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HomeMy WebLinkAboutC31650 Uniform Rental and Laundry ServicesContract No. C31650 CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: AWARD CONTRACT NO. C31650 FOR INDUSTRIAL UNIFORM RENTAL AND LAUNDRY SERVICES TO PRUDENTIAL OVERALL SUPPLY OF NORTH PALM SPRINGS, CALIFORNIA, IN THE AMOUNT OF $15,974.40 SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Prudential Overall Supply 19020 N. Indian Canyon Ave # C-11 North Palm Springs, CA 92258 DATE: May 10, 2012 CONTENTS: Agreement Proposal Recommendation By Minute Motion: 1. Award Contract No. C31650 for Industrial Uniform Rental and Laundry Services to Prudential Overall Supply of North Palm Springs, California, in the amount of 15,974.40; and 2. Authorize the Mayor to execute the Agreement. Funds are available for this purpose in General Fund Account No. 110-4310-433-2140, Street Maintenance / Supply -Uniform Rentals. Backaround The items covered under this rental service agreement are work uniforms for maintenance services personnel (including street maintenance workers) and building maintenance staff, as well as shop towels, cleaning towels, mops and entryway floor mats. Generally, this type of agreement requires an initial start-up expenditure on the part of the vendor to purchase and customize the uniforms that will be supplied to City staff. Should the contract be bid on an annual basis, the cost to the City would increase significantly. Therefore, the City Attorney has approved a multi -year service agreement. The term of this contract is three years (July 1, 2012, through June 30, 2014). The Staff Report Award Industrial Uniform Rental to Prudential May 10, 2012 Page 2 of 2 Contract No. C31650 agreement makes no provision for a contract extension, and does not make available a cost of living increase during the term of the contract. It also contains contract termination language that will permit the City to terminate the contract rather than incur debt beyond its ability to pay in future years. The subject contract was advertised in the local media requesting sealed bids. On Tuesday, April 17, 2012, at 2:00 p.m. sealed bids were opened and read aloud, with the following bid received: Prudential Overall Supply of Ontario, CA $ 15,974.40 ($5,324.80/year) Staff has reviewed the proposal from Prudential Overall Supply and determined that all specifications and provisions of the bid have been met. There is an Additive Alternate Bid item to supply short -sleeve T-shirts during the summer months. The total amount for this additional service is $4,667.52 for the three year agreement ($1,555.84 per year). Due to the high temperatures of the summer, the Additive Alternate Bid Item is included in the contract award. Fiscal Analysis This is an on -going maintenance activity with no fiscal impact beyond the contract amount. Staff budgeted $12,000 for FY2012-13. The contract amount for one year is $5,324.80; a savings of $6,675.20. Allocation for years two and three of the contract will occur as part of future budgeting process. Prepayed By: .1_ _ ;rfiandez nce Services Manager Paul S. Gibson, Director of Finance Approval: Wohlmuth, City Manager t Mark GOeqWood, P.E. Direct of/Public Work CITY COUNT TCILACTION APPROVI?D ►� RECI?IVEU DENIED MEF"TING DATE 15 -lC--�C1� AYES: LLSSM, Eiu iw am i K . hr_Me-11 Sn NOES: Nc�� ABSENT: N UOL ABSTAIN: VERIFIED BY: Original on File with City Clerk's -Office Contract No. C31650 INDUSTRIAL UNIFORM RENTAL AND LAUNDRY SERVICES 2012 AND RELATED SUPPLIES CONTRACT NO. C31650 AGREEMENT This AGREEMENT is made and entered into this 1 Oth day of May 2012 , by and between City of Palm Desert, California, hereafter called "Owner" "City" or "Agent" and Prudential Overall Sopll , hereinafter called "Contractor." WITNESSETH: WHEREAS, on April 4, 2012 , City invited bids for Industrial Unifortn Rental and Laundry Services 2012 and Related Supplies; and WHEREAS, pursuant to said invitation, Contractor submitted a proposal, which was accepted by City for said services; and WHEREAS, Contractor has re-examined its Bid Proposal and found it to be correct, NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: TERM. The term of this Agreement shall be from July 1, 2012, through June 30, 2014, or to such later date as may be agreed in writing between parties. This contract allows for an option of two one-year contract extensions based on Contractor's performance and mutual agreement. CITY'S OBLIGATIONS. For furnishing services, as specified in this Agreement, City will pay and Contractor shall receive in full compensation, therefore the total sum Fifteen Thousand Nine Hundred Seventy -Four Dollars and Forty Cents ($) 15,974.40 as set forth in the Contract Documents and adopted by City. CONTRACTOR'S OBLIGATION For, and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to furnish the services and to do everything required by this Agreement and the Specific Terms and Conditions. HOLD HARMLESS AND INDEMNIFICATION. Contractor agrees to defend, indemnify, and hold harmless City of Palm Desert and its officials, employees, and agents from and against all claims lawsuits, liabilities or damages of whatsoever nature arising out of our connection with, or relating in any manner to, any act or omission of Contractor, his agents, employees, and subcontractors and employees thereof in connection with, the performance or non- performance of this Agreement. The Contractor shall thoroughly investigate any and all claims and indemnify City and do whatever is necessary to protect City of Palm Desert and its officials, employees, and agents as to any such claims, lawsuits, liabilities or damages. Page 1 Contract No. C31650 AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing, signed by the Contractor and approved by the City Council of the City. TERMINATION. If, during the term of this Agreement, City determines that Contractor is not faithfully abiding by any term or condition contained herein, City may notify Contractor in writing of such defect or failure to perform; which notice must give Contractor a three-day notice of time thereafter in which to perform said work or cure the deficiency. If Contractor fails to perform said work or cure the deficiency within the three (3) days specified in the notice, such shall constitute a breach of this Agreement and City may terminate this Agreement immediately by written notice to Contractor to said effect. Thereafter, except as otherwise set forth herein, neither party shall have any further duties, obligations, responsibilities, or rights under this Agreement except, however, any and all obligation of Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination hereof. In said event, Contractor shall be entitled to the reasonable value of its services performed from the beginning of the period in which the breach occurs up to the day it received City's Notice of Termination, minus any offset from such payment representing City's damages from such breach. City reserves the right to delay any such payment until completion of confirmed abandonment of the project, as may be determined in City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall Contractor be entitled to receive in excess of the compensation quoted in its bid. The City Council may terminate the contract with 30 days written notice for any reason. INCORPORATED BY REFERENCE. The Notice Inviting Bids; Bid Terms and Conditions; Instructions to Bidders, General Terms and Conditions; Specific Terms and Conditions; Contractor's Proposal Submission Forms; Contractor's Service Agreement; Attachments; Exhibits; Addendum Nos. 0 ; Change Orders; additional or supplemental specifications, drawing, maps or diagrams; and City -issued forms relating to this project, are hereby incorporated in and made a part of this Agreement. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by this reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. ANTI -DISCRIMINATION. In the performance of the terms of this Agreement, Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of any person because of the age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. AUDIT. City shall have the option of inspecting and/or auditing all records and other written material used by Contractor in preparing its statements to City as a condition precedent to any payment to Contractor. Page 2 Contract No. C31650 NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail, return receipt requested, addressed as follows: To City: Office of the City Clerk City of Palm Desert 73 -5 10 Fred Waring Drive Palm Desert, CA 92260 To Contractor: Nick Miranda Prudential Overall Supply 19020 N Indian Canyon Ave #C-I I North Palm Springs, CA 92258 LITIGATION COSTS. In the event an action is filed by either party to enforce any rights or obligations under this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs, in addition to any other relief granted by the court. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do warrant that each individual executing this Agreement on behalf of each party is a person duly authorized. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first hereinabove written. CITY OF PALM DESERT A Municipal Corporation ROBERT A. SPIEGEL, MAYOR CITY OF PALM DESERT, CALIFORNIA ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY PRUDENTIAL OVERALL SUPPLY Contractor APPROVED AS TO CONTENT: MARK GREENWOOD, P .E. DIRECTOR OF PUBLIC WORKS Page 3 Contract No. C31650 CONTRACTOR NOTARY ACKNOWLEDGMENT State of California } } SS County of Riverside } On , 20 , before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature CITY NOTARY ACKNOWLEDGMENT State of California } } SS County of Riverside } (Seal) On , 20 , before me, , a Notary Public, personally appeared , who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature (Seal) Page 4 INDUSTRIAL UNIFORM RENTAL AND LAUNDRY SERVICES 2012 AND RELATED SUPPLIES CONTRACT NO. C31650 CONTRACTOR'S PROPOSAL BEGINS WITH THIS PAGE CONTRACTOR'S PROPOSAL AND ATTESTATION OF BIDDER: TO: CITY CLERK City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 The undersigned declares that he/she has carefully examined the Bid Terms and Conditions, the General Terms and Conditions, the Specific Tenns and Conditions, and the Attachments accompanying the Notice Inviting Sealed Bids; that he/she is thoroughly familiar with the contents thereof, and is authorized to represent the bidding firm and propose services to City of Palm Desert. It is understood that the price shown hereon includes all routine and seasonal maintenance described in the specifications. The costs of any work shown or required in the Specifications, but not specifically identified as a Contract Pay Item are included in the Contract Pay Items, and no additional compensation shall be due Contractor by virtue of Contractor's compliance with the Specifications. TOTAL THREE-YEAR CONTRACT AMOUNT OF BASE BID IN FIGURES $ 1 ► �Sn�rs . !E S. TOTAL THREE-YEAR CONTRACT AMOUNT OF BASE BID IN WORDS 'e-I--T- 0,-Awf't'_NoAvc(k '�;sL Di'llift-C ,a.na Undersigned hereby acknowledges receipt of the number of Addendums circled (you MUST circle a number) (0-) 1 2 3 4 5 Address: tWG t C e d _, c � 1 Telephone: I k °r _ C _ Fax: 7 c,_ q Bid Pr ared B : i NLautla— Title: CQf ,r ; vC Signature: �� //, ® Date: CTOR'S PROPOSAL CONTINUES ON NEXT PA GE C31650 SECTION I, CONTRACT DOCUMENTS page 7 CONTRACTOR'S PROPOSAL SUBMISSION FORMS NOTARY ACKNOWLEDGMENT FOR TOTAL BID AMOUNT AND ATTESTATION OF BIDDER IN WITNESS WHEREOF, CONTRACTOR executed this proposal as of date set forth in Section 1, Contract Documents, on Page 7: S. A. BARDSNES n •� 97 : ' NOTAAR�Y PUBLIC I$p30 RNIA State of Califlo ' ) RIVERS"DE COUNTY 0 IFon+'COMM, EXPIRES SEPT. 13, 2012 F" County of ) On `7 - / 7 ` 2 0 Z— before me, personally appeared %Ut ' 0 6L C who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. (Seal) CONTRACTOR'S PROPOSAL CONTINUES ON NEXT PAGE C31650 SECTION 1, CONTRACT DOCUMENTS Page 8 CONTRA CTOR'S PROPOSAL (CONTINUED) ITEM DESCRIPTION UNIT PRICE # SUPPLIED WEEKLY WEEKLY CHARGE CONTRACT PRICE (36 MONTHS) 1 Contract initiation set-up costs $ 2 Uniforms $ 0' (s � � 80 $ . u 3 Terry towels $ U 50 , z c $ 4 Shop towels $ �, S 25 $ S c' 5 Dust mops $ Q. q 1 1 �? $ i . '1a 6 Wet mops $ 4 5 a D $ 7 a C 7 Safety mats, 3' x 5' $ ` (,Cc 4 • - L) $ ,y C 8 Other (specify):,kft $ 0 $ 9 Other (specify). mNkf $ o ` Li$ �, TOTAL CONTRACT AMOUNT IN NUMBERS: TOTAL CONTRACT AMOUNT IN WORDS: 66(o NitAg +AT1m apt 4myyeA -5 i DOLLARS AND %VIhTE i c��� % CENTS TOTAL CONTRACT AMOUNT MUST MATCH TOTAL CONTRACT AMOUNT GIVEN ON PAGE 7. ADDITIVE ALTERNATE BID AMOUNT TO BE ADDED TO THE ABOVE QUOTED PRICE IF THE SPECIFIED CHANGE IN THE SCOPE OF THE CONTRACT IS ACCEPTED BY CITY: # CONTRACT ITEM DESCRIPTION UNIT PRICE SUPPLIED WEEKLY PRICE WEEKLY CHARGE (36 MONTHS) 1 Additional contract initiation set-upcosts F/////, E M, $ 2 Uniform shirts $ 80 �,�C� �` $ q 3 Other (specify): $ $ 4 Other (specify): $ $ TOTAL ADDED AMOUNT IN NUMBERS: $ $ TOTAL ADDED AMOUNT IN WORDS: {{ _ r 'A use , 6 S� t �tlWI NUA S UaOj '�Wjj DOLLARS AND CENTS CONTRACTOR'S PROPOSAL CONTINUES ON NEXT PAGE C31650 SECTION I, CONTRACT DOCUMENTS Page 9 CONTRA CTOR'S PROPOSAL (CONTINUED) It is understood that the number of units provided from week to week will fluctuate due to illnesses, vacations, and staffing changes. By submitting this bid, Contractor agrees to bill weekly for the actual number of units provided or serviced. Company rqu.�o N-ILIAllm"k C'aw kim five 1011-C Address NiCV AA In Name of idd C Sign tur, 4 `7[ Telephone Please provide at least three references: Contract Amount Title IC! � D to 7kC- aci-ker Fax REFERENCES Initiation/ of Work Completion Dates i,, e Contact Person V1C1� ►,1 Li tl = Name &AiAlyawKaiffBusiness Name ttt'al•c* QAgg?( Address a ii S I Phone —Arc t't ifiVi �) Name XC 0 mliyzo! 'W Business Name (S}tti �hGii r Address Phone T ItIC% 966 rkA5 _i 0 I <� W t% c 5 Ui C31650 SECTION 1, CONTRACT DOCUMENTS 9yiVY I S 1- N�Ik N Name I'd Business Name Address wtctY G-�i - Phone Page 10 CONTRACTOR'S PROPOSAL CONTINUES ON NEXT PAGE Incorporated by Reference <Please insert a copy of your company's Service Agreement.> C31650 SECTION I, CONTRACT DOCUMENTS Page I 1 INDUSTRIAL UNIFORM RENTAL AND LAUNDRY SERVICES 2009 AND RELATED SUPPLIES CONTRACT NO. C28780 NONCOLLUSION DECLARATION TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID The undersigned declares: I am the Cc rtXic.k SeicS 12eiav-cjj�*hew' j of C ALAh-WAVOU 1,102[V , the party making the foregoing bid. The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on Aar 1 10 20 13- , at O 1t,11o� A S ( City State Printed Name C31650 SECTION 1, CONTRACT DOCUMENTS Page 12 INDUSTRIAL UNIFORM RENTAL AND LAUNDRY SERVICES 2009 AND RELATED SUPPLIES CONTRACT NO. C28780 EXTRA WORK PRICING SCHEDULE ITEM UNIT REPLACEMENT PRICE Uniform pant $ j 1 p Uniform shirt - Streets - short sleeve $ 10, Uniform shirt - Streets - long sleeve $ �� S Uniform shirt — Non -Streets - short sleeve $ S' Uniform shirt — Non -Streets - long sleeve $ S- T-shirt - Streets $ T-shirt — Non -Streets $ c Terry towel $ Shop towel $ Dust mop $ Wet mop $ W ZZ Safety mat, 3' x 5' $ Other (specify): �� l- CI rS $ q� 6 c d Other (specify): La v i 1f1�L- �oC $1 c/ 7, a u CONTRACTOR'S PROPOSAL CONCLUDES ON THIS PAGE C31550 SECTION], CONTRACT DOCUMENTS Page 13 1 vendt UPi STATEMENT OF RESOURCES FOR CITY OF PALM DESERT C31650 PRUDENTIAL OVERALL SUPPLY has been in business for over 80 years and we have been serving the needs of numerous organizations in Palm Desert, the Coachella Valley and several other states. We have two locations strategically placed for the City of Palm Desert. Our main facility is located 20 minutes away in North Palm Springs and will serve as the first hand provider for you. Our second facility is located only an hour away in Riverside where we have a surplus of merchandise on hand to back up our Palm Springs location should any shortages or extra work be required. Your Customer Sales Representative, some may call him your driver, has been serving the area over 2 years and is quickly becoming one of our best service providers on our team. He, Steven Acosta, will be responsible for your direct service and will be supported by the Service Center Manager, Tom Stillwagon. Tom brings over 31 years of experience and expertise to our customers and is available should there be any issue that Steve is not able to take care of. Further, Jay Boyer, our General Manager has over 30 years with Prudential Overall Supply as well and is open to any request if he were needed in your assistance. We look forward to serving you and thank you for the opportunity!