City Council Information Form DATE: 09/26/2013 ASSIGNED STAFF: Katie Fritsch DEPARTMENT: Purchasing TYPE OF FORM: Consent Agenda Form No.: 4003 APPROVALS: pur: 6175 08/27/2013 admin: BScott 09/12/2013 ISSUE/REQUEST: Award of Bid No. 2013 127 for a one year contract with four possible one year contract renewals for Uniform and Mat Rental Services for various City departments to Walker Towel & Uniform Corporation based on prices reflected in attached bid tabulation. KEY ISSUES: The bids were evaluated by staff from the Airport, Fleet, Codes, Parks, Water Utilities Operations and Public Works Operations and the Procurement & Contract Services Division for the lowest and best responsive bid that met all specifications stated in the Invitation to Bid. Upon award by the City Council, a one year contract will be executed with four possible one year contract renewals. A copy of the contract document is attached. PROPOSED CITY COUNCIL MOTION: I move FIRST MOTION: SECOND MOTION: BACKGROUND:(including location, programs/departments affected, and process issues) The Purchasing Division issued Bid No.2013 127 on June 21, 2013, for a yearly contract for Uniform Rental Services for various City departments. The bid was advertised and 27 potential bidders were notified through the City's e procurement system, Public Purchase. Three responsive (3) bids were received by the July 22, 2013 bid opening date. A copy of the bid tabulation is attached. IMPACT/ANALYSIS: TIMELINE Start: Finish: OTHER INFORMATION/UNIQUE CHARACTERISTICS:
STAFF RECOMMMENDATION Staff recommends award of Bid No. 2013 127 for a one year contract with four possible one year contract renewals for Uniform and Mat Rental Services for various City departments to Walker Towel & Uniform Corporation based on prices reflected in attached bid tabulation. OTHER BOARDS AND COMMISSIONS ASSIGNED: Not Applicable DATE: ACTION: COUNCIL COMMITTEE ASSIGNED: Finance Committee DATE: 09/17/2013 ACTION: 9/17/13: Committee voted 3 0 to recommend to the City Council approval of Award of Bid 2013 127 for a one year contract with four possible one year contract renewals for Uniform and Mat Rental Services for various City departments to Walker Towel & Uniform Corp based on prices reflected in attached bid tabluation. List of Reference Documents Attached 1. 2013 127 Uniform & Mat Rental Bid Tab 2. 2013 127 YC Contract
This is the unofficial bid tabulation and only reflects the reading of the bids and not the evaluation process of bids received. CITY OF LEE S SUMMIT PROCURMENT & CONTRACT SERVICES DIVISON 220 S.E. GREEN STREET LEE S SUMMIT, MO 64063 816-969-1080 Phone 816-969-1081 Fax BID NUMBER: 2013-127 PROJECT: Uniform & Mat Rental Rental Services DATE/TIME: July 22, 2013, @ 10:00 AM WALKER TOWEL & UNIFORM OF KANSAS CITY, MO ARAMARK UNIFORM SERVICES OF BURBANK, CA. G & K Services of Kansas City, MO. CURRENT CONTRACT LISTING # DESCRIPTION CURRENT STYLE/STOCK; SIZES STYLE/STOCK # BID; SIZES STYLE/STOC K # BID; PER SIZES 5.1 Shirts, Male, Short Sleeve - 65% polyester, 35% cotton SP24; Small, SP24; Small 4.25 Arasoft GS0019; Small - 6XL, 3.60 015-565- S-6XL, 4.50 SP24; Small - 5.2 Shirts, Male, Long Sleeve - 65% polyester, 35% cotton SP14' Small 4.25 SP14' Small Arasoft GS007; Small - 6XL, 3.60 015-565- S-6XL, 4.50 SP14' Small - 5.3 