By Minute Motion, approve a three-year Lease Agreement between the Desert Willow Golf Resort and UniFirst Corporation, Ontario, California, to provide uniform services for Desert Willow Golf Resort in the amount of $28,879.28 (includes tax). Funds for the Lease Agreement are available in Golf Course Expenses, Account No. 520-4195-495-8091. Background The Desert Willow Golf Resort Uniform Services lease agreement expired at the end of 2014. On November 24, 2014, staff conducted a Request for Proposals (RFP) process to supply the Desert Willow clubhouse and maintenance departments with hotel quality uniforms and service for a three-year period, with two (1) year extensions requiring City Council approval. A new lease agreement would provide uniforms for approximately 48 employees that will include uniform repair, cleaning, replacement, and tracking. Desert Willow is an award winning golf resort that has a unique identity and strives for excellence in all Staff Report Approve of Lease Agreement with UniFirst, Corp January 8, 2015 Page 2 of 2 Contract No. C34100 areas of service. These new uniforms allow for staffs' appearance and presentation to be a reflection of the Desert Willow Golf Resort's quality of service and golf course play. On December 12, 2014, staff received three proposals. Below is a summary of the proposals that were submitted: Company Name Location Proposal Cost UniFirst, Corporation $28,879.28 Prudential Overall Indio, CA $29,134.56 Cintas, Corporation Ontario, CA $53,210.48 Staff recommends approval of a three-year lease agreement between the Desert Willow Golf Resort and UniFirst Corporation to provide uniforms and uniform services in the amount of $28,879.28. Desert Willow Golf Resort and City staff has thoroughly reviewed the proposals submitted, including the terms of the lease agreement. Staff has determined that the terms of the lease agreement are reasonable. The new annual cost to provide these services is approximately $9,000 less than the previous uniform lease agreement. Fiscal Analysis No appropriation is required; funding is available in the current Desert Willow budget. Submitted By: rtin Alvarez Director of Economic Development R7eWO__� PVjl S. Gibson, Director of Finance n M. Wohlmuth, City Manager Department Head: Rudy Acosta Assistant City Manager \\srv-fl2k3\groups\rdaWartin Alvarez\DesertWlllow\Uniforms\DW Uniforms-UnifirstSR 1-8-15.doc SOLICITATION FOR SUBMISSION OF PROPOSALS FOR THE CITY OF PALM DESERT — DESERT WILLOW GOLF RESORT MAINTENANCE AND CLUBHOUSE UNIFORM SERVICE — FOR FISCAL YEAR 2014-2015 City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 November 26, 2014 GARda\Martin Alvarez\Desert Willow\Uniforms\Uniformrfp Fy14-15.Doc TABLE OF CONTENTS Notice of Inviting Sealed Proposals Instructions to Bidders Bidder Information Proposal Questionnaire Bid Specifications Page 2 NOTICE OF INVITING SEALED BIDS PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert invites sealed proposals to purchase MAINTENANCE AND CLUBHOUSE UNIFORM SERVICE for the Desert Willow Golf Resort. The City of Palm Desert will receive the proposals in the office of the City Clerk up to the hour of 3:00 p.m. on Friday the12th of December, 2014, at which time they will be publicly opened. Request for Proposal packets are available at Desert Willow Golf Resort Clubhouse, located at 38995 Desert Willow Drive, Palm Desert, California 92260. It is the responsibility of the bidder to see that any bids sent through the mail have sufficient time to be in the hands of the City Clerk prior to the bid closing date and time. The receiving time at City Hall will be the governing factor on acceptability of bids. Electronic or telephone bids will not be accepted. Bids must be prepared on the approved proposal forms and submitted in a sealed envelope plainly marked on the outside "SEALED BID FOR MAINTENANCE AND CLUBHOUSE UNIFORM SERVICE — DO NOT OPEN WITH REGULAR MAIL." Bids should be addressed to Office of the City Clerk, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260. The complete proposal packet includes: 1) Vendor Proposal and 2) Bidder Information forms. All forms must be fully completed and submitted for the proposal to be considered responsive. The City reserves the right to reject any or all bids, to waive any irregularity, to accept any bid or portion thereof, and to take all bids under advisement for a period of sixty (60) days. Requests for additional information should be directed to Derek White, General Manager at (760) 346-0015. BY ORDER OF the City Council of the City of Palm Desert. Dated this 26th day of November 2014. RACHELLE KLASSEN, CITY CLERK CITY OF PALM DESERT Page 3 INSTRUCTIONS TO BIDDERS The City of Palm Desert is currently soliciting bids for the purchase of MAINTENANCE AND CLUBHOUSE UNIFORM SERVICE for Desert Willow Golf Resort located at 38-995 Desert Willow Drive, Palm Desert, California 92260. Successful bidders should complete the Proposal Specifications and Bidder Information forms