HomeMy WebLinkAboutResolution - 2023-R0003 - Contract 16845 with UniFirst Corporation 1.10.23Resolution No. 2023-R0003
Item No. 5.4
January 10, 2023
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute
for and on behalf of the City of Lubbock, Service Contract No. 16845 for uniforms and
accessories purchase and rental services as per RFP 23-16845-YB, by and between the City
of Lubbock and Unifirst Corporation of Lubbock, TX and related documents. Said Contract
is attached hereto and incorporated in this resolution as if fully set forth herein and shall be
included in the minutes of the City Council.
Passed by the City Council on January 10, 2023
ATTEST:
Reb ca Garza, City Se et
APPROVED AS TO CONTENT:
D. u Ko elich, Chief Financial Officer
APPROVED AS TO FORM:
Kelli Leisure, Assistant City Attorney
ccdocs/RES.ServiceContract 16845 Uniforms and Accessories Purchase and Rental Services
12.01.22
Resolution No. 2023-R0003
Contract 16845
City of Lubbock
Uniforms and Accessories Purchase and Rental Services
Agreement
This Service Agreement (this "Agreement") is entered into as of the 10 day of January 2023
("Effective Date") by and between Unifirst Corporation (the Contractor), and the City of Lubbock (the
"City„).
RECITALS
WHEREAS, the City has issued a Request for Proposals 23-16845-YB, Uniforms and Accessories
Purchase and Rental Services and
WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which best
meets the needs of the City for this service; and
WHEREAS, Contractor desires to perform as an independent contractor to provide Uniforms and
Accessories Purchase and Rental Services, upon terms and conditions maintained in this Agreement; and
NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and
Contractor agree as follows:
City and Contractor acknowledge the Agreement consists of the following exhibits which are
attached hereto and incorporated herein by reference, listed in their order of priority in the event of
inconsistent or contradictory provisions:
1. This Agreement
2. Exhibit A — General Requirements
3. Exhibit B — Best and Final Offer
4. Exhibit C — Insurance Requirements
Scope of Work
Contractor shall provide the services that are specified in Exhibit A. The Contractor shall comply with all
the applicable requirements set forth in Exhibit B and Exhibit C attached hereto.
Article 1
1.1 The contract shall be for a term of one (1) year, with the option of four (4), one (1) year extensions,
said date of term beginning upon formal approval. This Contract will renew automatically for the
additional terms, unless either Party gives ninety (90) day written notice to terminate the Contract.
The discount rate may be re -negotiated during the renewal process.
1.2 All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
determined by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
1.3 The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is
on file with the Purchasing and Contract Management Department as required by contract or contract
may be terminated for non-compliance.
1.4 The contract shall remain in effect until the first of the following occurs: (1) the expiration date, (2)
performance of services ordered, or (3) termination of by either party with a 30 day written notice.
The City of Lubbock reserves the right to award the canceled contract to the next lowest and best
bidder as it deems to be in the best interest of the city.
Article 2 Miscellaneous.
2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in
accordance with the laws of said State, without reference to choice of law provisions.
2.2 This Agreement is performable in, and venue of any action related or pertaining to this
Agreement shall lie in, Lubbock, Texas.
2.3 This Agreement and its Exhibits contains the entire agreement between the City and
Contractor and supersedes any and all previous agreements, written or oral, between the
parties relating to the subject matter hereof. No amendment or modification of the terms of
this Agreement shall be binding upon the parties unless reduced to writing and signed by
both parties.
2.4 This Agreement may be executed in counterparts, each of which shall be deemed an original.
2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining
provisions of this Agreement shall not be affected thereby.
2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of
any parties otherwise to insist upon strict performance of any provision hereof shall not
constitute a waiver of any subsequent breach or of any subsequent failure to perform.
2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their
respective heirs, representatives and successors and may be assigned by Contractor or the
City to any successor only on the written approval of the other party.
2.8 All claims, disputes, and other matters in question between the Parties arising out of or
relating to this Agreement or the breach thereof, shall be formally discussed and negotiated
between the Parties for resolution. In the event that the Parties are unable to resolve the
claims, disputes, or other matters in question within 30 days of written notification from the
aggrieved Party to the other Party, the aggrieved Party shall be free to pursue all remedies
available at law or in equity.
