HomeMy WebLinkAboutCity of Tamarac Resolution R-2009-034Temp. Reso #11584
March 4, 2009
Page 1
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-2009- 3�1
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF TAMARAC, FLORIDA APPROVING THE TERMINATION
OF THE AGREEMENT WITH UNIFIRST INCORPORATED
AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO
APPROVE THE RENTAL OF UNIFORMS FROM CINTAS
CORPORATION, UTILIZING THE SOUTHEAST FLORIDA
GOVERNMENTAL COOPERATIVE PURCHASING GROUP
BID #188-08 FOR A TOTAL NOT TO EXCEED $36,000
ANNUALLY, APPROVING FUNDING FROM THE
APPROPRIATE ACCOUNTS; PROVIDING FOR CONFLICTS;
PROVIDING FOR SEVERABILITY; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, The City of Tamarac must provide all designated personnel with
uniforms as stipulated in the Federation of Public Employees Contract, Article 30.1 a; and
WHEREAS, the City of Tamarac participates in cooperative purchasing efforts with
other governmental entities within South Florida through its membership in the Southeast
Florida Governmental Purchasing Cooperative (the Co-op); and
WHEREAS, the City of Tamarac is a party to certain agreements awarded by the
Co-op, including the agreement for Uniform Rental; and
WHEREAS, The Co-op, through the City of Hollywood awarded Bid #F-3939-05-RD,
approved by the City Commission as Resolution R-05-108 on June 22, 2005 to Unifirst,
Inc., a copy of said resolution on file with the City Clerk; and
WHEREAS, the original contract term was awarded to Unifirst, Inc. for an initial two
(2) year period with an option to renew for two (2) additional two (2) year periods; and
Temp. Reso #11584
March 4, 2009
Page 2
WHEREAS, during the course of the agreement, Unifirst, Inc. failed to perform in
accordance with the contract requirements by providing unsatisfactory service to the City of
Tamarac and to other members of the Co-op; and
WHEREAS, as a result of this poor service, the Co-op, through the City of Riviera
Beach, issued a new Request for Proposal #188-08 to obtain an alternative source to
supply Uniform Rental Services for Co-op members; and
WHEREAS, the City of Riviera Beach awarded Request for Proposal #188-08 to
Cintas Corporation, for a period of five (5) years, effective November 17, 2008 through
November 16, 2013, with an option to renew for one (1) additional year, a copy of the
award and agreement are included herein as Exhibit 1; and
WHEREAS, City Code §6-154 allows the Purchasing/Contracts Manager the
authority to join with other units of government in cooperative purchasing when the best
interest of the City would be served; and
WHEREAS, the Director of Public Works, the Director of Utilities and the
Purchasing and Contracts Manager recommend rescinding the Agreement with Unifirst,
Inc. to be effective thirty (30) days from the date of approval of this resolution; and
WHEREAS, it is recommended that the appropriate City Officials serve notice on
Unifirst of the rescinding of their agreement with the City; and
WHEREAS, it is the recommendation of the Director of Public Works, Director of
Utilities and Purchasing/Contracts Manager that the City's participation in the Agreement
for the rental of uniforms from Cintas Corporation be approved with an effective date of
Temp. Reso #11584
March 4, 2009
Page 3
April 26, 2009 for an amount not to exceed $36,000 annually for a period to coincide with
the Southeast Florida Governmental Cooperative Purchasing Group Bid #188-08; and
WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in
the best interest of the citizens and residents of the City of Tamarac to rent uniforms from
Cintas Inc.; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF TAMARAC, FLORIDA:
SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed
as being true and correct and are hereby made a specific part of this Resolution upon
adoption hereof.
SECTION 2: The appropriate City Officials are hereby authorized to rescind the
Agreement with Unifirst Inc., and provide them with a thirty (30) day notification regarding
the rescinding of their agreement.
SECTION 3: The appropriate City Officials are hereby authorized to approve the
rental of uniforms from Cintas Corporation for a period to coincide with the Southeast
Florida Governmental Cooperative Purchasing Group Bid #188-08, a copy of said
agreement is attached herein as Exhibit 1.
