Loading...
HomeMy WebLinkAboutResolution - 2006-R0430 - Letter Agreement For Uniform Rental And Laundry Services - Unifirst Corporation - 09_13_2006Resolution No. 2006-RO430 September 13, 2006 Item No. 5.27 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council of the City of Lubbock hereby authorizes and directs the Mayor of the City of Lubbock to execute a Letter Agreement by and between the City of Lubbock and Unifirst Corporation of Lubbock, Texas, for uniform rental and laundry services (ITB 06-054-RV), which Agreement and any associated documents, are attached hereto and made a part of this Resolution for all intents and purposes. Passed by the City Council this 13th day of September '2006. ATTEST: Rebecca Garza, City Secretary APPROVED AS TO CONTENT: Victor Kilm Director of Purchasing and Contract Management :r ;rAttorney of Counsel DDres/lJnifonnUundryService06LARes September 1, 2006 P.O. Box 2000 Lubbock, Texas 79457 (806) 775-2167 - Fax (806) 775-2164 September 1, 2006 Unifirst Corporation Attn: Jimmy Gonzales 1727 E. 8th Street Lubbock, TX. 79403 Resolution No. 2006-RO430 September 13, 2006 Item No. 5.27 Office of Purchasing RE: ITB #06-054-RW - UNIFORM RENTAL AND LAUNDRY SERVICES - ANNUAL PRICING Dear Mr. Gonzales: UNIFIRST CORPORATION has been awarded the above bid for the Uniform Rental and Laundry Services - Annual Pricing, based on your response to the City Of Lubbock Invitation to BID #06-054-RW. 1. Bid Award covers the category of items shown below, and no other, during the period of August 13, 2006 and ending August 13, 2007. The City of Lubbock shall not be responsible for payment of any invoices except those orders placed pursuant to this agreement. 2. Category of Items as specified in Bid submittal attached. 3. UNIFIRST CORPORATION's bid dated August 8th, 2006 and the City's ITB# 06-054- RW are incorporated into and made a part of this agreement. 4. Prices: As quoted on Bid Form. 5. All invoices shall be directed to: City Of Lubbock Accounts Payable PO Box 2000 Lubbock, Texas 79457 CITY OF LUBBOCK: David A. Mill6r Mayor ATTEST: Rebe ca Garza City Secretary cc: Bid Folder Vendor File APPROVED AS TO CONTENT: Victor Kilma Director of Purchasing Contract Management � W nop Y1 i Resolution No. 2006-RO430 ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing SUBMIT TO: Y CITY OF LUBBOCK ` � r ' CITY OF LUBBOCK, TEXAS Purchasing &Contract Management (/ (( 1625 l3a' Street, Rm 204 Lubbock, Tx 79401-3830 AN EQUAL INVITATION TO BID CONTACT PERSON: OPPORTUNITY Randy Wood EMPLOYER #06-054-RW TEL: 806.775.2167 FAX: 806.775.2164 http:ff purchasing. ci.l ubbock. tx. us TITLE: SUBMITTAL DEADLINE: Uniform Rental and Laundry Services - Annual Pricing August 8, 2006, 3:00 PM CST PRE BID DATE, TIME AND LOCATION: Any bids received after the time and date listed above, regarNera ofthe mode of July 26, 2006 10:00 AM delivery, shall be returned unopened. RESPONDENT NAME: Jimmy Gonzales LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. MAILING ADDRESS: 1727 E . 8th Street IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE "STATEMENT OF NO BID". CITY —STATE = ZIP _ _.__ ____._ ..___..____ - -THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY Lubbock TX 79403 AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE COMPETITIVE BID PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO TELEPHONE NO: (806) 762-0541 ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE CITY. IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS FAX NO: 806 763-5700 REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY TO ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY E-MAIL: jgonzale@unifirst.com LANGUAGE, REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS FEDERAL TAX ID NO. OR SOCIAL SECURITY NO. [TB TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN 74-2861951 WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT.COM The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their immediate family, benefit from the award of this bid to the above firm? YES X NO IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND SPECIFICATIONS, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING THE MATERIAL, EQUIPMENT, LABOR AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM AND AGREES TO DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION. By my signature 1 certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. 1 further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or service (s) purchased or quir d by the City of Lubbock. At the City's discretion, such assignment shalt be made and become etFective at the time the City tenders final payment to a r. General Manager Author'Authori4d Signature Title Gcmza7Ps August 15, 2006 Printrrype Name Date THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE. 06-054-RWIT1313estVal.doc ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing BID FORM Uniform Rental and Laundry Services - Annual Pricing CITY OF LUBBOCK, TEXAS ITB #06-054-RW In compliance with the Invitation to Bid #06-054-RW, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations and for the prices set forth on this form. The Invitation to Bid 06-054-RW is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. a. b. C. d. e. f. g. h. i. ITEM DESCRIPTION Cost Changes Weekly Number of Total # of TOTAL TWO NO. per per Week Rental Cost Employees Weekly Weeks YEAR COST Change per Rental (g. x h. x 2) (Unit Employee Cost Cost) (c. x d. e. x f. 1. Cotton Uniform Long/Short Sleeve .30 5 1.50 233 .50 52 36, 348.00 Shirt(Mens/Ladies) 11 Changes 2-. _ _ Cotton Uniform Lodg/Short Sleeve .30 6 .80 39 - 70.20 S2 7,300..80 Shirt (Mens/Ladies) 13 Changes 3. Cotton Uniform - Long/Short Sleeve .434 5 2.17 100 217.00 52 22,568.00 Shirt Durapress (Mens/Ladies) 11 Changes 4. Cotton Uniform - Long/Short Sleeve .434 6 2.60 63 163.80 17,035.20 Shirt Durapress (Mens/Ladies) 13 Changes 5. Cotton Uniform Trouser, 100% .666 5 3.33 33 109.89 52 11, 428.56 Cotton Durapress (Mens/Ladies) 11 chanes 6. Cotton Uniform Trouser, 100V° .666 6 3.99 26 03.74 52 10, 788.96 Cotton Durapress (Mens/Ladies) 13 Changes 7. Cotton Uniform Trouser, Heavy .455 5 2.23 324 722.52 52 75 ,142.08 Weight Denim (Mens/I.adies) 11 Changes 8. Cotton Uniform Trouser, Heavy .455 6 2.73 79 215.67 52 22, 429.68 Weight Denim (Mens/I.adies)13 Changes 9. Executive Uniform Long/Short LS .400 5 2.00 86 172.00 52 17 , 888.00 Sleeve Shirt (Mens/Ladies) 11 SS .372 1. 86 59.96 16, 635.84 Changes 10. Executive Uniform Long/Short LS .400 6 2.40 6 14.40 52 1, 497.60 Sleeve Shirt (Mens/Ladies) 13 SS .372 2.23 13.39 1,392.56 Changes 11. Executive Uniform Trouser, .508 5 2.54 45 14.30 52 11, 887.20 Polyester/Cotton, Pleated, ens/L.adies) I 1 Changes 12. Executive Uniform Trouser, .508 6 3.04 2 6.09 52 633.98 Polyester/Cotton, Pleated, enslLadies) 13 Changes 13. Executive Uniform Trouser, .508 6 3.04 4 12.19 52 19267.96 Polyester/Cotton, Pleated, (Mens/Ladies) 13 Changes 14. Wrangler "Riata" Style Executive , 00 5 5.00 3 1.5.00 1,560.00 Uniform Trousers I 1 Chan es - r . 06.054-MMSestVal.doc 2 ITB 006-054-RW, Uniform Rental and Laundry Services - Annual Pricing 14 Button Smock (Mens/Ladies) 11 .22( 5 1.13 3 3.39 52 352.56 Changes UNIT OF ITEM QTY MEASURE DESCRIPTION UNIT Extended Cost PRICE * 100 (more or Each Unit cost adder for embroidered patches as required Give on Initial less 300 Each Unit cost deduct to eliminate LP&L Department Patches N/C Waived on (more or less as required Initial *PRICE: F.O.B. Destination, Freight Pre -Paid and Allowed **Days After Receipt of Order (ARO) PAYMENT TERMS AND DISCOUNTS -Bidder offers a prompt payment discount of %, net , calendar days. Discounts will not be considered in determining low bid.. Unless otherwise indicated on the Bid l orm-, payment terms wiH- -- be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment h, «t - ^' y within a stipulated number of days will be interpreted as applying within the stipulated date of receipt by the City of a correct invoice or after the date of r event occurs later. Discounts for payment in I -- MOST FAVOURED PRICK anyone else, including its mo: an element of profit on the sa quality and quantity; and does period, the supplier should sell of like or better quality, at a 'i product(s) at the lower price(s) t INTERLOCAL PURCHASING State of Texas, by mutual agrees as provided for by the Interloc, services, at the prices quoted, fc provided below if he/she will hot these other governmental entitle: conditions, specifications, and pric x Other governmental entities the Lubbock Housing Authority, Lu District, South Plains Associath Municipal Power Agency, Lynn C and sty of Wolfforth. YES NO • If you (the bidder) checked YES, the following will apply: _...,..� utstrict, ....ti Lubbock Independent School t exarkans, Texas Tech University, West Texas • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. THIS BID IS SUBMITTED BY UniFirst Corporation a corporation organized under the laws of the State of Texas 06-054-RWnWestVat.doc or a partnership consisting of ITB 406-054-RW, Uniform Rental and Laundry Services - Annual Pricing or an individual trading as Firm: UniFirst Corporation Address: 1727 E . 