2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times,
reserves the right to audit Contractor's records and books relevant to all services provided to
the City under this Contract. In the event such an audit by the City reveals any errors or
overpayments by the City, Contractor shall refund the City the full amount of such
overpayments within 30 days of such audit findings, or the City, at its option, reserves the
right to deduct such amounts owing the City from any payments due Contractor.
2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court
of competent jurisdiction. Further, the City shall not be subject to any arbitration process
prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein
are cumulative and not exclusive, and may be exercised concurrently. To the extent of any
conflict between this provision and another provision in, or related to, this document, this
provision shall control.
2.11 The contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent
be given, the Contractor shall insure the Subcontractor or shall provide proof of insurance
from the Subcontractor that complies with all contract insurance requirements document, this
provision shall control.
2.12 Contractor acknowledges by supplying any Goods or Services that the Contractor has read,
fully understands, and will be in full compliance with all terms and conditions and the
descriptive material contained herein and any additional associated documents and
Amendments. The City disclaims any terms and conditions provided by the Contractor unless
agreed upon in writing by the parties. In the event of conflict between these terms and
conditions and any terms and conditions provided by the Contractor, the terms and conditions
provided herein shall prevail. The terms and conditions provided herein are the final terms
agreed upon by the parties, and any prior conflicting terms shall be of no force or effect.
2.13 Contracts with Companies Engaged in Business with Iran, Sudan, or Foreign Terrorist
Organization Prohibited. Pursuant to Section 2252.152 of the Texas Government Code,
prohibits the City from entering into a contract with a vendor that is identified by The
Comptroller as a company known to have contracts with or provide supplies or service with
Iran, Sudan or a foreign terrorist organization.
2.14 Texas Public Information Act. The requirements of Subchapter J, Chapter 552, Government
Code, may apply to this contract and the contractor or vendor agrees that the contract can be
terminated if the contractor or vendor knowingly or intentionally fails to comply with a
requirement of that subchapter. To the extent Subchapter J, Chapter 552, Government Code
applies to this agreement, Contractor agrees to: (1) preserve all contracting information
related to the contract as provided by the records retention requirements applicable to the
governmental body for the duration of the contract; (2) promptly provide to the governmental
body any contracting information related to the contract that is in the custody or possession
of the entity on request of the governmental body; and (3) on completion of the contract,
either: (A) provide at no cost to the governmental body all contracting information related to
the contract that is in the custody or possession of the entity; or (B) preserve the contracting
information related to the contract as provided by the records retention requirements
applicable to the governmental body.
2.15 No Boycott of Israel. Pursuant to Section 2271.002 of the Texas Government Code, a) This
section applies only to a contract that: (1) is between a governmental entity and a company
with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be
paid wholly or partly from public funds of the governmental entity. (b) A governmental entity
may not enter into a contract with a company for goods or services unless the contract
contains a written verification from the company that it: (1) does not boycott Israel; and (2)
will not boycott Israel during the term of the contract.
2.16 Texas Government Code 2274. By entering into this Agreement, Contractor verifies that: (1)
it does not, and will not for the duration of the contract, have a practice, policy, guidance,
or directive that discriminates against a firearm entity or firearm trade association or (2)
the verification required by Section 2274.002 of the Texas Government Code does not apply
to the contract. If Contractor is a company with 10 or more full-time employees and if this
Agreement has a value of at least $100,000 or more, Contractor verifies that, pursuant to
Texas Government Code Chapter 2274, it does not have a practice, policy, guidance, or
directive that discriminates against a firearm entity or firearm trade association; and will not
discriminate during the term of the contract against a firearm entity or firearm trade
association.
2.17 Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verification required by Section 2274.002 of
the Texas Government Code does not apply to the contract. If Contractor is a company with
10 or more full-time employees and if this Agreement has a value of at least $100,000 or
more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does
not boycott energy companies; and will not boycott energy companies during the term of the
Agreement. This verification is not required for an agreement where a governmental entity
determines that these requirements are inconsistent with the governmental entity's
constitutional or statutory duties related to the issuance, incurrence, or management of debt
obligations or the deposit, custody, management, borrowing, or investment of funds.