SECTION 4: Funding is available for the rental of uniforms from the appropriate
account at a total cost not to exceed $36,000 annually.
SECTION 5: All resolutions or parts of resolutions in conflict herewith are hereby
repealed to the extent of such conflict.
Temp. Reso #11584
March 4, 2009
Page 4
SECTION B: If any clause, section, other part or application of this Resolution is
held by any court of competent jurisdiction to be unconstitutional or invalid, in part or
application, it shall not affect the validity of the remaining portions or applications of this
Resolution.
SECTION 7: This Resolution shall become effective immediately upon its passage
and adoption.
PASSED, ADOPTED AND APPROVED this a2 5� day of March, 2009.
BETH FLANSBAUM-TAL BISCO
Mayor
ATTEST:
RECORD OF COMMISSION VOTE:
MARION SWENSON, CMC MAYOR FLANSBAUM-TALABISCO
CITY CLERK DIST 1: COMM BUSHNELL
DIST 2: VM ATKINS-GRAD
DIST 3: COMM. GLASSER
DIST 4: COMM. DRESSLER
I HEREBY CERTIFY that
I have approved this
RESOLUTION as to form.
S L GOREN
/C11fY ATTORNEY
m
CITY OF RIVIERA BEACH
P.O. DRAWER 10682 RIVIERA BEACH, FLORIDA 33419
(561) 845-4180 FAX (561) 842-5105
PURCHASING DEPARTMENT
November 21, 2008
CINTAS CORPORTATION
2401 Vista Parkway
West Palm Beach, Florida 33411
Re: Uniform Rental and Cleaning Service Contract RFP # 188-08
Notice to Proceed
Dear David Jaworski:
This letter shall serve as the official Notice to Proceed for the contract referenced above. The
effective date of the Notice to Proceed is hereby established as Monday, November 17, 2008. In
accordance with the contract, work shall start at the project site within sixty (60) days of the
effective date of this Notice to Proceed.
All work must be conducted in strict accordance with the contract specifications, terms and
conditions. Purchase orders will be issued by each department for the annual Uniform Rental
and Cleaning Service usage.
This Contract shall be effective from November 17, 2008 through November 16, 2013 except
the City reserves the right to terminate this Contract immediately for cause and /or lack of
funds and with one hundred and twenty (120) days written notice. This contract provides for
one (1) twelve month renewal period only upon consent of the City and Independent
Contractor.
Thank you for your participation in our solicitation process. We look forward to successful
partnership with Cintas Corporation.
Sincerely,
Pamela Daley,
Senior Procurement Specialist
cc: Benjamin Guy, Purchasing Director
RESOLUTION NO. 138-08
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF RIVIERA BEACH, PALM BEACH COUNTY,
FLORIDA, AWARDING RFP NO. 188-08 AND
AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE A SERVICE CONTRACT WITH CINTAS
CORPORATION OF WEST PALM BEACH, FLORIDA
TO PROVIDE UNIFORM RENTAL AND CLEANING
SERVICES FOR VARIOUS CITY OF RIVIERA BEACH
DEPARTMENTS AT AN ANNUAL ESTIMATED COST
OF $75,000; AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE SAID CONTRACT; AND
AUTHORIZING THE FINANCE DIRECTOR TO MAKE
PAYMENTS FROM THE APPROPRIATE OPERATING
ACCOUNTS; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, in accordance with the provisions of the City's Procurement
Ordinance (2412), request for proposals were publicly solicited to provide uniform
rental and cleaning services for City personnel in various departments; and
WHEREAS, City departments have budgeted funds for uniform rental and
cleaning services;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF RIVIERA BEACH, FLORIDA THAT:
SECTION 1. The City Council hereby accepts staff's recommendation and the
negotiated terms for uniform rental and cleaning services and awards a service
contract to Cintas Corporation, of West Palm Beach, Florida, and authorizes the
Mayor and City Clerk to execute same.