and submit in a sealed envelope plainly marked on the outside "SEALED BID FOR MAINTENANCE AND CLUBHOUSE UNIFORM SERVICE — DO NOT OPEN WITH REGULAR MAIL." The proposal is due in the office of the City Clerk no later than 3:00 p.m. on Friday, December 12, 2014. Proposals received after that time will not be accepted. Form of Proposal. The proposal must be made on the form of Vendor's Proposal, which is included in the Contract Documents and must be completely filled in, dated and signed. If provision is made for alternatives, they must all be bid, unless otherwise provided in the Special Provisions. Bids must be submitted on all items and schedules included in the Contract Documents. FAILURE TO BID ON ALL ITEMS AND SCHEDULES MAY RESULT IN THE BID BEING REJECTED AS NON -RESPONSIVE. Documents - Specifications. The specifications attached are a listing of the required uniforms, mats and towels used at the golf resort, but is not a catch- all of the total products which may be required. The products requested are at the sole discretion of the golf course superintendent, and is contingent on several underlying conditions. Potential bidders are cautioned that the successful bidder incurs duties and obligations under all of the Documents and that they should not merely examine the Specifications in making their bid. License. To be considered, a potential bidder must have the kind of license required under provisions of the California Business and Professions Code for the work covered in its Proposal when its bid is submitted. This includes a joint venture formed to submit a bid. Additionally, the Vendor must possess a current City of Palm Desert Business License, or provide proof of exemption. Interpretation of Documents. Discrepancies, omissions, ambiguities, and requirements likely to cause disputes between trades and similar matters shall be promptly brought to the attention of the CITY/Desert Willow Golf Resort, in writing, and to the attention of Derek White, General Manager Kemper Page 4 Sports Management, at dwhite@desertwillow.com. When appropriate, Addenda will be issued by the Desert Willow Golf Resort/City of Palm Desert. No communication by anyone as to such matters except by Addenda affects the meaning or requirements of the bid documents. Addenda. CITY reserves the right to issue Addenda to the bid documents at any time prior to the time set to open bids. Each potential bidder shall leave with the CITY its name, address, phone number, and fax number, an e-mail address for the purpose of receiving Addenda. CITY will cause copies of Addenda to be mailed or delivered to such names at such addresses. To be considered, a Vendor's Proposal must list and take into account all issued Addenda. Bids, to be acceptable, must acknowledge receipt of all Addenda. Bids. Total Price Bids are required for each anticipated annual total cost of the MAINTENANCE UNIFORM SERVICE required. All annual Price Bids, for each calendar year and optional extensions, will include any price increases if applicable. The actual financial obligation between the City of Palm Desert's Desert Willow Golf Resort and the winning bidder shall be solely on actual items purchased. The amount of the bid for comparison purposes will be the total of all items. In case of discrepancy between the item price and the total set forth for the item, the item price shall prevail, provided however, if the amount set forth as an item price is ambiguous, unintelligible or uncertain for any cause, or is omitted, or in the case of unit basis items, is the same amount as the entry in the "total column", then the amount set forth in the "Total" column for the item shall prevail. The evaluation of bids and award of contract shall be the exclusive decision of the City. The City reserves the right to award separate schedules to separate bidders, or all schedules to a single bidder, based upon the lowest responsible, responsive bid. Approval of Purchase. Approval by the City Council at a meeting regularly called and held, of a Vendor's Proposal authorizes the City to purchase uniform, mat and towel services up to the total bid price, on an as needed basis. The City shall mail or deliver to the lowest responsible bidder the Notice of Award of bid acceptance. City's execution of the purchase order is contingent upon Bidder's submission of all documents required of Bidder. Qualifications of Bidders. No award will be made to any bidder who cannot give satisfactory assurance to the City as to their own ability to carry out the terms of the purchase order, both from a financial standing and by reason of previous experience as a vendor on work of the nature contemplated in this request for proposal. The bidder may be required to submit its record of work of Page 5 similar nature to that proposed for this bid, and unfamiliarity with the type of work may be sufficient cause for rejection of bid. Government Code Section 4552. In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Section) * or under