8th Street City: ck State: TX Zip 79403 M/WBE Firm: By of the City of Woman Black American Native American / ✓ Hispanic American Asian Pacific American a pecify) twl Authorized Representative - must sign by hand Officer Name and Title: Jim Gonzales Please Print t 15, 2006 Business Telephone Number (806) 762-0541 FAX: (806) 763-5700 FOR CITY USE ONLY Bid Form Item Number(s) Awarded to Above Named Firm/Individual: Date of Award by City Council (for bids over $25,000): Date P.OJContract Issued: LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. 06-054-RWITBBestVal.doc 4 Resolution No. 200&R0430 ITB 406-054-RW, Uniform Rental and Laundry Services - Annual Pricing Uniform Rental and Laundry Services - Annual Pricing CITY OF LUBBOCK, TEXAS ITB #06-054-RW THE CITY OF LUBBOCK APPRECIATES YOUR TIME AND EFFORT IN PREPARING YOUR BID. ALL BIDDERS SHOULD FAMILIARIZE THEMSELVES WITH THE FOLLOWING INSTRUCTIONS TO BIDDERS, GENERAL CONDITIONS, AND ATTACHED SPECIFICATIONS. 1. INSTRUCTIONS TO BIDDERS BID DELIVERY, TIME & DATE 1.1 The City of Lubbock is seeking written and sealed competitive bids to furnish Uniform Rental and Landry Services - Annual Pricing per the attached specifications. Sealed bids will be received no later than 3:00 p.m. CST, August 8, 2006, if date/time stamped on or before 3:00 p.m. at the office listed below. Any bid received after the date and hour specified will be rejected and returned unopened to the bidder. EACH BID AND SUPPORTING DOCUMENTATION MUST BE IN A SEALED ENVELOPE OR CONTAINER PLAINLY LABELED IN THE LOWER LEFT-HAND CORNER: "ITB #06-054-RW," UNIFORM RENTAL AND LAUNDRY SERVICES - ANNUAL PRICING AND THE BID OPENINGDATE_ AND TIE,BIDDERS MUST ALSO INCLUDE THEIR-- - - -- COMPANY NAME AND ADDRESS ON THE OUTSIDE OF THE ENVELOPE OR CONTAINER. Bids must be addressed to: Marta Alvarez, Interim Purchasing Manager City of Lubbock 1625 13th Street, Room 204 Lubbock, Texas 79401 1.2 Bidders are responsible for making certain bids are delivered to the Purchasing Department. Mailing of a bid does not ensure that the bid will be delivered on time or delivered at all. If bidder does not hand deliver bid, we suggest that he/she use some sort of delivery service that provides a receipt. The City of Lubbock assumes no responsibility for errant delivery of bids, including those relegated to a courier agent who fails to deliver in accordance with the time and receiving point specified. 1.3 Bids will be accepted in person, by United States Mail, by United Parcel Service, or by private courier service. No bids will be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or telefacsimile transmission. THE CITY WILL NOT ACCEPT FAX BIDS. The Bid Form must be completed in blue or black ink or by typewriter. 1.4 Bids may be withdrawn prior to the above scheduled time set for closing of the bids. Bids CANNOT be withdrawn, altered or amended after bid closing. Alteration made before bid closing must be initiated by bidder guaranteeing authenticity. 1.5 The City of Lubbock reserves the right to postpone the date and time for opening bids through an addendum. 2 PRE -BID MEETING 2.1 For the purpose of familiarizing bidders with the requirements, answering questions, and issuing addenda as needed for the clarification of the Invitation to Bid (1713) documents, a pre -bid meeting will be held at 10:00 A.M., July 26, 2006, in Conference Room 204, Lubbock, Texas. All persons attending the conference will be asked to identify themselves and the prospective bidder they represent. 2.2 It is the bidder's responsibility to attend the pre -bid meeting though the meeting is not mandatory. The City will not be responsible for providing information discussed at the pre -bid meeting to bidders who do not attend the pre -bid meeting. 2.3 The City of Lubbock does not discriminate against person with disabilities. City of Lubbock pre -bid meetings are available to all persons regardless of disability. If you would like information made available in a more accessible format or if you desire assistance, please contact the City of Lubbock ADA Coordinator, 1625 13th Street, (806)775-2018 at least forty-eight (48) hours in advance of the conference. 06-054-RWITB13estVaLdoc ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing 3 CLARIFICATION OF REQUIREMENTS 3.1 It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It is the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any language requirements etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid closing date. A review of such notifications will be made. 3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING THIS INVITATION TO BID (ITB) MUST BE SUBMITTED IN WRITING NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE BID CLOSING DATE AND ADDRESSED TO: Randy Wood, Senior Buyer City of Lubbock 1625 131h Street Lubbock, Texas79401 Fax: (806) 775-2164 RFPDepot: http:iiwww.RFPdepot.com .4.._ ..__ ADDENDA & MODIFICATIONS 4.1 Any changes, additions, or clarifications to the ITB are made by ADDENDA information available over the Internet at http://www.RFPdepot.com. We strongly suggest that you check for any addenda a minimum of forty-eight hours in advance of the response deadline. BUSINESSES WITHOUT INTERNET ACCESS may use computers available at most public libraries. 4.2 Any offeror in doubt as to the true meaning of any part of the ITB or other documents may request an interpretation thereof from the Purchasing Department. At the request of the offeror, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Department. Such addenda issued by the Purchasing Department will be available over the Internet at http://www.RFPdepot.com and will become part of the proposal package having the same binding effect as provisions of the original ITB. No verbal explanations or interpretations will be binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock. 4.3 All addenda, amendments, and interpretations of this solicitation shall be in writing. The City of Lubbock shall not be legally bound by any amendment or interpretation that is not in writing. Only information supplied by the City in writing or in this ITB should be used in preparing bid responses. All contacts that a bidder may have had before or after receipt of this ITB with any individuals, employees, or representatives of the City and any information that may have been read in any news media or seen or heard in any communication facility regarding this bid should be disregarded in preparing responses. 4.4 The City does not assume responsibility for the receipt of any addendum sent to bidders. EXAMINATION OF DOCUMENTS AND REQUIREMENTS 5.1 Each bidder shall carefully examine all ITB documents and thoroughly familiarize itself with all requirements prior to submitting a bid to ensure that the goods and/or services being bid meet the intent of these specifications. 5.2 Before submitting a bid, each bidder shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this Invitation to Bid. Failure to make such investigations and examinations shall not relieve the bidder from obligation to comply, in every detail, with all provisions and requirements of the Invitation to Bid. 6 BID SUBMITTAL 6.1 BIDDERS MUST SUBMIT THE ORIGINAL AND ONE COPY OF THE SEALED BID TO THE PURCHASING DEPARTMENT PRIOR TO RESPONSE DUE DATEITIME. FAILURE TO SUBMIT THE ADDITIONAL COPY MAY RESULT IN THE BID BEING DECLARED UNRESPONSIVE TO SPECIFICATION AND MAY NOT BE FURTHER EVALUATED. The original must be clearly marked "ORIGINAL" and the copy must be clearly marked "COPY". 06-054-RW IT Mes tVal. doc ITB 906-054-RW, Uniform Rental and Laundry Services - Annual Pricing 6.2 Bids must be submitted on the Bid Form and the Bidder must sign and date their bid in the space provided. Identify the item bid, including brand name and model number, if applicable. Enter unit price, extended cost, and delivery days in the columns provided. In the event of discrepancies in extension, the unit price shall govern. THE BID FORM MUST BE COMPLETED IN BLUE OR BLACK INK OR BY TYPEWRITER. 6.3 The City is exempt from Federal Excise, State Sales and Transportation taxes. TAX MUST NOT BE INCLUDED IN BID. Tax exemption certificates will be executed by the Purchasing Manager upon request. 6.4 Any information regarding warranties and/or maintenance agreements pertaining to said bid item(s) are to be included in the bid. 6.5 Bids will not be considered unless bid F.O.B. delivered and include all delivery and packaging costs. The number of calendar days required to place the materials in the City's receiving point under normal conditions must be shown on the Bid Form. DO NOT quote shipping dates. Failure to indicate delivery days on the Bid Form will obligate Bidder to complete delivery in two weeks. A minimum of five days better delivery will automatically break a tie bid. Unrealistically short or undue long delivery promises may cause bid to be disregarded. Consistent failure of a bidder to meet delivery promises without a valid reason may cause removal from the bid list. - 6.