SECTION 2. The City Council authorizes the use of budgeted operational
funds for uniform rental and cleaning services.
SECTION 3. This Resolution shall take effect upon its passage and approval
by the City Council.
RESOLUTION NO. 138-08
PAGE 2
APPROVED:
THOMAS A. MASTERS
MAYOR
ATTEST:
.E 4--`
C RRIE E. WARD
MASTER MUNICIPAL CLERK
CITY CLERK
MOTIONED BY:
J. DAVIS
SECONDED BY:
D. PARDO
C. THOMAS
AYE
D. PARDO
AYE
J. DAVIS
AYE
L. HUBBARD
AYE
S. LOWE
AYE
CEDRICK A. THOMAS
CHAIRPERSON
�G
DAWN S. P RDO
CHAIR P E-M,
JU Y L. AVIS
C ,QNC ERSON
L NN L. HU BAR `
COUN ILPERSON
SHELBY L. WWE
COUNCILRIERSON
REVCIEVVED AS TO LEGAL SUFFICIENCY
PAMALA WANNA RYAN, CITY ATTORNEY
�, , �...
DATE: °�
UNIFORM RENTAL AND CLEANING SERVICE CONTRACT
THIS AGREEMENT made and entered into this _5= day of November, 2008 by and between
CINTAS CORPORTATION, hereinafter referred to as "Independent Contractor," whose Federal I.D. or Social
Security number is 31-1703809 and whose mailing address is 2401 Vista Parkway, West Palm Beach, Florida
3341land the CITY OF RIVIERA BEACH, FLORIDA, a municipal corporation, hereinafter referred to as
"City," whose address is 600 West Blue Heron Boulevard, Riviera Beach, Florida, 33404.
In consideration of the mutual covenants and promises set forth herein, the parties to this agreement do
hereby agree as follows:
1. Independent Contractor agrees to be bound by all the terms and conditions as set forth and
incorporated herein by reference in the Request For Proposals (RFP) 188-08.
2. To the extent that there exists a conflict between the RFP and this Agreement, the terms,
conditions, covenants, and/or provisions of this Agreement shall prevail. Wherever possible, the provisions of such
documents shall be construed in such a manner as to avoid conflicts between provisions of the various documents.
3. That the City does hereby retain the services of the Independent Contractor for the purpose of
Rental and Cleaning Services of Uniforms, Floor Mats, Shop Towels and Bath Towels as set forth more fully in
Request For Proposals (RFP) 188-08 hereto and incorporated herein by reference.
4. That each participating governmental entity of the Southeast Florida Governmental Purchasing
Cooperative shall be responsible for issuing its own purchase orders, and for order placement. Each entity will
require separate billing, be responsible for payment to the Contractor awarded this contract, and issue its own tax
exemption certificates.
5. The Term of this Contract is for five (5) years with an additional renewal option for one (1)
twelve month renewal period only upon consent of the City and Independent Contractor. The parties shall put forth
in writing 60 days before the expiration of the initial term of the contract the parties intent to renew the contract.
6. The City of Riviera Beach reserves the right to terminate this agreement upon one hundred and
twenty (120) days written notice to the other party (understood as Cintas) for cause; provided that all rental items
are returned to Contractor in good and usable condition, or paid for at the replacement values attached hereto as
Exhibit "G". The City of Riviera Beach may terminate any contract awarded as a result of this request for proposal
at any time after its commencement for cause. The City of Riviera Beach reserves the right to cancel any contract
awarded pursuant to this request for proposal without penalty for; lack of appropriated funds; rental rate increase
requests which exceed the maximum criteria set forth herein; or non-performance or default by the contractor.
a. If the Contractor fails in any manner to fully perform and carry out each and all of the
terms, covenants, and conditions of the award, then the Contractor is in default of the
contract. The contractor shall be notified in writing of the default status, and will be
given a time frame in which to comply. If the Contractor fails to comply within the time
frame given, the city, at its option, may terminate or cancel the contract, or complete the
contract with an alternate contractor. Such termination shall not affect or terminate any
of the rights of the City against the Contractor, or which may thereafter accrue because
of such default. The foregoing provision shall be in addition to all other rights and
remedies available to the city under law. The waiver of a breach of any term, covenant,
or a condition hereof shall not operate as a waiver of any subsequent breach of the same
or any other term, covenant, or condition hereof.