the Cartwright Act (Chapter 2 commencing with Section 16700) or Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the awarding body tenders final payment to the Vendor, without further acknowledgment by the parties. * 15 U.S.C.A. Chapter 15 Requests for Information (RFO. In the event of a request for information regarding bidding information, all requests must be sent to Derek White, Desert Willow Golf Resort, 38-995 Desert Willow Drive, Palm Desert, CA 92260, telephone number 760-346-0015 or dwhite(cD_desertwillow. com. All requests must be in writing and delivered or mailed to the above location or emailed. Faxed RFI's are not acceptable. The specifications/products are based on the orders typically made for the Desert Willow Golf Resort. The listed items are exactly the products required for the Desert Willow Golf Resort. Brand or trade name - Substitute of equals If a potential bidder believes he knows of an equal to a specified brand or trade name which is not mentioned in the request for proposal, then such potential bidder may so advise the City's Representative of such fact, giving all relevant information. If appropriate, an addendum will be issued as to the alleged equal provided that such issuance may be accomplished at least 5 days before the time fixed for opening bids. Unless the subject product is expressly designated for matching others in use in a particular public improvement either completed or in the course of completion, any bidder may, as part of its bid proposal, include a request for substitution of an item equal to any specified brand or trade name. The vendor may submit to the City's Representative data substantiating such a request, and the difference, if any, in cost. The Desert Willow Golf Course Superintendant shall promptly investigate the request and make a recommendation to the City of Page 6 Palm Desert as to equality and acceptance as part of the bid. The City shall promptly determine whether the substitute is equal in every respect to the item specified, and approve or deny the request accordingly, and shall notify the vendor of the determination made, in writing of the decision. Unless the request is granted, substitution will not be permitted. Pricing of products It is beneficial to the bidder to provide pricing on all items so that an accurate price comparison can be made. In addition to providing the item's list price and discounted price, a percentage discount for each item should also be included that would be made available to the City regardless of the list price. Failure to provide the requested information may be considered non -responsive and result in disqualification of the proposal. Additionally, as part of the proposal review, a comparison will be conducted between prices offered on the bidder's retail site and the proposed bid prices. Note, that the award of the purchase order is based on a number of criteria including price, discount, agreement to limit changes in price, and the bidder's ability to provide the requested products timely. Bidders should base their quote on the best available pricing to the City of Palm Desert rather than on a tiered basis or plan, as the purchase order will be awarded based on the quotes submitted. Percentage discounts should be honored for the duration of the purchase order which shall be the fiscal year or a part thereof, depending on the date of the purchase order. Page 7 VENDOR'S PROPOSAL FOR COURSE MAINTENANCE DEPARTMENT UNIFORM SERVICE FOR THE CITY OF PALM DESERT- DESERT WILLOW GOLF RESORT Introduction: Desert Willow Golf Resort is a premier public owned golf resort in the City of Palm Desert. We are currently seeking proposals to supply the resort's course maintenance department with uniforms and cleaning services year round for a 36 month period. Desert Willow Golf Resort expects the highest quality products and services from its vendors consistent with other world class resorts in the region. Vendor Overview: Prospective vendors should have experience and quality references in the Greater Coachella Valley. Desert Willow will make the final determination as to the quality of the vendor's products and services based on careful evaluation of samples, references and resources. Potential suppliers should have the below criteria within their business structure to be considered prospective suppliers for Desert Willow Golf Resort: Company Experience/Products a) The proposed uniform supply must be Professional Quality; preferably manufactured by the same Company offering the weekly services to ensure consistent fit, garment /wash quality, turnaround, and supply stock. b) Company should Service locally and have references within the desert region with high image/service requirements to be called on by Desert Willow prior to award. Company Service a) A proposed service/personnel plan should accompany the proposal including weekly service representative tenure and direct contact information. Service and General Management contact should be included