2.18 Confidentiality. The Contractor shall retain all information received from or concerning the
City and the City's business in strictest confidence and shall not reveal such information to
third parties without prior written consent of the City, unless otherwise required by law.
2.19 Indemnify. The Contractor shall indemnify and save harmless the city of Lubbock and its
elected officials, officers, agents, and employees from all suits, actions, losses, damages,
claims, or liability of any kind, character, type, or description, including without limiting the
generality of the foregoing, all expenses of litigation, court costs, and attorney's fees, for
injury or death to any person, or injury to any property, received or sustained by any person
or persons or property, to the extent arising out of, related to or occasioned by, the negligent
acts of the Contractor, its agents, employees, and/or subcontractors, related to the
performance, operations or omissions under this agreement and/or the use or occupation of
city owned property. The indemnity obligation provided herein shall survive the expiration
or termination of this agreement.
-----INTENTIONALLY LEFT BLANK-----
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the
day and year first above written. Executed in triplicate.
CITY OF
Tray
ATTEST:
Reb ca Garza, City Sec et
A P VED AS TO CONTENT:
Marta Nvarez, Director of Purchasing and
Contract Management
APPROVED AS TO FORM
lli Leisure, Assistant City Attorney
CONTRA OR
BY:
Au6
thorized Re esentative
Print Name
I V 2 cc" s�
Address
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City, State, Zip Code
Exhibit A
City of Lubbock
RFP 23-16845-YB
Uniforms and Accessories Purchase and
Rental Services
GENERAL REQUIREMENTS
L INTENT
The City of Lubbock (hereinafter called "City") is seeking requesting proposals from interested firms
and individuals, (hereinafter called "Proposer") to provide Uniforms and Accessories Purchase and
Rental Services.
SCOPE OF WORK
General Specifications: The City wants to provide employees with a well -made, high -quality uniform
that consistently presents a professional appearance even after extended wear. This will be done through
the direct purchase of uniforms, but primarily departments will require the rental, laundering, repair and
replacement of uniforms by the contractor. Rental uniforms that do not meet the uniform specifications
set forth or that are ragged, frayed, torn, spotted, faded, or otherwise in poor condition or appearance
shall not be deemed to meet the quality and appearance requirements.
The City desires to make award to a single or multiple qualified contractors who will provide high
quality direct purchase uniforms and who will maintain the rental uniforms in such a way as to
maintain a professional appearance. Maintenance shall include any necessary mending and button,
zipper, and hook replacement. With regard to cleaning, pressing and maintaining of the rental
uniforms, the City desires that the contractor be willing and able to clean and press each uniform
article and to charge a rental fee that includes the cost of such cleaning and pressing and any
necessary maintenance or replacement.
2. GENERAL SPECIFICATIONS:
Estimated annual quantities and probable drop-off locations are for Bid purposes only. No
guarantee of the actual service requirement is implied or expressed by this estimate or this
document. Service recjuirements shall be determined by actual need. Catalo Pricelist MUST
be included or proposal will not be considered. Discount % off Catalo ricelist.
2.1 COTTON UNIFORMS
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
c. Content: 65% polyester!35% cotton
d. Style: Short sleeve with dress collar and collar band and two patch pockets with button
down flaps or button through pockets.
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.
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.
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.
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.
2.2. EXECUTIVE UNIFORMS
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. Trousers
a. Fabric: Polyester/Cotton
b. Weight: 7-1/2 ounces per square yard
c. Content: 65% polyester35% cotton
d. Style: Regular with pleated, straight legs with two (2) front pockets and two (2) rear pockets.
Ladies slacks should also be available as requested by using departments.
2.3. SMOCKS
3.1 Smocks
a. Fabric: Pre -cured Poly./Cotton Twill
b. Weight: Minimum 7.25 ounces per square yard
c. Content: 65% polyester/35% cotton
d. Style: Snap or Button smock, Short or Long Sleeve
e. Length: Mid -calf or Waist
2.4. COLORS
4.1. Uniform colors shall be as selected by using departments. Contractor shall indicate the
color selection available for each item.