b. If the Contractors work does not fully conform to the terms of the contract each user
department will complete a Contractors Performance Form Exhibit "F" documenting
any and all deficiency as they occur. The Contractor well be notified via email. The
Contractor will provide written documentation of the corrective actions taken to resolve
any outstanding issues within 48 hours of receipt of a complaint.
RIV.BCI#.STD/MATERIAL&SERVICE/GOVT BID PIGGYBACK.02.14.08
any and all deficiency as they occur. The Contractor well be notified via email. The
Contractor will provide written documentation of the corrective actions taken to resolve
any outstanding issues within 48 hours of receipt of a complaint.
c. For the purpose of calculating respond time for a complaint, the following method will be
used to measure receipt of complaint notification. Time will be verified by the date and
time stamp indicated on the user entity's email.
7. Notice to terminate will be transmitted by the City of Riviera Beach to the contractor in writing at
least sixty (60) days prior to termination date for all reasons other than non-performance or default.
8. If termination is due to non-performance or default, the notice of intent to cancel will be provided
to Contractor in writing at least one hundred and twenty (120) days prior to termination date.
9. The Contractor may cancel the Agreement by providing the City 120 day's written notice of intent
to cancel or not renew the contract. Any Agreement cancellation notice will not relieve the Selected Firm of the
obligation to deliver and/or perform on all outstanding issues prior to the effective date of cancellation.
10. The City agrees to compensate the Independent Contractor in the amount set forth in more detail
in the fee proposal of the Best and Final Offer (Option C), attached hereto as Exhibit "B". The total and
cumulative amount of this contract shall not exceed the amount of funds annually budgeted for these services. The
City shall not reimburse the Independent Contractor for any travel costs incurred as a direct result of the
Independent Contractor providing deliverables to the City in pursuance of the scope of work contained in herein or
in an exhibit.
11. Independent Contractor agrees to adhere to the specification outlined in Exhibit "C" that entail a
written explanation of the contractors method of record tracking for all soiled uniforms picked up and laundered
uniforms delivered, the Contractor stated delivery route process. This exhibit also entails the contractors detail
definition of the terms worn out, need repair and replacement as well as the specifications noted in providing
replacement of worn, torn, oily or damaged uniforms.
12. Independent Contractor agrees to adhere to the specification outlined in Exhibit "D" describing the
company's complaint escalation process and quality control to include response time and complaint resolution time
as agreed upon by both parties.
13. Work must begin in occurrence to the time line schedule provided in Exhibit "E" the rate of
progress and time of completion being essential conditions of this agreement or as otherwise noted by and agreed
upon by both parties.
14. Independent Contractor hereby represents that it has complied and shall continue to comply with
all applicable Federal and State statutes and local ordinances. Further, Independent Contractor shall be solely
responsible for obtaining and complying with all necessary permits, approvals and authorizations, required for the
work to be performed pursuant to the terms of this Agreement from any federal, state, regional, county, or city
agency.
15. The Independent Contractor represents that it has, or will secure at its own expense, all necessary
personnel, equipment and materials required to perform the services under this Agreement. Such personnel shall
not be employees of or have any contractual relationship with the City.
16. All of the services required hereunder shall be performed by the Independent Contractor or under
its supervision, and all personnel engaged in performing the services shall be fully qualified and, if required,
authorized or permitted under state and local law to perform such services.
17. The Independent Contractor agrees that it is fully responsible to the City for the negligent acts and
omissions of subcontractors and of persons either directly or indirectly employed by the Independent Contractor.
Nothing contained herein shall create any contractual relationship between any subcontractor and the City.