including a -mails and best contact numbers. Page 8 b) Company should have the portable computers vs. handwriting all changes to ensure all changes are done on the delivery day and automated for a one week average turnaround. c) Company should have an automated barcoding system to track garments and a manual counting system beyond the weekly pre-printed invoice to allow for multiple validation methods ensuring consistent delivery of picked up product. d) All garments should be hand inspected each week by vendor and automatically tagged for replacements due to normal wear and tear. An operational tour should be available to validate that this is being done. e) All normal wear replacements should be done at no charge for the replacement garment. Department Service Descriptions • Below Department is serviced with Uniforms with on weekly pick-up and delivery schedule. • All soiled garments are to be picked up weekly and delivered clean on the same day the following week. • Below numbers are approximate and subject to change based on the resorts business needs • Final colors, styles and embroidered logo placement are to be determined by the Resort GOLF COURSE MAINTENANCE Golf Maintenance: Approximately: 48 Employees - This department will require an industrial work shirt and work pant. This garment should be made of a durable poly/cotton material as well as feel light weight and come in short and long sleeve. Heavy Duty Shop Coats and Coveralls are supplied to three (3) mechanics - Availability of Desert Willow and/or Kemper logo's on patches that are heat sealed onto garments vs. threading due to irritability. Page 9 Non -Garment Services Maintenance ITEM Weekly Quantity 3x4 or 3x5 Entry Mats 4 - Shop Towels 350 8 Bank Lockers (Extra Wide Preferred) 9 Soil Lockers 2 Housekeeping ITEM Weekly Quantity - 3x5 Scrapper Mat 1 Page 10 Contract No.C34100 Bid Breakdown Months 1-12 Rental Replacement Description/Item * Quantity Amount Cost Weekly Cost MAINTENANCE UNIFORMS (48 Employees) /Oc$� 1 Industrial 65/35 Poly/Cotton Work Shirt y3 Industrial 65/35 Poly/Cotton Work Pant /� • 1st.- / Industrial 65/35 Ploy/Cotton Coverall 3 . c�� ao O,Z Heavy Duty Shop Coats 3 • 31 • O0 93 TOTAL WEEKLY RENTAL PRICE $ TOTAL ANNUAL RENTAL PRICE (52 Weeks) $ Months 13-24 Rental Replacement Description/Item * Quantity MAINTENANCE UNIFORMS (4.5 Employees) 6 Amount Cost Weekly Cost /g3 /to� Industrial 65/35 Poly/Cotton Work Shirt Industrial 65/35 Poly/Cotton Work Pant 3s6z Industrial 65/35 Ploy/Cotton Coverall 3 -JIM RZ1y8/ ovo Heavy Duty Shop Coats 3 .316Z TOTAL WEEKLY RENTAL PRICE $ g< O TOTAL ANNUAL RENTAL PRICE (52 Weeks) $ 6uS Mg If Page 11 Contract No. C34100 Months 25-36 Rental Replacement Description/Item * Quantity Amount Cost Weekly Cost MAINTENANCE UNIFORMS (4� Employees) 10A x8GM3 Industrial 65/35 Poly/Cotton Work Shirt %� •acJ z yg •• y� Industrial 65/35 Poly/Cotton Work Pant .a,�� M. g . ,3,5 Industrial 65/35 Ploy/Cotton Coverall 3 .3'1 �4- 97 1,061 Heavy Duty Shop Coats 3 •3�is �.� . $0 ?67S TOTAL WEEKLY RENTAL PRICE $ /p90. 90 TOTAL ANNUAL RENTAL PRICE (52 Weeks) $ / oI7• Disclosure for award to New Vendor based on the expiration date of the current Vendor's service agreement (services described below) if incumbent is not awarded maintenance uniform services. ENTRY MATS Description/Item * Rental Replacement Quantity Amount Cost Weekly 3' x 4' Entry Mats 4 3s• ` v, 8 `i' 65 6.6 o 3' x 5' Scrapper Mats 1 4S.00 �z ( Z • oy 2 • °iD TOWELS Description/Item * Rental Replacement Quantity Amount Cost Weekly Shop Towel Red 200 .35 -,/00 am . oss 00 Green Terry Towel 150 • 35 300 65�0 , 095' Zs OTHER Description/Item * Rental Replacement 8 Bank Lockers (Maint ) 7 385. 00 Soiled Laundry Lock Units 4 CM, 00 Quantity Amount Cost 'T 1_ n/ G 14 n/ c Weekly 0.00 Page 12 Contract No. C34100 TOTAL WEEKLY RENTAL PRICE $ 23. ' TOTAL ANNUAL RENTAL PRICE (52 Weeks) $ /760• The total bid price is based on anticipated annual rental of the specified items noted above, rented incrementally through -out the fiscal year. A purchase order will be issued for the anticipated cost of the bid; however, the obligation of the City will be based solely on the actual items rented. TOTAL AMOUNT OF ANNUAL BID IN FIGURES Year 1$1 399. 41( Year 2 $ /, 6,1. ya8 Year 3 $ TOTAL AMOUNT OF ANNUAL BID IN WORDS IN WITNESS WHEREOF CONTRACTOR executed this proposal as of date set forth on Page C-1: By; ,ra j'/ a 10Y.4sv . Signature (Must Be Notarized) Title: Contractor ACCEPTED BY: JOHN M. WOHLMUTH, City Manager DATED: Page 13 Contract No. C34100 BIDDER INFORMATION The undersigned has carefully examined the documents pertinent to this proposal and hereby offers and submits the above price in consideration of the Proposal Requirements, attached hereto and a part of this offer and proposal. Company: Authorized signature: Contact Name (please print): Title: Individual, Partnership, or corporation: _L.Q rn6raA-tdLi Address: City: State, Zip: Telephone: FAX: E-mail address: Date: G?0 C1 390 - Page 14