2.5. UNIFORM FITTING
5.1. Upon award of the contract, the Contractor 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. Contractor shall maintain a record of each employee's sizes
so that replacements can be ordered without re -fitting.
2.6. LETTERING OR IDENTIFICATION
6.1. The contractor must provide a patch (approximate size 2-1/2" x 5") reading "City of
Lubbock Department" over the left pocket of each shirt. Contractor 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 Contractor at
the time measurements are taken for each usingdepartment.
2.7. DEPARTMENT USAGE
7.1. Uniforms are to be furnished to twenty-eight (28) departments. The City reserves the right to
add or delete locations as needed.
7.2. Number of uniform changes:
7.3. The Contractor 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.
Uniforms shall be picked up and delivered WEEKLY to the following departments unless
the Contractor is notified by the department of a different schedule.
1. Aviation (Lubbock International Airport)
Martin Luther King Boulevard
Lubbock, Texas
2. Facilities Management
1314 Ave K — Floor 4
Lubbock, Texas
3. Facilities Management
405 34th Street
Lubbock, Texas
4. Fire Equipment Maintenance
1515 East Ursuline
Lubbock, Texas
5. Cemetery
2011 East 31 st Street
Lubbock, Texas
6. Civic Center
1501 6th Street
Lubbock, Texas
7. Fleet Services
324 Municipal Drive
Lubbock, Texas
8. Land Application
Route 1, Box 10
1 mile East of Loop 289 on East 191h Street
Lubbock, Texas
9. Lubbock Power and Light
Electric Production
3500 East Slaton Highway
Lubbock, Texas
10. LP&L Massengale Station
600 Municipal Drive
Lubbock, Texas
11. LP&L Brandon Station
3208 14th Street
Lubbock, Texas
12. LP&L Electric Distribution
404 Municipal Drive
Lubbock, Texas 79401
13. LP&L Meter Reading
1301 Broadway
Lubbock, Texas
14. Park Maintenance Central Shop
1912 Erskine
Lubbock, Texas
15.Park Maintenance Berl Huffman Shop
2506 Landmark Drive
Lubbock, Texas
16.Park Maintenance
K. N. Clapp Shop
46th and Avenue U
Lubbock, Texas
17. Print Shop/Mailroom
1314 Ave K - Basement
Lubbock, Texas
18.Radio Shop
530th Street
531 Lubbock, Texas
19. Solid Waste Management
324 Municipal Drive
Lubbock, Texas
20. Solid Waste Disposal/Landfill
6500 N. Avenue P
Lubbock, Texas
21. Solid Waste Container Maintenance
1631 84th Street
Lubbock, Texas
22. Solid Waste
208 Municipal Drive
Lubbock, Texas
23. Street Department
600 Municipal Drive
Lubbock, TX
24. Sudan Station
60 miles NW of Lubbock on
Clovis Highway
Muleshoe, Texas
25. Traffic Engineering
321 North Ash
Lubbock, Texas
26. Water Utilities
600 Municipal Drive
Lubbock, Texas
27. Water Treatment
6001 Guava
Lubbock, Texas
28. Water Reclamation Plant
37th & Guava
Lubbock, Texas
29. Citibus
801 Texas Avenue
Lubbock, TX
The City reserves the right to add or remove update the list of departments.
2.8. PERFORMANCE REQUIREMENTS
After notice of contract award, it will be the responsibility of the Contractor 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 CONTRACTOR 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 Contractor have been
measured, the Contractor must submit to each department supervisor a completed list for each
location that includes the employee name, description of uniforms provided to each employee and
their sizes. This should also include the day of the week the laundry will be picked up.
8.1 Contractor 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.
8.2 Contractor shall maintain regular weekly delivery and pickup schedule during normal
working hours, Monday through Friday. It is the sole responsibility of the Contractor
to insure the weekly service is maintained at no additional cost to the City.
8.3 The Contractor 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.
8.4 Contractor 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.
8.5 A service form or tag is to be furnished by the Contractor, 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.).
8.6 Contractor shall provide all uniforms to each using department sixty (60) days after
award of contract.
8.7 Uniform shirts shall be provided with or without starch as selected by the employee
or using department.