RIV.BCH.STD/MATERIAL&SERVICE/GOVT BID PIGGYBACK.02.14.08
18. All of the Independent Contractor's personnel (and all Subcontractors) while on City premises will
comply with all City requirements governing conduct, safety and security.
19. The City is exempt from payment of Florida State Sales and Use Taxes. The City will sign an
exemption certificate submitted by the Independent Contractor, The Independent Contractor shall not be exempted
from paying sales tax to its suppliers for materials used to fulfill contractual obligations with the City, nor is the
Independent Contractor authorized to use the City's Tax Exemption Number in securing such materials.
20. Prior to execution of this Agreement by the City the Independent Contractor shall provide
certificates evidencing insurance coverages as required hereunder. All insurance policies shall be issued by
companies authorized to do business under the laws of the State of Florida. The Certificates shall clearly indicate
that the Independent Contractor has obtained insurance of the type, amount, and classification as required for strict
compliance with this ARTICLE and that no material change or cancellation of the insurance shall be effective
without thirty (30) days prior written notice to the City's representative. Compliance with the foregoing
requirements shall not relieve the Independent Contractor of its liability and obligations under this Agreement.
21. The Independent Contractor shall maintain, during the life of this Agreement, commercial general
liability, including contractual liability insurance in the amount of $500,000 per occurrence to protect the
Independent Contractor from claims for damages for bodily and personal injury, including wrongful death, as well
as from claims of property damages which may arise from any operations under this Agreement, whether such
operations be by the Independent Contractor or by anyone directly employed by or contracting with the
Independent Contractor.
22_ The Independent Contractor shall maintain, during the life of this Agreement, comprehensive
automobile liability insurance in the minimum amount of $500,000 combined single limit for bodily injury and
property damages liability to protect the Independent Contractor from claims for damages for bodily and personal
injury, including death, as well as from claims for property damage, which may arise from the ownership, use, or
maintenance of owned and non -owed automobiles, including rented automobiles whether such operations be by the
Independent Contractor or by anyone directly or indirectly employed by the Independent Contractor.
23. The Independent Contractor shall maintain, during the life of this Agreement, adequate Workers'
Compensation Insurance and Employer's Liability Insurance in at least such amounts as are required by law for all
of its employees per Florida Statute 440.02,
24. All insurance, other than Professional Liability and Workers' Compensation, to be maintained by
the Independent Contractor shall specifically include the City as an "Additional Insured."
25. The Independent Contractor shall indemnify and save harmless and defend the City, its agents,
servants, and employees from and against any and all claims, liability, losses, and/or causes of action which may
arise from any negligent act or omission of the Independent Contractor, its agents, servants, or employees in the
performance of services under this Agreement. Nothing contained in this provision shall be construed or interpreted
as consent by the City to be sued, nor as a waiver of sovereign immunity beyond the waiver provided in Section
768.28, Florida Statutes.
26. The Independent Contractor shall not be considered in default by reason of any failure in
performance if such failure arises out of causes reasonably beyond the control of the Independent Contractor or its
subcontractors and without their fault or negligence. Such causes include, but are not limited to: acts of God;
natural or public health emergencies; labor disputes; freight embargoes; and abnormally severe and unusual
weather conditions. Upon the Independent Contractor's request, the City shall consider the facts and extent of any
failure to perform the work and, if the Independent Contractor's failure to perform was without it or its
subcontractors fault or negligence, as determined by the City, the Agreement Schedule and/or any other affected
provision of this Agreement shall be revised accordingly; subject to the City's rights to change, terminate, or stop
any or all of the work at any time. If the Independent Contractor is delayed at any time in the process of the work
by any act or neglect of the City or its employees, or by any other contractor employed by the City, or by changes
ordered by the City or in an unusual delay in transportation, unavoidable casualties, or any causes beyond the
Independent Contractor's control, or by delay authorized by the Engineer pending negotiation or by any cause
which the Engineer shall decide justifies the delay, then the time of completion shall be extended for any
reasonable time the City may decide. In the case of continuing cause of delay, only one (1) claim is necessary.