Shirts, Female, Short Sleeve - 65% polyester, 35% cotton SP23; Small, SP23; Small 4.25 SP23; Small - 4XL 346-565- S-3XL, 4.25 SP23; Small - 5.4 Shirts, Female, Long Sleeve - 65% polyester, 35% cotton SP13; Small -,4.25 SP13; Small SP13; Small - 4XL 015-137- S-3XL, 4.50 SP13; Small - 5.5 Shirts, Male, Short Sleeve - 100% Cotton SC40; Small, SC40; Small 6.0 Aramark Dura-Pres GS0449; Small - 5XL, 5.0 741-565- S-4XL, 6.00 SC40; Small - 5.6 Shirts, Male, Short Sleeve - Polo Style - Cotton/Polyester Blend 5.7 Shirts, Male, Long Sleeve - 100% Cotton SK28, SK14; Small - SK28, SK14; 6XL, 5.50 Small - 6XL SC30; Small, SC30; Small 6.0 Aramark Granite Print #GS- 1085(5.5oz), Aramark Window Pane #GS1084(5.8oz), Aramark Wearguard Performance #GS- 1724(6.0oz); Small - Aramark DuraPress GS0448; Small - 5XL, 5.0 GK Teamwell 1026-324-565- S-4XL, 6.10 741-565- S-4XL, 6.00 $0.25 $2.75 SK28, SK14; Small - 6XL SC30; Small - 5.8 Shirts, Female, Short Sleeve - 100% Cotton SC40; Small, SC40; Small 6.0 AraMark DuraPress GS0449; Small-5XL, 5.0 741-565- S-3XL, 6.00 SC40; Small - 5.9 Shirts, Female, Long Sleeve - 100% Cotton SC30; Small, SC30; Small 6.0 AraMark DuraPress GS0448; Small-5XL, 5.0 741-565- S-3XL, 6.00 SC30; Small - 5.10 Trousers, Male PT20; 28-60, 7.50 PT20; 28-60 AraSoft GP0002; waist28-60, 7.75 GK Teamwell 1210-015- waist28-52, 7.50 $0.15 $1.65 PT20; 28-60 5.11 Trousers, Female PT61; 4-28, 7.50 PT61; 4-28 AraSoft GP0207; waist6-20, 7.75 GK Teamwell 1210-422- waist6-22, 7.50 PT61; 4-28 5.12 Jeans, Male - 5 Pocket 100% Cotton Denim - Blue in Color PD60PW;, 13.75 PD60PW; Aramark Jeans GP0294; waist28-60, 14.0 GK Teamwell 1223-833-520 waist28-50, 13.75 PD60PW; 28-54 5.13 Jeans, Male - Carpenter Style 100% Cotton Denim - Blue in Color 5.14 Jeans, Male - 5 Pocket 100% Cotton Denim - Black in Color & Dickie PD24DN; 29-52, 13.50 PD60BW;. 13.75 & Dickie PD24DN; 29-52 PD60BW; Dickies Carpenter Jeans GP0766. waist28-60, 14.0 Aramark Jeans GP0294; waist28-60, 14.0 GK Teamwell 1224-015-520, waist30-50, 13.75 GK Teamwell 1223-833-505, waist28-50, 13.50 $0.25 $2.75 $0.30 $3.30 & Dickie PD24DN; 29-52 PD60BW; 5.15 Jackets - 65% polyester, 35% Cotton 5.16 Shorts 5.17 Insulated Coveralls, Male JT22; Small -7XL, JT22; Small - 7.50 7XL in Navy PT34; 30-50, 7.25 PT34; 30-50 CT30NV; Small - CT30NV; 4XL, 7.25 Small - 4XL $0.25 $0.50 $0.75 $8.25 Aramark Work Jacket, GO0356,GO0575,GO 0218; Small-5XL, 7.5 Aramark Flat Front GP0096, Aramark Cargo GP0730, waist28-60, 7.5 CT30NV; Small - 4XL, 7.25 $0.23 $0.46 $0.10 $1.10 $0.79 $8.69 GK Teamwell 1820-226 or 1820-251, M-4XL, 7.50 GK Teamwell 1236-015, waist32-46, 7.25 GK Teamwell 1430-015-565, S-4XL, 7.25 $0.35 $0.70 $0.65 $7.15 JT22; Small - 7XL in Navy PT34; 30-50 CT30NV; Small - 4XL $0.25 $0.50 $0.75 $8.25 5.18 Cloth Shop Towels ADI Shop Towel Red ADI Shop Towel Red $0.04 0.15 ADI Shop Towel Red TS0002 $0.025 $0.09 GK 5210-424-75 $0.05 $0.19 ADI Shop Towel Red $0.04 $0.15 UNIFORM TOTALS $40.05 $36.41 $43.90 $41.35
BID NUMBER: 2013-127 PROJECT: Uniform & Mat Rental Rental Services DATE/TIME: July 22, 2013, @ 10:00 AM WALKER TOWEL & UNIFORM OF KANSAS CITY, MO ARAMARK UNIFORM SERVICES OF BURBANK, CA. G & K Services of Kansas City, MO. CURRENT CONTRACT LISTING CURRENT STYLE/STOC STYLE/STOCK; SIZES STYLE/STOCK # BID; K # BID; PER # DESCRIPTION SIZES SIZES ESTIMATED QTY COST PER BI OR PER 6.1 Biweekley Rotation 3X5 MAT 66 $0.95 $62.70 $1.09 $71.94 $1.65 $108.90 $1.00 $66.00 6.2 Biweekley Rotation 3X10 MAT 19 $2.40 $45.60 $2.75 $52.25 $3.75 $71.25 $2.50 $47.50 6.3 Biweekley Rotation 4X6 MAT 34 $1.90 $64.60 $2.19 $74.46 $2.50 $85.00 $2.00 $68.00 6.4 Biweekley Rotation 3X5 BLACK SCRAPER MAT 6 $0.95 $5.70 $1.00 $1.70 $10.20 $1.00 6.5 Biweekley Rotation WET MOPS 4 $0.60 $2.40 $1.50 $0.95 $3.80 $0.70 $2.80 6.6 Biweekley Rotation MICRO FIBER TOWEL 18x14 175 $0.08 $14.00 $0.10 $17.50 $0.14 $24.50 $0.08 $14.00 6.7 Biweekley Rotation LINT FREE TOWEL (GLASS) 12X20 60 $0.08 $4.80 $0.12 $7.20 $0.12 $7.20 $0.08 $4.80 6.8 Biweekley Rotation 36" DRY DUST MOP 8 $0.50 $4.00 $0.56 $4.48 $1.25 $10.00 $0.50 $4.00 6.9 Biweekley Rotation 60" DRY DUST MOP 2 $0.70 $1.40 $0.90 $1.80 $1.65 $3.30 $0.70 $1.40 BI LY MAT TOTALS $205.20 $241.63 $324.15 $214.50 6.10 Weekly Rotation 2 x 3 MAT 2 $0.75 $1.50 $0.75 $1.50 N/A N/A $0.60 $1.20 6.11 Weekly Rotation 3 x5 MAT 16 $0.95 $15.20 $1.09 $17.44 $1.10 $17.60 $1.00 $16.00 6.12 Weekly Rotation 3 x 10 MAT 8 $2.40 $19.20 $2.75 $22.00 $2.50 $20.00 $2.50 $20.00 6.13 Weekly Rotation 4 X 6 MAT 14 $1.90 $26.60 $2.19 $30.66 $2.00 $28.00 $2.00 $28.00 6.14 Weekly Rotation 5 X 10 MAT 2 $3.20 $6.40 $12.00 $4.00 $8.00 $3.25 $6.50 6.15 Weekly Rotation 6 X 10 MAT 2 $3.20 $6.40 $7.20 $14.40 N/A $0.00 $3.50 $7.00 6.16 Weekly Rotation 3 x 5 BLACK SCRAPER MAT 6 $0.95 $5.70 $1.00 $1.25 $7.50 $1.00 6.17 Weekly Rotation 4 X 6 BLACK SCRAPER MAT 3 $1.90 $5.70 $1.50 $4.50 $1.75 $5.25 $2.00 6.18 Weekly Rotation Lint Free towel (glass) 12x20 24 $0.08 $1.92 $0.12 $2.88 $0.12 $2.88 n/a n/a 6.19 Weekly Rotation 36 Dry Dust Mop 1 $0.50 $0.50 $0.56 $0.56 $0.75 $0.75 n/a n/a $0.70 $0.90 $1.25 n/a 6.20 Weekly Rotation 60 Dry Dust Mop 1 $0.70 $0.90 $1.25 n/a LY MAT TOTALS $89.82 $112.84 $91.23 $90.70 GRAND TOTALS $335.07 $354.47 $459.28 $346.55 3.29 Vendors' Method of cleaning items? Wet Wash System Standard Industrial Washing Soap & Water ( Chemically balanced per load) Wet Wash System 5.19 Is there an additional $ for special sizes? Up to 5XL Tall 20% upcharge for special sizes above 2XL & above 44 Waist 0% 20% upcharge for over 2XL and all Tall 20% upcharge for special sizes 5.20 % Discount off List Price for items not specifically listed above 20% Discount off list price on direct source items 0% Discount off 0% 20% Discount off list price on direct sole items Response Time (After Receipt of Order) 2-3 Weeks after measuring of uniforms 2-4 Weeks after sizing 4 Weeks after measuring of uniforms 2-3 Weeks after measuring of uniforms Payment Terms Opened electronically by: Katie Fritsch Average on Non- Award $406.88 Cost Avoidance in Dollars $71.81 Cost Avoidance Percentage 18%
BID # 2013-127 THIS CONTRACT, made this day of 2013, is herein called Yearly Contract for Mat & Uniform Rental Services as a Yearly Contract between the City of Lee s Summit, Missouri, a Missouri Constitutional Charter City, (hereinafter City ) and Walker Towel and Uniform Corporation, (hereinafter Supplier ). WHEREAS, City has caused to be prepared, General Terms and Conditions, Special Conditions and/or Specifications, Invitation for Bid, Proposal for Term and Supply Contracts and any special bid clauses/addenda listed under Special Attachments below (hereinafter Contract Documents ), said contract documents setting forth such equipment, supplies, labor and/or services to be furnished as therein fully described; and WHEREAS, Supplier did on the 22 nd day of July 2013, file with City his Bid to furnish such equipment, supplies, labor and/or services, as specified; and WHEREAS, the aforementioned documents adequately and clearly describe the terms and conditions upon which the Supplier is to furnish such equipment, supplies, labor and/or services as specified, IT IS AGREED, 1. The City of Lee s Summit, Missouri, acting through its Purchasing Agent does hereby accept, with modifications, if any, the Bid of Supplier. 2. That a copy of the Supplier s signed Bid is attached. The Supplier s Bid and the City s Contract Documents become the agreement and contract between the parties hereto; that both parties hereby accept and agree to the terms and conditions of said bid documents, and that the parties are bound thereby and that the compensation to be paid the Supplier is as set forth in the Supplier s Bid. In the event of a conflict between the Supplier s Bid and the City s Contract Documents, the City s Contract Documents shall control. Items not awarded, if any, have been deleted. 3. Services shall only be provided after receipt of a written request or order from the City after the Department Head for the Department requesting the services, or his/her designee, has determined that budgeted funds are available to cover the cost of the services. 4. That this Contract shall be effective on the day of 2013, Bid No.2013-127, Contract period from November 1, 2013 to October 31, 2014. The City may, at its option, renew the Contract for up to four (4) additional one-year contract periods by giving written notice to the supplier. Any increase in cost at the beginning of each renewal period will be limited to the current Federal Price Index CPI-U, All Items (Urban Consumers Index CPI Rate). 5. No financial obligation shall accrue against the City until Supplier makes delivery pursuant to order of the Procurement and Contract Services Division Manager and/or his approved designee. 6. This Contract may be terminated by either party upon sixty (60) days prior notice in writing to the other party. The City may terminate this contract immediately, under breach of contract, if the Supplier fails to perform in accordance with the terms and conditions as referenced to and incorporated above. In the event of any termination of contract by the Supplier, the City may purchase such supplies and/or services similar to those so terminated, and for the duration of the contract period the Supplier will be liable for all costs in excess of the established contract pricing. Bid Number: 2013-127 Dated: 7/22/2013 Pages 1 through 20 Specifications: 2013-127 Dated: 7/22/2013 Pages 3 through 11 General Conditions: Pages 1 through 5 Special Attachments: Procurement Officer of Record Company Name Stephen A. Arbo, City Manager Date Company Authorized Signature READ AND APPROVED: Title Date Type or Print the Name of Authorized Person APPROVED AS TO FORM: Trevor L. Stiles, Assistant City Attorney The mission of the procurement operation is to provide innovation, value and cost effective solutions with integrity while preserving the public trust.