8.8 Contractor shall inspect garments each week using the eight -point inspection process
below, or a similar process to ensure garment integrity.
DINT
PANTS
SHIRTS
REPAIR
REPLACE
7
Hems
Buttons
8
Holes
Placket
POINT
PANTS
SHIRTS
REPAIR
REPLACE
1
I.D. Tape
I.D. Tape
2
Buttons
Collar
3
Seams
Seams
4
Tears
Emblems
5
Crotch
Pockets
6
Knees
Hems
Contractor shall monitor all patches and emblems and automatically
replace them when they become faded or when detached around edges.
8.9 Contractor shall replace a garment when it fails to meet the established image as
determined by the City. Costs for replacements and for loss attributable to normal
wear and tear shall be borne by Contractor. Replacement of garments not meeting the
inspection criteria or items damaged or lost by Contractor shall be automatically
replaced at Contractors expense. Contractor shall replace garments within seven (7)
working days following receipt of verbal or written notification from City designee
that replacement shall be required.
2.9. DIRECT PURCHASE UNIFORMS
9.1 Contractor shall sell uniforms to City for employees that may or may not rent
uniforms. City employee shall be responsible for cleaning, pressing and maintaining
the uniform items. Details of this service are set forth below.
9.2 Under this option, City anticipates that it will replace employee uniforms
annually, so Contractor shall be expected to provide, alter, embroider and deliver
all the uniform selections within thirty (30) days of the order being completed.
9.3 For this annual replacement Contractor shall bundle all of an individual employee's
uniforms together in a bag or box, mark the container with the employees' name,
supervisor and department. Information shall be given to Contractor at the time of
order.
2.10. MATS, TOWELS, RAGS, ETC.
10.1 Contractor shall ensure clean, fresh -looking floor mats approved by City, in good
condition, in specified sizes. Other items listed must also be clean and acceptable to
the department.
10.2 Deliver and distribute of clean items and removal of soiled items on a weekly basis
unless directed otherwise at the designated areas below. Additional locations may be
added during the term of this Agreement.
2.11. ESTABLISH PROCEDURES
11.1. Contractor shall provide repair tags for all "need" requests on rental uniforms. Tags
shall provide a clear easy to fill out form to clearly indicate any problem condition.
Tags shall be available at each drop-off area for employees to complete when
necessary.
11.2 Contractor shall provide a customer request process in which all requests to
Contractor shall be documented, tracked, and followed to final resolution. Contractor
shall provide a specific form for this documentation and ensure it shall be a normal
part of the process. See Form "C", Customer Request Form, attached hereto.
11.3 Contractor shall furnish delivery tickets with fresh laundry using a form with the
information similar to Form "A", Garment and Mat Return Status Report, attached
hereto. Contractor shall then do an inventory count of soiled items for pickup at each
site using a form similar to Form `B", Garment and Mat Pickup Inventory list,
attached hereto. Contractor shall note repair tickets attached to any garments. These
two actions shall be the standard procedure at each site. City designee and
Contractor shall then review and sign the delivery ticket, and a copy shall be left
with City designee. Invoices and/or delivery tickets shall include at a minimum the
following,
a. Show each employee by full name and identification number.
b. Show actual inventory of articles for each employee.
C. Provide documented tracking of articles through laundering process
including on -site count of uniform articles picked up and returned.
d. Furnish weekly cost breakdown for services for each
employee, each garment and mat.
11.4 Contractor acknowledges all garments and mats furnished on a rental basis shall
remain the property of Contractor throughout the term of this Agreement.
11.5 Contractor shall replace uniforms, which no longer fit City employees, with the
correct size within fifteen (15) days, after notification from City.
11.6 Contractor, at the beginning of the Agreement, shall supply uniforms new, unused,
first class, fully altered and ready for employees to wear.
2.12. CUSTOMER SATISFACTION
12.1 Contractor shall provide a customer service representative that shall be available to
City designee to resolve problems on a daily basis. Contractor representative shall
always handle City's account and shall be empowered to monitor City's account, track
all customer service requests, and solve problems as they occur. Contractor's
customer service rep shall have direct communication with the route driver (pager or
cell -phone) to provide immediate resolution to complaints.