3
RIV.BCH.STD/MATERIAL&SERVICE/GOVT BID PIGGYBACK.02.14.08
27. The Independent Contractor does not have the power or authority to bind the City in any promise,
agreement or representation other than as specifically provided for in this Agreement.
28. The City reserves the right to make changes in the scope of work, including alterations, reductions
therein or additions thereto. Upon receipt by the Independent Contractor of the City's notification of a
contemplated change, the Independent Contractor shall, in writing: (1) provide a detailed estimate for the increase
or decrease in cost due to the contemplated change, (2) notify the City of any estimated change in the completion
date, and (3) advise the City if the contemplated change shall effect the Independent Contractor's ability to meet the
completion dates or schedules of this Agreement. If the City so instructs in writing, the Independent Contractor
shall suspend work on that portion of the work affected by a contemplated change, pending the City's decision to
proceed with the change.
29. If the City elects to snake the change, the City shall initiate an Agreement Amendment and the
Independent Contractor shall not commence work on any such change until such written amendment is signed by
the Independent Contractor and approved and executed by the City Manager for the City.
30. The Independent Contractor shall continuously maintain adequate protection of all work from
damage, and shall protect such work and the City' property from injury or loss arising during the term of the
Agreement. Except for any such damage, injury, or loss which may be directly due to errors caused by the City or
employees of the City, the Independent Contractor shall adequately protect adjacent property, as provided by the
law, and shall provide guard fences, lights, and any other necessary materials to carry out such protection.
31. Until acceptance of the work by the City, the City's property shall be under the charge and care of
the Independent Contractor and the Independent Contractor shall take every necessary precaution against injury or
damage to the work by the action of elements or from any other cause whatsoever, and the Independent Contractor
shall repair, restore and make good, without additional charge any work occasioned by any of the above causes
before its completion and acceptance by the City.
32. This Agreement and any dispute, disagreement, or issue of construction or interpretation arising
hereunder whether relating to its execution, its validity, the obligations provided herein, performance or breach
shall be governed and interpreted according to laws of the State of Florida. Any and all legal action necessary to
enforce the Agreement will be held in Palm Beach County.
33. No remedy herein conferred upon any party is intended to be exclusive of any other remedy, and
each and every such remedy shall be cumulative and shall be in addition to every other remedy given hereunder or
now or hereafter existing at law or in equity or by statute or otherwise. No single or partial exercise by any party of
any right, power, or remedy hereunder shall preclude any other or further exercise thereof.
34. If any action, whether in law, equity or otherwise, is brought for any dispute, disagreement, or
issue of construction, declaration or interpretation arising hereunder whether relating to the Agreement's execution,
validity, the obligations provided therein, or performance of this Agreement, or because of an alleged breach,
default or misrepresentation in connection with any provisions of this Agreement, the successful or prevailing party
or parties shall be entitled to recover reasonable attorney's fees, court costs and all expenses (including taxes) even
if not taxable as court costs (including, without limitation, all such fees, costs and expenses incident to appeals),
incurred in that action or proceeding, in addition to any other relief to which such party or parties may be entitled.
35. Time is of the essence in all respects under this agreement.
36. Failure of the City to enforce or exercise any right(s) under this Agreement shall not be deemed a
waiver of City's right to enforce or exercise said right(s) at any time thereafter.
THE REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY
RIV.BCH.STD/MATERIAL&SERVICE/GOVT BID PIGGYBACK.02.14.09
AGREEMENT WITH THE CITY OF RIVIERA BEACH
IN WITNESS WHEREOF, the Parties unto this Agreement have set their hands and seals on the day and
date first written above.
CITY OF RIVIERA BEACH
BY: 7�9��
THOMAS A. MASTERS
MAYOR
ATTEST:
(SEAL)
BY:�f- d J
/ /
CARRIE E. WARD, MMC
CITY CLERK
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
BY: 144 J,
PAMALA H. RYAN
CITY ATTORNEY
DATE: I ��l "y
CINTAS CORPORTATION
BY:
DAVID JAWO.