-b - BI&prices must be firm for a minimum period of sixty (60) days. Bids subject to price increases will not be considered. 6.7 All bids, responses, inquiries, or correspondence relating to or in reference to this ITB, and all reports, charts, and other documentation submitted by bidders shall become the property of the City of Lubbock when received. 6.8 If there are any additional charges of any kind, other than those mentioned above, specified or unspecified, offeror MUST indicate the items required and attendant costs or forfeit the right to payment for such items. 6.9 LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. BID PREPARATION COSTS 7.1 Issuance of this ITB does not commit the City of Lubbock, in any way, to pay M costs incurred in the preparation and submission of a bid. Also, should a bidder bid an alternate, any test costs to prove equality of product will be at the expense of the bidder, not the City of Lubbock. 7.2 The issuance of this ITS does not obligate the City of Lubbock to enter into contract for any services or equipment. 7.3 All costs related to the preparation and submission of a bid shall be paid by the bidder. TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT 8.1 If you consider any portion of your bid to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. 8.2 The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your bid is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your bid that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester. 06-054-RW ITMestVat. doc iTB 406-054-RW, Uniform Rental and Laundry Services - Annual Pricing 8.3 Marking your entire bid CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act. 9 LICENSES, PERMITS, TAXES 9.1 The price or prices for the work shall include full compensation for all taxes, permits, etc. that the bidder is or may be required to pay. 10 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REQUIREMENTS 10.1 The City of Lubbock hereby notifies all bidders that in regard to any contract entered into pursuant to this ITB, Historically Underutilized Businesses (HUB's) will be afforded equal opportunities to submit bids and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. 10.2 A HUB is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian -Indian Americans. 11 CONFLICT OF INTEREST - 11.1 The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Lubbock. 11.2 By signing and executing this bid, the bidder certifies and represents to the City the bidder has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this bid. 12 AUTHORIZATION TO BIND SUBMITTER OF BID 12.1 Bids must show vendor name and address of bidder. Bids must be manually signed by an officer of the company authorized to bind the submitter to its provisions. Person signing bid must show title or AUTHORITY TO BIND THEIR FIRM IN A CONTRACT. Failure to manually sign bid will disqualify it. 12.2 The bid submitted by the bidder shall become an integral part of the contract between the City and the Bidder and the representations, covenants, and conditions therein contained shall be binding upon the person, firm or corporation executing the same. 13 BID AWARD 13.1 The contract may be awarded either to the lowest responsible bidder or to the bidder who provides goods, or services at the best value for the City of Lubbock. In determining the best value for the City of Lubbock, the City may consider: a) The purchase price; b) The reputation of the of the bidder and of the bidder's goods or services; c) The quality of the bidder's goods or services; d) The extent to which the goods or services meet the City's needs; e) The bidder's past relationship with the City; f) The impact on the ability of the City to comply with laws and rules relating to contracting with Historically Underutilized Businesses and non-profit organizations employing persons with disabilities; g) The total long-term cost to the City to acquire goods or services; and h) Any relevant criteria specifically listed in the Invitation to Bid. 13.2 The City of Lubbock reserves the right to reject any or all bids, reject any particular item on a bid, and to waive immaterial formalities and to accept the offer most advantageous to the City of Lubbock in its sole discretion. Unless otherwise specified herein, the City may award the bid either item -by -item or on an all -or -none basis for any item or group of items shown on the Bid Form. 06-054-11WIT138estVat.doc ITB #06-054-RW. Uniform Rental and Laundry Services - Annual Pricing 13.3 All bids are evaluated for compliance with specifications before the bid price is considered. Failure to comply with the listed General Conditions may result in disqualification of bid. 13.4 In case of tie bids, preference will be given to local bidders. Consistent and continued tie bidding on any commodity could be cause for rejection of bids by the City of Lubbock and/or investigation by the Attorney General to determine possible Anti -Trust violations. 13.5 Before the City may award a bid to a nonresident bidder, the nonresident bidder's bid must be lower than lowest bid submitted by a responsible Texas bidder by the same margin or amount that a Texas bidder would be required to underbid the nonresident bidder in the nonresident bidders' home state. 13.5 Any contract made, or purchase order issued, as a result of this Invitation to Bid, shall be entered into the State of Texas and under the laws of the State of Texas. In connection with the performance of work, the Bidder agrees to comply with the Fair Labor Standard Act, Equal Opportunity Employment Act, and all other applicable Federal, State, and Local laws, regulations, and executive orders to the extent that the same may be applicable. 13.6 NO INDIVIDUAL OF ANY USING DEPARTMENT HAS THE AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR GOODS OR SERVICES, UNLESS SPECIFICALLY SANCTIONED BY _ -._.._THE REQUIREMENTS OF THIS INVITATION TO BID....___ 13.7 Responsible Bidder Criteria: The City shall consider only responsible Bidders. Responsible Bidders are those that have, in the sole judgment of the City, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The City may also consider references and financial stability in determining a responsible Bidder. 13.8 The Contract period shall be for a period of two (2) years subject to one (1) additional year renewal. 14 EQUAL EMPLOYMENT OPPORTUNITY 14.1 Bidder agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws. 15 SPECIFICATIONS 15.1 Any catalog, brand name or manufacturer's reference in the specifications is descriptive and NOT restrictive, and are used to indicate type and quality level desired. Bids on brands of like nature and quality may be considered unless specifically excluded. 15.2 If bidding on other than reference or specifications, bid must show manufacturer, brand, trade name, catalog and/or lot number, etc., on article offered and certify article offered is equivalent to specifications. If other than specified brand of items are offered, specifications, catalog sheets, illustrations and complete descriptive literature must be submitted with bid. 15.3 Minor deviations from written specifications shall not necessarily disqualify a vendor's bid. The City of Lubbock specification committee will be the sole determiner of what constitutes a minor deviation. 15.4 The City may deem it necessary to specify Approved Brands after conclusive testing, prior to usage or standardization. The City may test any sample(s), supplied free of charge, to qualify for the Approved Brand list. Each sample must be marked with bidder's name and address. At bidder's request and expense, the sample(s) not destroyed or used in examinations and testing will be returned. 15.5 When specifications call for samples to be submitted, samples shall be delivered by the bidder, at bidder's expense, five days prior to the opening of bids. Each sample shall be clearly tagged to show bidder's name and address and item number. 15.6 The City of Lubbock reserves the right to determine which specific items on any specification requirements require strict adherence, or are most important, and those that are not, or requiring a lesser degree of importance (i.e., the shade of paint is far less important than the horsepower of a motor). Such determination can and will be a basis for evaluating, recommending and making award. The City will, at its sole discretion, assess warranty offered, and utilize life -cycle costing and/or performance factors as the evaluation method and basis for award. The low bid most closely meeting specifications is usually the bid given the award, although delivery time is sometimes a necessary factor (i.e., a low bid that best 06.054-RWITBBestVal.doc 9 ITB N06-054-RW, Uniform Rental and Laundry Services - Annual Pricing meets specifications will not do us much good if delivery is two years from now). Should a requested specification sheet not be submitted with a bid, this is considered non -responsive and therefore may not be considered. PLEASE READ AND RESPOND TO SPECIFICATION REQUIREMENTS CAREFULLY. 16 CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS 16.1 Pursuant to Subchapter Z, Chapter 271, Texas Local Government Code, In purchasing under this title any real property, personal property that is not affixed to real property, or services, if a municipality receives one or more competitive sealed bids from a bidder whose principal place of business is in the municipality and whose bid is within five percent of the lowest bid price received by the municipality from a bidder who is not a resident of the municipality, the municipality may enter into a contract with: (1) the lowest bidder; or (2) the bidder whose principal place of business is in the municipality if the governing body of the municipality determines, in writing, that the local bidder offers the municipality the best combination of contract price and additional economic development opportunities for the municipality created by the contract award, including the employment of residents of the municipality and increased tax revenues to the municipality. -161 -- This section doer not apply to the purchase of feleeommunfcations services or in(ormafion services, a-s those terms are defined by 47 U.S.C. Section 153. 16.3 In order to receive consideration, bidders must submit an Affidavit of Eligibility. 17 QUALIFICATIONS OF BIDDERS 17.1 The Bidder may be required before the award of any contract to show to the complete satisfaction of the City of Lubbock that the Bidder or his Subcontractor has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The Bidder may also be required to give a past history and references in order to satisfy the City of Lubbock in regard to the Bidder's or his Subcontractor's qualifications. 17.2 The City of Lubbock may make reasonable investigations deemed necessary and proper to determine the ability of the Bidder or his Subcontractor to perform the work, and the Bidder shall furnish to the City of Lubbock all information for this purpose that may be requested. The City of Lubbock reserves the right to reject any bid if the evidence submitted by, or investigation of, the Bidder fails to satisfy the City of Lubbock that the Bidder or his Subcontractor is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the Bidder's or his Subcontractor's qualifications shall include: a) The ability, capacity, skill, and financial resources to perform the work or provide the service required; b) The ability of the Bidder or his Subcontractor to perform the work or provide the service promptly or within the time specified, without delay or interference; c) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder or his Subcontractor; d) The quality of performance of previous contracts or services. 18 ANTI -LOBBYING PROVISION 18.1 DURING THE PERIOD BETWEEN BID CLOSE DATE AND THE CONTRACT AWARD, BIDDERS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR BID WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY STAFF EXCEPT IN THE COURSE OF CITY -SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS, UNLESS REQUESTED BY THE CITY. 18.2 This provision is not meant to preclude bidders from discussing other matters with City Council members or City staff. This policy is intended to create a level playing field for all potential bidders, assure that contract decisions are made in public, and to protect the integrity of the bid process. Violation of this provision may result in rejection of the bidder's bid. 06-054-11WIT88estVal.doc 10 ITB 906-054-RW, Uniform Rental and Laundry Services - Annual Pricing 19 UTILIZATION OF LOCAL BUSINESS RESOURCES 19.1 The City desires, as much as practicable, to stimulate growth in all sectors of the local business community. Bidders are strongly encouraged to explore and implement methods for the utilization of local resources. 20 PROTEST 20.1 All protests regarding the bid solicitation process must be submitted in writing to the City Purchasing Manager within five (5) business days following the opening of bids. This includes all protests relating to advertising of bid notices, deadlines, bid opening, and all other related procedures under the Local Government Code, as well as any protest relating to alleged improprieties with the bidding process. This limitation does not include protests relating to staff recommendations as to award of this bid. Protests relating to staff recommendations may be directed to the City Manager. All staff recommendations will be made available for public review prior to consideration by the City Council as allowed by law. 20.2 FAILURE TO PROTEST WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. The City of Lubbock is aware of the time and effort you expend in preparing and submitting bids to the City. Please let us know of any bid requirement causing you difficulty in responding to our Invitation to Bid We want to facilitate your participation so that all responsible vendors can compete for the City's business. Awards should be made approximately two to six weeks after the opening date. If you have any questions, please contact the City of Lubbock Purchasing Manager at (806) 775-2165. 06.054-MTSBestVat.doc 11 ITB 906-054-RW, Uniform Rental and Laundry Services - Annual Pricing II. GENERAL CONDITIONS **** PLEASE READ CAREFULLY **** These General Conditions apply to all bids and become a part of the terms and conditions of any bid submitted. The City shall mean the City of Lubbock. 1Quantities: The quantities appearing in this Invitation to Bid are approximate only and the City reserves the right to increase, decrease or delete any or all items. If the quantities of materials to be furnished are increased, such increase shall be paid for according to the unit prices established for the item. In making its bid hereunder, the Seller expressly recognizes the rights of the City provided herein, and further recognizes that the Seller shall have no claims against the City for anticipated profits for the quantities called for, diminished or deleted. 2 Product Guarantee: Seller guarantees equipment or product offered will meet or exceed specifications identified in this bid invitation. The Seller shall, upon request, replace any equipment or product proved to be defective and make any and all adjustments necessary without any expense to the City. If at any time, the equipment or product cannot satisfactorily meet the requirements of the specifications, the Seller shall upon written request from the City, promptly remove such equipment or product without any further expense to the City. At the City's request, Seller will provide evidence sufficient to demonstrate such equipment or product meets the foregoing. 3 Invoices: Seller shall submit separate invoices, in_duplicate,-on each purchase order or purehase- release after each deTvery. Invowes shall indicate the purchase order or purchase release number and the supply agreement number if applicable. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading, and the freight waybill when applicable, shall be attached to the invoice. Mail to Accounts Payable, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457. Payment shall not be due unless and until the Seller shall not be in default under the terms of the contract, and until the above instruments are submitted after delivery. CITY MAY MAKE PAYMENTS FOR PURCHASES UNDER THIS CONTRACT USING THE CITY'S MASTERCARD PURCHASING CARD (PCARD). THE SELLER AGREES TO ACCEPT PCARD PAYMENTS WITHOUT ANY ADDITIONS OR SURCHARGES. 4 Delivery Delay When delivery delay can be foreseen, the Seller shall give prior notice to the Purchasing Manager, who shall have the right to extend the delivery date if reasons for delay appear acceptable. The Seller must keep the Purchasing Manager informed at all times of the status of the order. Default in any manner under the contract, including, but not limited to default on promised delivery, without acceptable reasons, or failure to meet specifications hereunder authorizes the Purchasing Manager to purchase goods elsewhere and charge any increase in cost and handling to the defaulting Seller, and/or exercise any and all rights available to it by law, equity and/or under the terms of the contract. Every effort will be made by the Purchasing Office to locate the goods at the same or better price as than originally contracted. No Warranty By The City Against Infringements: As part of the contract for sale, Seller agrees to ascertain whether goods manufactured in accordance with the specifications attached to the contract will give rise to the rightful claim of any third person by way of infringement of the like. The City makes no warranty that the production of goods according to the specification will not give rise to such a claim, and in no event shall The City be liable to Seller for indemnification in the event that Seller is sued on the grounds of infringement or the like. If Seller is of the opinion that an infringement or the like will result, he will notify the City to this effect in writing within two weeks after the signing of the contract. If the City does not receive notice and is subsequently held liable for the infringement or the like, Seller will save The City harmless. If Seller in good faith ascertains the production of the goods in accordance with the specifications will result in infringement or the like, the contract shall be null and void. Gratuities: The City may, by written notice to the Seller, cancel the contract or purchase order without liability to Seller if it is determined by the City that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Seller, or any agent or representative of the Seller, to any officer or employee of the City of Lubbock with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. In the event the Contract is canceled by the City pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Seller in providing such gratuities. 