12.2 Contractor shall furnish a customer service survey every three months to initiate a
Feedback process for reviewing and monitoring services being provided to City.
Process shall include a form showing all the critical elements in Form "C", Customer
Request Form, attached hereto. Contractor shall guarantee a solution Acceptable to
City with a thirty (30) day period that provides the necessary improvements stated in
this survey.
12.3 Contractor shall meet with City designee quarterly to discuss and resolve any
existing quality -control problems covering topics in Form "D", Customer Service
Survey, attached hereto.
2.13. REPORTS
13.1 The Contractor shall supply the City with an initial total employee uniform list report
and shall thereafter provide City quarterly uniform list report. Uniform list report shall
be sent in excel format electronically to City designee and shall state by department,
each employee name and uniforms rented and/or purchased for each employee.
2.14. BILLING
14.1 Billing is to be made on a monthly basis. Invoices are to be mailed to the
following address:
CITY OF LUBBOCK
Using Departments
P.O. BOX 2000 - Cost Center:
LUBBOCK, TEXAS 79457
2.15. OTHER REQUIREMENTS
15.1 The Contractor 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 Lubbock to promptly pay all invoices as due.
Exhibit B
City of Lubbock
RFP 23-16845-YB
Uniforms and Accessories Purchase and
Rental Services
Price Proposal Sheet
BAFO
UniFirst Corporation
Location
Lubbock, TX
Total Cost
$117.85
Quantity
Catalog
Required
Page Catalog Discount
#
Items
(+/-)
UOM
No.
Price %
Unit Cost
PLIrchase
- •
- urc ase o Ica an
Nursing Uniforms,
Related Supplies and
#1-1
Accessories.
I
EA
67
51.98 30%
36.39
Purchase of Business
Uniforms (Career
Apparel), Related
Supplies and
#1-2
Accessories
I
EA
25
57.98 30 ,o
40.59
Purchase of All Other
Work -Related Uniforms,
Related Supplies and
Accessories not listed
#1-3
above
1
EA
5
46.65 30%
32.65
Medical/NLirsing/Other Work
Related Uniforms
Rental of Medical and
Nursing Uniforms,
Related Supplies and
#2-1
Accessories.
11
EA
67
$ 0.33
$3.63
Rental of Business
Uniforms (Career
Apparel), Related
Supplies and
#2-2
Accessories.
1
EA
25
$ 0.38
$ 0.38
Rental of All Other
Work -Related Uniforms,
Related Supplies and
#2-3
Accessories.
1
EA
5
$ 0.33
$ 0.33
•Uniforms
Rental: Executive Shirt;
long sleeve; 100%
cotton; weekly rental
#3-1
unit price.
11
EA
25
$ 0.18
$ 1.98
Other
Rental of Industrial
#4-1
Towels.
1
EA
2
$ 0.05
$ 0.05
Rental of Industrial
#4-2
Mats.
1
EA
3
$ 1.25
$ 1.25
Rental of Industrial Mop
#4-3
Service.
1
EA
3
$0.60
$0.60
Exhibit C
Commercial General Liability Requirements: $1 M occurrence / $2M aggregate (can be
combined with an Excess Liability to meet requirement). CGL is required in ALL contracts. It is
perhaps the most important of all insurance policies in a contractual relationship. It insures the
Contractor has broad liability coverage for contractual activities and for completed operations.
Commercial General Liability to include Products — Completion/OP, Personal and Advertising
Injury, Contractual Liability, Fire Damage (any one fire), and Medical Expenses (any one person).
Automobile Liability Requirements: $1 M/occurrence is needed.
Workers Compensation and Employer Liability Requirements: Statutory. If the vendor is an
independent contractor with no employees and are exempt from providing Workers' Compensation
coverage, they must sign a waiver (obtained from COL Purchasing) and include a copy of their
driver's license. Employer Liability ($1 M) is required with Workers Compensation.
* The City of Lubbock (including its officials, employees and volunteers) shall be afforded
additional insured status on a primary and non-contributory basis on all liability policies except
professional liabilities and workers' comp.
* Waivers of Subrogation are required for CGL, AL, and WC.
* To Include Products of Completed Operations endorsement.
* Carrier will provide a 30-day written notice of cancellation, 10-day written notice for non-
payment.
* Carriers must meet an A.M. Best rating of A- or better.
* Subcontractors must carry same limits as listed above.
•►U
GARMENT AND MAT RETURN STATUS REPORT
Customer Name
Contract #:
Billing Address
Date:
Drop Location:
Driver's Name:
Emp # Inventory # of S/S # of US # of
# of # of # of # of # of
# of
Shirts Shirts I" -nit
1/Pants S/Pants Cover 3x5 4x6
3x10 Cost
Shirts
- Alls Mats Mats
Mats
Employee's
$
Name
Total Inventory
$
Weekly Return
$
Employee's
Name
$
Total Inventory
$
Weekly Return
$
Employee's
$
Name
Total Inventory
$
Weekly Return
$
Employee's
$
Na
Name
Total Inventory
$
Weekly Return
Signature of City Employee Accepting Goods: Date & Time
Signature of Driver Delivering and Picking Up Goods:
GARMENT AND MAT PICKUP INVENTORY LIST
Customer Name
Billing Address
Drop Location:
Emp# Employee # of # of # of # of
Name S/S US Knit s 1/Pants
Shirts Shirts
Contract #:
Date:
Driver's Name:
# of # of # of # of # of
S/Pants Cover 3x5 4x6 3x10
- Alls Mats Mats Mats
Signature of City Employee Accepting Goods: Date & Time
Signature of Driver Delivering and Picking Up Goods:
Cost
FORM "C"
CUSTOMER REQUEST FORM
Date Time
Customer Contact's Name Phone #
Company
Address
Concern & Location:
Plan of Action:
Final Resolution
Date Called Back By Date Time
Customer Rating:
1. Highly satisfied
2. Somewhat satisfied
3. Not satisfied
4. Do not know
FORM "D"
CUSTOMER SERVICE SURVEY
Date:
Person Surveyed Phone number:
Route/Day Dept. & Location
Level of Service Satisfaction rated for the past 3-months:
Highly Satisfied : Somewhat Satisfied :: Somewhat Dissatisfied " : Dissatisfied .
Comments:
What could our company do to improve service?
How could our company improve quality of uniforms?
In what ways has our company exceeded your expectations?
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos. 1- 4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
2022-959222
1
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
UnlFlrst Corporation
Lubbock, TX United States
Date Filed:
11/29/2022
2
Name of governmental entry or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
Date Acknowledged:
3
Provide the identification number used by the governmental entity or state agency to track or Identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
RFP23-16845-YB
Uniforms and Accessories Purchase and Rental Services
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
I Intermediary
Gonzales, Jimmy
Lubbock, TX United States
X
5
Check only if there is NO Interested Party. ❑
6
UNSWORN DECLARATION
My name is ze, and my date of birth is
My address is UL L-j%319dc_(-., �, , gc(2q r
(street) (dty) (state) (zip code) (country)
1 declare under penalty that the foregoing Is true and correct.
QQofnnperjury
Executed in �—o County, State of --I eX4 s on the day of 20 Z-�
(month) (year)
Signature rued agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V3.5.1.eb87ef42
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos. 1- 4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos.1, 2, 3, 5, and 6 if there are no interested parties.
CERTIFICATION OF FILING
Certificate Number:
2022-959222
i
Name of business entity filing form, and the city, state and country of the business entity's place
of business.
UniFirst Corporation
Lubbock, TX United States
Date Filed:
11/29/2022
2
Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
City of Lubbock
Date Acknowledged:
11/29/2022
3
Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract
RFP23-16845-YB
Uniforms and Accessories Purchase and Rental Services
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
Tintermediary
Gonzales, Jimmy
Lubbock, TX United States
X
5
Check only if there is NO Interested Party. ❑
6
UNSWORN DECL.ARAT10N
My name is and my date of birth is
My address is
(street) (city) (state) (zip code) (country)
I declare under penalty of pedury that the foregoing is true and correct.
Executed in County, State of , on the day of , 20
(month) (year)
Signature of authorized agent of contracting business entity
(Declarant)
corms proviaea Dy I exas ttnics commission www.etnics.state.tx.us Version V3.5.1.eb87ef42