SALES REPRE
APPROVED AS TO TERMS AND
CONDITIONS
ENJ IN GUY
PUR RASING DIRECTOR
RIV.BCH.STD/MATERIAL&SERVICE/GOVT BID PIGGYBACK.02.14.08
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Exhibit "C
Record Tracking, Deliver Route Repair Replacement of Damaged, Lost and Worn -Out
Uniforms
1. Please provide detail explantation of your method of record tracking for ull soiled uniforms picked up
and laundered uniforms delivered.
Cintas method of documentation ofr picked up and delivered uniforms is the use of an Individual Garment
Check Sheet. This three copy docuemtn is left separate of you invoicing copy for theat week of service. We
hand count each shirt and pant making documentation by employee of count in the appropriate field of pick
up/delivery. Once complete, this document returns to our operation to be kept aailable for next weeks
return delivery. After processing, clenning, inspection and repair, we then recount the garments being
reutmed to our customer and physically write in the,count for the delivery. It is matched against the pick u
count to ensure all garments are being reutned correctly.
2. Please describe in detail your delivery route process.
Each Sales Service Representative (Weekly Driver) is assigned an exact customer list, to be serviced in the
same order on the same day of the week. Every week Cintas also employs Rout Skippers, who are fully
trained Sales Service Representatives. These skippers run routes to cover any vacation or sick days that
may occur within the week.
3. Rental garments repair or replacement due to damage, lost or worn out..
During the contract duration, employees are to be furnished good, serviceable garments, free from rips,
tears, lost or broken buttons, no patches, defective fasteners and soils. The successful bidder shall inspect,
prior to delivery that each uniform is not in the aforementioned category. If the Contractor finds that the
garment has one of said defects, he shall repair prior to the delivery to the member entity. If such repair
seriously affects the appearance of the garment, it shall be replaced with a new garment.
Quality control is the contractor's responsibility. Worn items are to be replaced promptly by the contractor
at no cost to the City. Standard of normal usage is defined for the purposes of this contract as 24 months in
service.
The contractor shall repair or replace worn or damaged items as a result of normal wear and tear at no
additional charge to the City. Repair of all rental items shall be performed by the contractor, acceptable to
the City, rendering the item useful and retaining an aesthetic appearance. The City shall not repair any
items owned by the contractor. Items older than 24 months old must be promptly replaced by the contractor
at no cost to the City if requested by the City.
Any item rejected for use by the City shall be replaced promptly by the contractor to the satisfaction of the
City at no cost.
The City shall only be responsible for damage or loss of items which can be documented as having
occurred while in use or storage at the City and attributed to City employee neglect. The City shall
reimburse the contractor for verified losses at the contractor's replacement costs which shall include the
charge for cleaning. Damaged items for which the City pay shall become the property of the City.
Uniforms are to be delivered on hangers, with final pressing to be steam cabinet finish or equal.
Any uniform delivered in a condition that is deemed to be unacceptable based on the aforementioned
reasons will be returned to the route representative. The rental will not be paid unless the uniform in
question is corrected. The Contractor shall have a maximum of two (2) working days to make the
correction. The contractor shall have a repair/replace report form that each member entity will use to report
problems with the uniforms. This report must be approved by the lead agency prior to contract inception.
RIV.BCI-LSTD/MATERIAL&SERVICE/GOVT BID PIGGYBACK.02.14.08
Exhibit "D"
Complaint Resolution Process and Customer Service
1. Contractors's complaint resolution process.
The contractor must have adequate representation to accommodate the City account. The representative
will have the responsibility to call on the Purchasing Division and on other City Departments, and resolve
invoice discrepancies and other problems that may occur. The above responsibilities will be on an as
needed basis unless otherwise specified. All complaints emailed into Cintas Custmer Care Center during
regular hours of operations Monday thru Friday, 8:00 a.m. until 5 p.m, are to be logged and tracked by the
Contractor and will receive a response or resolution within the time frame provided by the Contractor in
their proposal which is established as follows: Time shall be calculated from time of
Response to a notice of complaint: 8 hours
Resolution of a complaint: Within 48 hours
The Contractors repeated faliure to satisfy the estabished response and resolution times shall constitute
termination for cause.
