ITB 2020-1715 Contract for Citywide Uniform Rental Services

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ITB 2020-1715
Contract for Citywide Uniform Rental Services
Professional Services
08/15/2019
Open
09/27/2019 3:00 PM

The City of East Point, Georgia, is hereby soliciting sealed bids from financially stable, experienced, qualified professional Service Providers who are interested in entering into a multi-year Contract with the City of East Point, Georgia, to provide rental uniform services for a variety of the City’s departments and divisions.

The initial contract term shall be for a three (3) Fiscal Year period of time and shall continue uninterrupted until the Contract expires. The Contract shall remain in effect throughout its initial three (3) Fiscal Years term without an amendment in prices or terms or conditions.

The City’s Fiscal Years associated with the Initial Contract Term are as follows:

Remainder of Fiscal Year 2020 – commenced on Monday, July 1, 2019 and will terminate on Tuesday, June 30, 2020

All of Fiscal Year 2021 – will commence on Wednesday, July 1, 2020 and will terminate on Wednesday, June 30, 2021

All of Fiscal Year 2022 – will commence on Thursday, July 1, 2021 and will terminate on Thursday, June 30, 2022

In addition, two (2) Optional Contract terms, each two (2) Fiscal Years in length, shall be included which may be separately exercised contingent upon the availability of funding and upon agreement of all concerned parties.

The City’s Fiscal Years associated with the two (2) Optional Contract Terms are as follows:

First Optional Contract Term
All of Fiscal Year 2023 and All of Fiscal Year 2024 – will commence on Friday, July 1, 2022 and will end on Sunday, June 30, 2024

Second Optional Contract Term
All of Fiscal Year 2025 and All of Fiscal Year 2026 – will commence on Monday, July 1, 2024 and will end on Tuesday, June 30, 2026

All pricing submitted to the City of East Point, Georgia, must represent the total prices for the services the City shall be expected to pay the Selected Provider for the services including delivery and other incidentals included herein. The Bid Price provided by each Prospective Provider must include any and all incidental charges for which the Provider might otherwise charge separately. The City will NOT pay separate charges for any such items if they appear on the Provider’s invoices.

Since different departments shall have different needs, the City is requesting that responses to this solicitation include pricing for the following:

  • standard uniform rental / maintenance services with every other week servicing (twice monthly)
    (twenty-six [26] uniform exchanges every twelve [12] months)
  • standard uniform rental / maintenance services with every week servicing
    (fifty-two [52] uniform exchanges every twelve [12] months)

This shall be a Line Item Solicitation, therefore, the City reserves the right to award the bid to one (1) or more Selected Service Providers based upon funding availability, the needs of the City, and the price(s) submitted by the Prospective Service Providers for each of the individual Line Items.

To participate in this bid, a Prospective Service Provider need NOT submit a bid for each Line Item or type of service. Each Prospective Provider may bid on as few or as many of the listed items as they wish. However, each Prospective Provider may submit only one (1) copy of the Bid Price Sheets, i.e., only one (1) price for each of the Line Items listed. The City encourages all Providers to submit prices for as many Line Items and both types of service in order to increase their chances of obtaining an annual Contract award.

All pricing submitted to the City must be F.O.B. East Point, Georgia, and must exclude any separate or additional or add-on costs or charges for such items as uniform maintenance, and / or uniform repairs, and / or uniform replacement, and / or transportation charges, and / or warehouse charges, and / or restocking fees, and / or handling fees, and / or delivery changes, and / or shipping costs, and / or off-loading charges, and / or customer services or set-up fees, and / or taxes of any type. All bids submitted to the City must be all-inclusive in nature. Any and all such charges must be included in the Bid Price submitted to the City by the Prospective Service Provider for the requested uniforms. The City shall not pay nor reimburse separate charges and / or fees that may appear on the Selected Service Provider’s invoices.

The Selected Provider must possess their own delivery fleet and / or have access to adequate delivery services and the manpower necessary to provide the uniforms to the City promptly on the schedule agreed upon by both parties without exceptions and without delays.

No minimums or maximums are guaranteed or implied by this solicitation or any of the information contained herein. Any and all contracts issued as a result of this solicitation shall be Requirement Contracts and the goods and services shall be supplied to the City by the Selected Service Provider(s) on an “as needed, when needed” basis unless otherwise stipulated.

PLEASE NOTE: Any references in this solicitation to brand names, manufacturers, suppliers, catalogue numbers, style numbers, or other proprietary identifiers have been included for the purpose of providing an example of the type, style, and quality of the item the City wishes to make use of. Items that are demonstratively equivalent shall be acceptable to the City. The City reserves the right to require demonstration or other proof of equivalency from the Prospective Provider prior to the acceptance of an alternative.

Any references to the American Society for Testing and Materials (ASTM) standards, or the standards of the American National Standards Institute (ANSI), or Underwriters Laboratory (UL) classifications or certifications, or to the National Fire Protection Association (NFPA) standards, or to any other standards / classifications / certifications stated herein that are used to make a determination of the pass/fail applicability and performance of a garment under certain adverse circumstances are to be understood to apply only to the MOST RECENT AND UP-TO-DATE standards / classifications / certifications and not necessarily to those specified or listed in the text of this solicitation. Only the MOST RECENT AND MOST UP-TO-DATE standards / classifications / certifications are to be utilized to determine the pass/fail applicability and performance of a garment for consideration by the City or to make a recommendation for a garment’s use by the City.

Any and all goods and / or services rendered by the Selected Provider(s) pursuant to this solicitation or any resultant contract(s) and / or agreement(s) shall be provided in accordance with any and all applicable federal, state, and local guidelines, laws, and regulations. If requested to do so by the City, the Selected Provider(s) must provide references and assurances to the City that confirms their abilities and capabilities to meet the requirements, terms and conditions of any resultant contract award(s).

The Selected Provider shall have the sole responsibility for any services provided and will be solely responsible for the performance of or the quality of the services provided by any third-parties (subcontractors) utilized by them during the term of the Contract to deliver any of the services requested by the City.

Specifics regarding the City’s solicitation terms and conditions and the City’s requirements and expectations in regards to this Contract are contained in the solicitation documents.

Anticipated Solicitation Timeline:

Issuance Date to Public: By Close of Business on Thursday, August 15, 2019
Deadline for Inquiries: No Later Than Twelve o’clock Noon (12:00 P.M.) on Wednesday, September 4, 2019
Deadline for Issuance of Public Addenda: No Later Than Close of Business on Wednesday, September 11, 2019
Bid Due Date: No Later Than 3:00 P.M. on Friday, September 27, 2019

Obtaining Solicitation Documents:

Individuals / firms wishing to participate in this solicitation may download a copy of the official documents directly from the City’s website.  Please see “Available Documents” listed on the right-hand side of the bottom of this page.  From the list under this heading, choose the document you wish to downloaded and double click on it.  The downloading of City solicitation documents and associated materials is made available without charge.

Adobe Acrobat Reader must be installed on your computer and is required in order to view and print the downloaded documents.  If you do not have Adobe Reader, it may be downloaded for FREE from the following web site: http://www.adobe.com.  (NOTE: The City of East Point has no affiliation whatsoever with the developers or suppliers of Adobe Reader and has made this link available as a convenience to our Vendors.  The City of East Point assumes no liability by making this link available, and all those who use the recommended website to download materials do so completely at their own risk.)

RFQ documents cannot be obtained in person from the City nor by mail, email, fax, or pre-paid courier service.

Plan Holders’ Listing:

Since Prospective Providers may download solicitation documentation directly from the City’s web site, a Plan Holders Listing is not available for this or any other City solicitation.  If applicable, a Pre-Bid Conference Sign-In Sheet or a Pre-Proposal Conference Sign-In Sheet shall be posted on this website after the date of the meeting.

Bid Due Date:

Unless otherwise amended, bid responses prepared as requested in the City’s Invitation to Bid (ITB) shall be received on behalf of the City until 3:00 P.M. on Friday, September 27, 2019, at the First Floor Reception Desk, City Hall, 2757 East Point Street, East Point, Georgia 30344.

Contact Person:

Dena Y. Ray, Contract Specialist
Contracts and Procurement
2757 East Point Street
East Point, Georgia 30344
Office: (404) 270-7138
Fax: (404) 270-7824
Email: dray@EastPointCity.org