7 Warranty -Price: a. The price to be paid by the City shall be that contained in Seller's bid which Seller warrants to be no higher than Seller's current prices on orders by other parties for products of the kind and specification covered by the contract for similar quantities under similar or like conditions and methods of purchase. In the event Seller breaches 06-054-RWIT138estVat.doc 12 ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing this warranty, the prices of the items shall be reduced to the Seller's current prices on orders by other, or in the alternative. The City may cancel the contract without liability to Seller for breach or Sellers actual expenses. b. The Seller warrants that no person or selling agency has been employed or retained to solicit or secure the contract upon an agreement or understanding for commission, percentage brokerage, or contingent fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by the Seller for the purpose of securing business. For breach or violation of this warranty the City shall have the right in addition to any other right or rights to cancel the contract without liability and to deduct from the Contract price, or otherwise recover the full amount of such claimed commission, percentage, brokerage, or contingent fee. 8 CanceIlation: The City shall have the right to cancel for default all or any part of the undelivered portion of this order if Seller breaches any of the terms hereof including warranties of Seller or if the Seller becomes insolvent and/or files bankruptcy or has bankruptcy filed against it. Such right to cancellation is in addition to and not in lieu of any other remedies which the City may have in law, equity or hereunder. 9 Material Safety Data Sheets: Seller shall provide the City of Lubbock with current Material Safety Data Sheets (MSDS) for each chemical defined as hazardous under the Texas Hazard Communication Act (every chemical bearing any manner of warning label on the container) to comply with provisions of the Texas Hazard Communication Act, Title 6, Subchapter D, Chapter 502, Texas Health and Safety Code Ann. (This Act is corollary to OSHA Standard 29 CRF 1910.1200, which is generally known as the Right to Know Law.) 10 Termination: The contract or purchase order may be terminated in whole, or in part by the City. Termination hereunder shall be effected by the delivery to the Seller of a "Notice of Termination" specifying the extent to which the contract or purchase order is terminated and the date upon which such termination becomes effective. In the event of said termination, in whole or in part, provided that Seller shall not be in default under the Contract, the Seller shall be entitled to payment only for goods actually delivered, and/or services actually performed under and in compliance with the terms of the contract or purchase order. 11 Force Maieure: Neither party shall be held responsible for losses or damages hereunder, if the fulfillment of any terms of provisions of the contract is delayed or prevented by strike, walkouts, acts of God, or public enemy, fire, or flood. 12 Assip-nment-Delegation: ag tion: No right or interest in the contract shall be assigned or delegation of any obligation made by Seller without the written permission of the City. Any attempted assignment or delegation by Seller shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph. 13 Waiver: No claim or right arising out of a breach of the contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party. 14 Interpretation -Parole Evidence: This writing, plus any specifications for bids and performance provided by the City in its advertisement for bids and any other document provided by Seller as part of his bid, is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of their agreement. Whenever a term defined by the Uniform Commercial Code is used in the contract, the definition contained in the Code is to control. 15 Applicable Law: The Contract shall be governed by the Uniform Commercial Code. Wherever the term "Uniform Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of the contract. 16 Right To Assurance: Whenever one party to the contract in good faith has reason to question the other parry's intent to perform he may demand that the other party give written assurance of this intent to perform. In the event that a demand is made and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the Contract. 17 Indemnification: Seller shall indemnify, defend, keep and save harmless the City, its agents, officials and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, costs and expenses, which may in anywise arise or accrue against the City in consequence of the granting of the contract or which may anywise result therefrom, whether or not it shall be alleged or determined that the act was caused through negligence or omission of the Seller or its employees, or of the subcontractor or assignee or its employees, if any, and the Seller shall, at his own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in connection therewith, and, if any judgment shall be rendered against the City in any such 06.054•RWIT8BestVal.doc 13 ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing action, the Seller shall, at its own expenses, satisfy discharge the same. Seller expressly understands and agrees that any bond required by the contract, or otherwise provided by Seller, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City as herein provided. 18 Nonappropriation: All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of nonappropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 19 Time: It is hereby expressly agreed and understood that time is of the essence for the performance of the contract, and failure by Seller to meet the time specifications of the contract will cause Seller to be in default of the contract. 20 Silence of Specification: The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial products and practices are to prevail and that only material and workmanship of the finest quality are to be used. All interpretations of.the specifications -in this bid shall bemadeon the basis of this statement. The items -furnished under this corrtract- shall be new, unused, of the latest product in production to commercial trade, and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these shall be experienced in design and construction of such items and shall be an established supplier of the item bid. 21 Environmental Stewardship The City of Lubbock is fully committed to environmental excellence. It is the policy of the City to demonstrate sound environmental performance by controlling and mitigating the environmental impact of City activities, operations, and services. This commitment extends to the procurement and contracting process. Contractors and suppliers selected to provide services and materials to the City are required to uphold an equally high standard. To that end all contractors and suppliers hired by the City agree to maintain full compliance with any and all applicable environmental regulations. In addition, contractors and suppliers agree to implement whatever processes and procedures necessary to reduce and eliminate pollution and wastes and conserve natural resources while under contract with the City. To the greatest extent possible, while still delivering the highest quality service or material, City contractors and suppliers, as well as any sub -contractors under their supervision, will: • minimize waste and pollution generation; • conserve natural resources and energy; • minimize the use of hazardous materials by choosing the least toxic - yet effective - materials and products; • use the highest available post -consumer content materials and products; • recycle and/or reuse as much as is possible, waste materials; and • incorporate into project design energy efficient fixtures, appliances and mechanical equipment. 06.054-RWITBBestVal.doc 14 1TB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing CITY OF LUBBOCK, TEXAS STATEMENT OF NO BID The City of Lubbock is very conscious and extremely appreciative of the time and effort you expend in preparing and submitting bids to the city. If you do not intend to bid on this requirement, please complete and return this form prior to date shown for receiut of bid to: Marta Alvarez, Purchasing Manager, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457. We, the undersigned, have declined to bid on your ITB # for the following reason(s): Specifications too "tight", i.e. geared toward one brand or manufacturer only. (Please explain reason below) Specifications unclear. (Please explain below) Insufficient time to respond to Invitation to Bid. We do not offer this product/s or equivalent. (If you wish to remain on bidders list for other commodities and/or services, please state particular product and/or service under which you wish to be classified.) Our product schedule would not permit us to perform. - Unable to meet specifications. Job too large. Job too small. Cannot provide required bonding. Cannot provide required insurance. Bidding through dealer. Do not wish to do business with the City of Lubbock. (Please explain below) Other (Please speck below) REMARKS: Company Name: Address: City: State: Zip Contact Name: Business Telephone Num Internet Address: Company's Internet Web Page URL: 06-054-RWrrBBestVal.doc 15 FAX: lTB #06-054-RW, Uniform Rental andLaundry Services - Annual Pricing SUSPENSION AND DEBARMENT CERTIFICATION Federal Law (A-102 Common Rule and OMB Circular AA 10) prohibits non -Federal entities from contracting with or making sub -awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of $25,000 and all non -procurement transactions (e.g., sub -awards to sub -recipients). Contractors receiving individual awards of $25,000 or more and all sub -recipients must certify that their organization and its principals are not suspended or debarred by a Federal agency. Before an award of $25,000 or more can be made to your firm, you must certify that your organization and its principals are not suspended or debarred by a Federal agency. 1, the undersigned agent for the firm named below, certify that neither this firm nor its principals are suspended or debarred by a Federal agency. COMPANY NAME: UniFirst Corporation Signature of Company Official: Date Signed: August 15, 2006 Printed name of company official signing above: Jim Gonzales 06.054-RWITBBestVal.doc 16 ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing City of Lubbock Consideration of Location of Bidder's Principal Place of Business Affidavit of Eligibility Pursuant to Subchapter Z, Chapter 271, Texas Local Government Code, In purchasing under this title any real property, personal property that is not affixed to real property, or services, if a municipality receives one or more competitive sealed bids from a bidder whose principal place of business is in the municipality and whose bid is within five percent of the lowest bid price received by the municipality from a bidder who is not a resident of the municipality, the municipality may enter into a contract with: (1) the lowest bidder; or (2) the bidder whose principal place of business is in the municipality if the governing body of the municipality determines, in writing, that the local bidder offers the municipality the best combination of contract price and additional economic development opportunities for the municipality created by the contract award, including the employment of residents of the municipality and increased tax revenues to the municipality. This section does not apply to the purchase of telecommunications services or information services, as those terms are defined by 47 U.S.C. Section 153. In order to receive consideration, bidders must submit this affidavit to: Marta Alvarez, Purchasing Manager City of Lubbock - 1625 13'" Street, Room 204 Lubbock, TX 79401 Complete all areas below. Incomplete ajjidavlts may be rejected. Local Business Name: UniFirst Corporation Local Address (must be within the City limits): 1727 E. 8th Street,Lubbock, TX 79403 Address of the company's principal place of business within the United States: Yea 1. How many residents of the City of Lubbock are employed at the above business location? 60 2. Year your business was established in the City of Lubbock: 1959 3. For transactions that require sales tax, provide the following Reseller information: Reseller Permit Number: 1-74-28619 51-8 Company Name and Address (as it appears on permit): UniFirst Holdings, L.P. 1727 E. 8th Street Lubbock, TX 79403 4. Does your business have more than one office in the State of Texas? X Yes No If Yes, identify the office location considered as the point -of sale credit for sales tax purposes: 1727 E. 8th Street Lubbock, TX 79403 5. Was the local business required to pay business and/or real property tax for the most recent tax year? X Yes No If Yes, did the local business pay any of this tax to the City of Lubbock? X Yes No Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. It is further acknowledged that any person, firm, corporation or entity intentionally submittin false information to the City in an attempt to qualify for eligibility shall be prohibited from bidding on City of Lubbock products and services fora o one (1) year. Authorized Signature: Date: August 15, 2006 Printed Name and Title: Jim Gonzales, General Manager 06-054-RWITBBestVaL.doc 17 ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing SPECIFICATIONS FOR UNIFORM RENTAL AND LAUNDRY SERVICES 1. SCOPE 1.1 it is the intent of these bid specifications to establish pricing and minimum requirements for Uniform Rental and Laundry Services for a period of two (2) years. 2. MINIMUM SPECIFICATIONS: 2.1 COTTON UNIFORMS 2.1.1 Shirt -Long/Short Sleeve a. Fabric: Poly/Cotton Shirting - Solid Colors and Stripes as requested by using departments. b. Weight: 4.25 ounces per square yard o._ Content: _ _ __ 65% polyester/3S°/a cotton -- d. Style:Short sleeve with dress collar and collar band and two patch pockets with button down flaps or button through pockets. 2.1.2 Shirt - Long/Short Sleeve a. Fabric: Durapress b. Weight: 6 ounces per square yard c. Content: 100% wrinkle resistant cotton d: Style: Long/Short Sleeve with dress collar and collar band and two patch pockets with button down flaps or button through pockets. 2.1.3 Trousers a. Fabric: Heavy Weight Poly/Cotton b. Weight: 7-1/2 ounces per square yard c. Content: 65% polyester/35% cotton d. Style:Regular with straight legs or western style with two (2) front slash pockets and two (2) rear patch pockets with legs tapered with a boot cut. Ladies slacks should also be available as requested by using departments. 2.1.4 Trousers a. Fabric: Heavy Weight Denim b. Weight: 7-1/2 ounces per square yard c. Content: 100% cotton d. Style:Regular with straight legs or western style with two (2) front slash pockets and two (2) rear patch pockets with legs tapered with a boot cut. Ladies slacks should also be available as requested by using departments. 06-054•RWITBSestVat.doc 18 ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing 2.2 2.3 2.4 2.1.5 Trousers a. Fabric: Heavy Weight Cotton Durapress b. Weight: 8-1/2 ounces per square yard c. Content: 100% wrinkle resistant cotton d. Style:Regular with straight legs or western style with two (2) front slash pockets and two (2) rear patch pockets with legs tapered with a boot cut. Ladies slacks should also be available as requested by using departments. EXECUTIVE UNIFORMS 2.2.1 Shirt - Long/Short Sleeve a. Fabric: Poly/Cotton Shirting - Solid Colors and Stripes as requested by using departments. b. Weight: 4.25 ounces per square yard c. Content: 65% polyester/35% cotton d. Style: Oxford button down or dress shirt. Short and Long sleeve with dress collar and collar band and one pocket with button downflap or button through pockets. - ---- - ---- --- - -- 2.2.2 Trousers a. Fabric: b. Weight: c. Content: d. Style: SMOCKS 2.3.1 Smocks a. Fabric: b. Weight: c. Content: d. Style: e. Length: COLORS Polyester/Cotton 7-1/2 ounces per square yard 65% polyester/35% cotton Regular with pleated ,straight legs with two (2) front pockets and two (2) rear pockets. Ladies slacks should also be Pre -cured Poly/Cotton Twill Minimum 7.25 ounces per square yard 65% polyester/35% cotton Snap or Button smock, Short or Long Sleeve Mid -calf or Waist 2.4.1 Uniform colors shall be as selected by using departments. Vendor shall indicate the color selection available for each bid item. 2.5 UNIFORM FITTING 2.5.1 Upon award of the contract, the Vendor shall measure and fit all personnel. Uniforms shall be tailored to provide each employee with appropriate fit according to the style of uniform and according to employee job duties. Vendor shall maintain a record of each employee's sizes so that replacements can be ordered without re -fitting. 3. LETTERING OR IDENTIFICATION: 3.1 Vendor must provide a patch (approximate size 2-1/2" x 5") reading "City of Lubbock Department" over the left pocket of each shirt. Vendor must provide a patch with the name of each individual over the right pocket of each shirt. Patches may be embroidery or silk screen. Additional patches and/or logos, provided by using departments, will be sewn on at no additional cost and will be provided to the Vendor at the time measurements are taken for each using department. 06-054-RWITBBestVal.doc 19 ITB #06-054-RW, Uniform Rental and Laundry Services - Annual Pricing 4. DEPARTMENT USAGE: 4.1 Total number of employees 4.2 Uniforms are to be furnished to twenty-four (24) departments. 4.3. Number of uniform changes: 4.3.1 The supplier shall provide eleven(11) or thirteen (13) changes per employee. Each employee is to receive eleven(11) or thirteen (13) pairs of trousers and eleven(11) or thirteen (13) short sleeve and/or long sleeve shirts. The combination of shirts is approximately 13,068 long/short sleeve shirts and 11,626 pairs of trousers, to be provided at the inception of the contract and to remain the same throughout the term of the contract. 4.4 Uniforms shall be picked up and delivered WEEKLY to the following departments: 4.4.1 Aviation (Lubbock International Airport) Martin Luther King Boulevard Lubbock, Texas------ 4.4.2 Facilities Management 1625 13th Street - Room L20 Lubbock, Texas 4.4.3 Facilities Management 5rh and Avenue J Lubbock, Texas 4.4.4 Cemetery 2011 East 31 st Street Lubbock, Texas 4.4.5 Civic Center 1501 6th Street Lubbock, Texas 4.4.6 Fleet Services 324 Municipal Drive Lubbock, Texas 4.4.7 Land Application Route 1, Box 10 1 mile East of Loop 289 on Each 19th Street Lubbock, Texas 4.4.8 Lubbock Power and Light Electric Production 3500 East Slaton Highway Lubbock, Texas 4.4.9 LP&L Massengale Station 600 Municipal Drive Lubbock, Texas 4.4.10 LP&L Brandon Station 3208 14`h Street Lubbock, Texas 06-054-RWITNestVal.doc 20 ITB 406-054-RW, Uniform Rental and Laundry Services - Annual Pricing 4.4.11 Park Maintenance - Central Shop 1912 Erskine Lubbock, Texas 4.4.12 Park Maintenance - Mackenzie Shop 301 Interstate 27 Lubbock, Texas 4.4.13 Park Maintenance - Maxey Shop 30th and Nashville Lubbock, Texas 4.4.14 Park Maintenance - K. N. Clapp Shop 46th and Avenue Lubbock, Texas 4.4.15 Print Shop/Mailroom - . _ _._1625 l 3th Street, Room L-06 Lubbock, Texas 4.4.16 Solid Waste Management 324 Municipal Drive Lubbock, Texas 4.4.17 Solid Waste Disposal/Landfill 6500 N. Avenue P Lubbock, Texas 4.4.18 Solid Waste Container Maintenance 1631 84th Street Lubbock, Texas 4.4.19 Street Department 600 Municipal Drive Lubbock, Texas 4.4.20 Sudan Station 60 miles NW of Lubbock on Clovis Highway Muleshoe, Texas 4.4.21 Traffic Engineering 321 North Ash Lubbock, Texas 4.4.22 Water Utilities 600 Municipal Drive Lubbock, Texas 4.4.23 Water Treatment 6001 N. Guava Lubbock, Texas 4.4.24 Water Reclamation Plant 37th & Guava Lubbock, Texas 06.054-RWITBBestVat.doc 21 1TB 906-054-RW, Uniform Rental and Laundry Services - Annual Pricing 4.4.25 LP&L Electric Distribution 404 Municipal Drive Lubbock, Texas 79401 4.4.26 LP&L Meter Reading 1301 Broadway Lubbock, Texas 79401 5. PERFORMANCE REQUIREMENTS: 5.1 After notice of contract award, it will be the responsibility of the supplier to visit each location and measure all employees using the laundry service. THE CITY OF LUBBOCK WILL NOT COVER ANY ADDITIONAL COST FOR FAILURE OF THE SUPPLIER TO MEASURE ALL EMPLOYEES. At this time, arrangement must be made with each location for holiday deliveries. In addition, arrangements must be made at each location for pickup and delivery of uniforms. As soon as all employees at each location awarded to the supplier have been measured, the supplier must submit to each department supervisor a s d com fetelit for -each location that employee name, description ofuniform -- _ _---- _ completed _ Ply l� provided to each employee and their sizes. This should also include the day of the week the laundry will be picked up. 5.2 Supplier shall provide uniforms for new employees within delivery times as stated in the bid. The weekly billings are not to begin until the initial uniforms are supplied to the employee. Deliveries for less than the minimum when the proper number were previously turned in will be subject to corresponding weekly rate deductions and the City of Lubbock will request a written credit memo for the deductions. 5.3 Supplier shall maintain regular weekly delivery and pickup schedule during normal working hours, Monday through Friday. It is the sole responsibility of the supplier to insure the weekly service is maintained at no additional cost to the City. 5.4 The supplier is responsible for normal maintenance (repair tears, missing buttons, etc.) and for replacement of the entire garment when necessary. Replacements required due to normal wear or excessive shrinkage will be made at no additional cost to the City. Replacements should be presentable and in a good state of repair to be determined by the respective Department Head. Replacements should be provided within a one week turnaround time for standard sizes and a three to four week turnaround time for non-standard sizes. Non-standard sizes are defined as those uniform shirts XXXL or larger and uniform pants size 46 or larger in the waist. Cost of replacement due to loss or abuse will be the responsibility of the City. 5.5 Supplier shall provide clean uniforms in a good state of repair. If garments are chemically cleaned to remove oil, grease, paint, or asphalt stains, it will be a requirement of this contract that they be industrially laundered periodically to reduce chemical build-up in the garments which may cause skin irritation. 5.6 A service form or tag is to be furnished by the vendor, to be used by all departments indicating any repairs that the garment needs (i.e.: missing emblems, holes in pocket, missing button, broken zipper, change in waist or shirt size, etc.). 5.7 Supplier shall provide all uniforms to each using department sixty (60) days after award of contract. 5.8 Uniform shirts shall be provided with or without starch as selected by the employee or using department. 06-054-RW1T118estVat.doc 22 iTB 406-054-RW. Uniform Rental and Laundry Services - Annual Pricing 6. BILLING: Billing is to be made on a monthly basis. Invoices are to be mailed to the following address: CITY OF LUBBOCK ACCOUNTS PAYABLE P.O. BOX 2000 LUBBOCK, TEXAS 79457 7. OTHER REQUIREMENTS: 7.1 Successful bidder shall appoint, by name, a company representative who shall be responsible for servicing all purchases covered by this contract resulting from the award of this bid. The appointed representative shall be responsible for, but not limited to, the following services: correct pricing, back- order control, invoice and voucher procedures, delivery, and in general to provided functions as necessary to ensure that the account will be maintained in a condition which will expedite ordering, _ _deliveries, and allow the City of Lubbockto promptly pay aA invoices as dug. 7.3 Provide a list of at least three (3) customer references, preferably within the local area. S. TERMINATION CLAUSE: 8.1 The failure of any contractor or supplier to the City of Lubbock to comply with the terms of this bid will subject any contract or purchase order to revocation. 9. CONTRACT PERIOD: 9.1 The Contract period shall be for a period of two (2) years subject to the renewal options shown below in Paragraph 10.1. 10. EXTENSION: 10.1 The bidder and the City of Lubbock covenant and agree that this bid or subsequent contract may, with the mutual approval of the supplier and the City of Lubbock be extended under the same terms and conditions of this bid or contract for a period of one (1) additional year. 10.2 The City of Lubbock shall notify the bidder of its intent to exercise the aforementioned option in writing prior to the termination of the current contract period. 06-054-RWITBBestVal. doc 23 UniFirsf 1727 E. 8th Street Lubbock, Texas 79403 Telephone (806) 762-054 i Facsimile (806) 763-5700 WI- d—re Additional Charges 6.8 DEFE (Delivery Energy fuel Environmental) charge $1.00 per invoice on a weekly basis. UniFirst 1727 E. 8th Street Lubbock, Texas 79403 Telephone (806) 762-0541 Facsimile (806) 763-5700 K-I.t—ro t Brandon and Clark Electric Lubbock, Tx Contact: Gary Clark (806) 771-5600 Uniform and Facility Services, number of employees serviced on a weekly basis (55) Lubbock Electric Lubbock, Tx Contact: Lell Starkey (806) 744-2336 Uniforms and Facility Services, number of employees serviced on a weekly basis (60) VTS Pumps Inc. Lubbock, Tx Contact: Willie Bryant (806) 743-5555 Uniform and Facility Services, number of employees serviced on a weekly basis (100) Scoggin Dickey Lubbock, Tx Contact: Nathan Grassie (806) 798-4000 Uniform and Facility Services, number of employees serviced on a weekly basis (50) Hassle Free Beginnings We take extra measures up front to ensure a smooth start to your program ♦ "Try for Size" means a correct fit the first time ♦ We verify order and installation details so you get exactly what you expect ♦ We invite you to tour our facility to see how we "make it all happen" www,unifirst cc We Put You First Our Professional Route Representatives have the authority to take action UnTirs t SL005 ♦ Manage program detaiis ` 4 and ensure your complete satisfaction ♦ Add or reduce employees a' to/from your program ♦ Replace worn garments' as needed ♦ Take orders for additional items ¢G you require f. r ♦ Compensation based on 1 yr customer satisfaction fps www.unifirstc Automatic Repairs Repairs are made before you have to ask ♦ 97% of all needed repairs are found during our 10-point inspection process ♦ Uniforms are mended and returned on your next scheduled delivery day ♦ Our tag system makes it easy to indicate special needs UnTirs t SL0010 I UniFirst monitors and manages both water and solidWeing returned to the ecosystem lb -t P. UniastCUSTOMER'S SERVICE REPORT .............................................................................. Phone Number:...................................... Route Number:........................... Account Number:............................. .............................................................................................. .....I.......... City:........................................................................ State:............. Zip Code:................................... rovide consistent and complete deliveries; clean, properly finished clothes; timely repairs; garments replaced as they wear out; l billing and a customer service team dedicated to exceeding your expectations. To help us serve you better it is important that i feel about our service. Please complete the information in the box below and return this card to your Route Representative. ild you rate your overall satisfaction with our service? Are you (circle one)... )letely Satisfied 4 = Satisfied 3 = Somewhat Satisfied 2 = Dissatisfied 1 = Completely Dissatisfied not Completely Satisfied, please indicate what we -need to do as a company to insure your Complete Satisfaction with our service. Representative:...... .. . .:.:..... Title: ......... .:....... :::::... :::.::: Date:...:._ ..:::.... :... ::.. ..:.::..:: resentative:........................................................................................ Date: .................................................... ......... ild you rate your overall satisfaction with our service? Are you (circle one)... )letely Satisfied 4 = Satisfied 3 = Somewhat Satisfied 2 = Dissatisfied 1= Completely Dissatisfied not Completely Satisfied, please indicate what we need to do as a company to insure your Complete Satisfaction with our service. Representative:................................................................................. Title:...................................................................... Date:.............................................................. oresentative:........................................................................................ Date:.............................................................. 2501 = J,-' UniFirst MANAGER'S MAOR ACCOUNT VISITATION AccountName................................................................. Date of Visit................................................................... Address..................................................................I...... Account Value................................................................ City.......................................... State......... Zip ................ Phone Number ( )........................................................ PersonContacted.............................................................. Title............................................................................. Location Number ......................... Route Number(s) .............. RFCA Generated YES............... NO ............... 1. How would you rate your overall satisfaction with our service? Are you (circle one): 5 Completely Satisfied 4 Satisfied 3 Somewhat Satisfied 2 Dissatisfied 1 Completely Dissatisfied If you're- not Completely Satisfie&, what do we need -to do as a- company to insure -- your COMPLETE SATISFACTION with our service? .................................................................................................................. 3. Does the performance of your Route Representative meet your expectations? 4. Is there anything specific you'd like to see in our service that you presently don't have? 5. UniFirst corrective actions and commitments to customer in regards to customer's reply to questions 2, 3 and 4. .................................................................................................................. .................................................................................................................. ...................................... ........................................................................ I... ❑ Condition of Lockers ❑ Use of Soiled Garment Container ❑ Use of Hanger Reclamation Rack ❑ Condition of "Help" Poster and Tags ❑ General Condition of Garments ❑ Condition of Flat Goods ❑ Any Opportunities for ABUS (i.e. Mats, Wipers, Covers, Restroom Svc., Etc.) ❑ Any Purchased items We Could Be Supplying UniFirstManager......................................................................................... Date ................................................. Customer representative................................................................................ Date ................................................. 2500 UniFirst 1727 E. 8th Street Lubbock, Texas 79403 Telephone (806) 762-0541 Facsimile (806) 763-5700 W-41-199 s K � 60 c, rNZt x ^ k ;,yuaa it l:4ltii JPil1YiL. ': 0 Iteettiplgo pa nda do ropy gawk 0 Csambiar tama8o del cuello a ping.. 0 Actet mangaa .. puig. t? Alacgar ofanga§ ping.. 0 Acorfat pantai6n ping, Q Aiatgar panal6n - -• ping. U Cami iar tamado 0 cinun ping. O Remendar rasgadum 0 Arreglar cost= Q Ameglac entMi6ft U Arreglar bolsiUo U An Ww trabilia dal cint Mn U Renmdar apjem O Arreglar cia't+e a cremallem 0 Cambiar botbn SV02-R94B Un�Fkst The UniFirst Service Promise Clothing We promise you will be supplied top-quality garments manufactured to the rigid standards demanded by industrial uniform programs, and that each employee will be carefully fitted to ensure both comfort and a good uniform look. Cleaning We promise your garments will be cleaned using environmentally safe detergents in modern industrial washers, thoroughly rinsed for fabric freshness and carefully dried and finished for the crisp look you expect. Repairs We promise that each time we clean one of your garments, we will carefully inspect it for minor tears, seam flaws,broken buttons, missing emblems, and more. Any deficiency will be repaired prior to the garment being returned. And any needed repair or alteration a wearer notifies us of through use of our Repair Tag System, will be taken care of before the garment is returned in the next week's delivery. Replacements _Normal wear and tear, and repeated cleanings limit a garments, useful life. We promise we will automatically -- change -out significantly worn garments and will supply replacements complete with fresh identification tapes and emblems. Route Service We promise your uniforms will be delivered on the same day at approximately the same time each week. In the event a national or local holiday falls on your normal delivery day, you will be notified in advance of a special alternate delivery arrangement. We have never missed a delivery due to circumstances within our control and we intend to maintain that record. Billing We promise the invoice you receive will individually list each employee by name and will show garment type, size, inventory issued, and weekly expense. It will also specifically identify any employees added to or deleted from the program and will serve as an effective control record. Customer Service Your Route Sales Representative's number one job is to ensure your satisfaction. But should you have a special need or problem that can't wait, we promise that the local UniFirst Customer Service Representative will handle your call and get a specific answer back to you within 24 hours. Or You Don't Pay Promises are fine, but they're not what you pay for. Any time we don't deliver precisely what we say we will, you won't be charged. To make that more specific: in any case where you have noted us of a service shortcoming and we don't correct it to your complete satisfaction, we'll make sure you're credited for the speck weekly garment charges... and that you continue to be credited until the service difficulty is fixed. We perform or you don't pay. It is as simple as that. It's a promise. UniFirst UniFirst Guarantees the Quality of its service. Any deficiencies which are communicated to the Company in writing and which are not corrected within 60 days arecause for termination of the service agreement.* Customer's only obligation is to return or pay for all rental products. UniFirst CUSTOMER DATE UNTFIRST MANAGER Termination notification must be in writing and mailed to the Company within 10 days of the end of the 60 day period. Termination will be effective 30 days from date of notice, providing all outstanding balances have been paid in full and all standard merchandise issued to customer has been returned in good and usable condition or paid for at the replacement costs then in effect. # UNI 123