For the purpose of calculating response time, the date and time stamp reflected on the email recievied from
the entity logging the complaint will serve as the official notice of complaint to the contractor.
Although the Contractor's hours of operations are from Monday thru Friday, 8:00 a.m. until 5 p.m., all
complaints received after 3 p.m. will be considered as being received on 8:00 a.m. the next business day for
the purpose of calculating the 48 hours complaint resolution requirment.
2. Customer Service
The Contractor will provide the name and phone number of responsible employee that is to provide
customer service to each municipality based upon the region their site resides in for the purpose of changes
in personnel, problems, billing, etc. This person is to be in charge of the complete region account
regardless of the number of route salesmen involved.
North Region: (Juipter to Deerfield Beach)
North Region:
Name: Carlos Cabanas
Phone: 561-686-1444 x 108
Fax: 561-686-5008
Email: cabanasc@cintas.com
South Region: (Pompano Beach to Homestead)
Name: Sophia Luaces
Phone: 954-433-5000 x 202
Fax:954-438-8141
Email: luacess@cintas.com
9
RIV.BCH.STD/MA'I'r RIAL&SERVICE/GOVT BID PIGGYBACK.02.14.08
Exhibit "E"
Estimated implementation Schedule
1. The contractor shall provide an estimated implementation schedule.
Cintas Representatives will professionally measure every employee at each municipality location, using
appropriate style of garment size samples, beginning November 10'h thru November 30'h.
Garments will be ordered, emblems and tracking tags will be then applied. Each municipality will be set up
as customer with Cintas by or on November 30, 2008, All Garments for all employees will be delivered to
each municipality site by January 25, 2008.
10
RIV.BCH,STb/MATERIAI.&SERVICE/GOVT BID PIGGYBACK.02.14.08
Exhibit "F"
CONTRACTOR PERFORMANCE FORM
Use this form to report Contractor performance that does not conform to the terms of the contract or
indicates corrective action is required by the lead agency.
TODAY'S DATE:
AGENCY NAME:
CONTRACTOR:
CONTACT NAME:
CONTRACTOR CONTACT PERSON:
TELEPHONE NUMBER:
BID NAME:
FAX NUMBER:
BID NO.:
NATURE OF COMPLAINT
Place an "X" in each box that applies
❑
Late Delivery
❑
Shipment Made Collect
❑
Unauthorized Substitution
❑
Failure to Furnish Price List/Catalog
❑
Poor Quality of Goods
❑
Failure to Replace Damaged Goods
❑
Failure to Respond to Letter
❑
Repair Parts Not Available
or Return Call
❑
Shipment of Used Goods
❑
Poor Service
❑
Shipment of Damaged Goods
❑
Failure to Respond to Service
❑
Shipment of Used Goods
Service Call
❑
Failure to Provide Warranty
❑
Failure to Respond in Timely
❑
Overshipment or Undershipment of Goods
Manner to Service Call
❑
Incorrect Invoice (s)
❑
Failure to Meet Specifications
❑
Other, Specify:
❑
Poor Workmanship
❑
Other, Specify:
DETAILS OF COMPLAINT OR NONPERFORMANCE: Specify in detail. Attach a second page if necessary.
Complainant's Signature:
Title:
Date:
Phone No:
Indicate whether Complaint resolved to your satisfaction: -Select -
ACTION TAKEN BY REPORTING AGENCY (Specify):
Contractor Notified: 1 1 Contractor Meeting:
Resolved: Yes No Debarred: Yes No
Suspended Yes No Other Action:
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ACTION TAKEN BY LEAD AGENCY (if applicable):
Contractor Notified: I 1
Resolved: Yes No
Suspended Yes No
11
RIV.BCH.STD/MATERIAL&SERVICE/GOVT BID PIGGYBACK.02.14.08
Contractor Meeting:
Debarred: Yes No
Other Action: