901345 rfq uniform and textile rental · web viewreferences must cover the 3 years minimum to show...

**IMPORTANT NOTICE**

The format of this RFQ has been simplified. Only the following pages require signatures:

1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance pagea. Must be signed by Bidder

2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheeta. Must be signed by Bidder b. Must be signed by SLEB Partner if subcontracting

to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.

COUNTY OF ALAMEDAREQUEST FOR QUOTATION No. 901345

for

Uniform & Textile Rental Laundry Services

For complete information regarding this project, see RFQ posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or

contact the County representative listed below. Thank you for your interest!

Contact Person: Umiika Wright, Lead Procurement & Contracts Specialist

Phone Number: (510) 208-9607

E-mail Address: [email protected]

RESPONSE DUEby

2:00 p.m.on

May 15, 2015at

Alameda County, GSA-Procurement & Support Services1401 Lakeside Drive, Suite 907

Oakland, CA 94612

Alameda County is committed to reducing environmental impacts across our entire supply chain. If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

1401 Lakeside Drive, Suite 907 Oakland, CA 94612Phone: 510-208-9600 Website: http://www.acgov.org/gsa/departments/purchasing/

http://www.acgov.org/gsa/departments/purchasing/

http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp

COUNTY OF ALAMEDAREQUEST FOR QUOTATION No. 901345SPECIFICATIONS, TERMS & CONDITIONS

forUniform & Textile Rental Laundry Services

TABLE OF CONTENTSPage

I. STATEMENT OF WORK 4A. INTENT 4B. SCOPE4C. BIDDER QUALIFICATIONS 4D. SPECIFIC REQUIREMENTS 5E. GENERAL ENVIRONMENTAL REQUIREMENTS: 11F. DELIVERABLES / REPORTS 12

II. CALENDAR OF EVENTS 13G. NETWORKING / BIDDERS CONFERENCES 13

III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 14H. NOTICE OF RECOMMENDATION TO AWARD 14I. TERM / TERMINATION / RENEWAL 15J. BRAND NAMES AND APPROVED EQUIVALENTS 15K. QUANTITIES 16L. PRICING 16M. AWARD 16N. METHOD OF ORDERING 18O. INVOICING 18P. LIQUIDATED DAMAGES 19Q. PERFORMANCE REQUIREMENTS 19R. ACCOUNT MANAGER / SUPPORT STAFF 20

IV. INSTRUCTIONS TO BIDDERS 20S. COUNTY CONTACTS 20T. SUBMITTAL OF BIDS 21U. RESPONSE FORMAT 23

ATTACHMENTS

EXHIBIT A - BID RESPONSE PACKETEXHIBIT B - INSURANCE REQUIREMENTSEXHIBIT C - VENDOR BID LISTEXHIBIT D - DELIVERY LOCATIONSEXHIBIT E - PATCH SAMPLESEXHIBIT F - LIQUIDATED DAMAGES

Specifications, Terms & Conditionsfor Uniform & Textile Rental Laundry Services

I. STATEMENT OF WORK

A. INTENT

It is the intent of these specifications, terms, and conditions to search for qualified vendors who are in the business of providing uniform and textile rental laundry services, as well as laundry services required by the Alameda County Public Works Agency (PWA), Alameda County Flood Control and Water Conservation District (Zone 7), Environmental Health Department (EHD), General Services Agency (GSA) – Motor Vehicle Department (GSA – MVD), GSA – Building Maintenance Department (GSA – BMD) and GSA Property and Salvage (GSA – P&S).

The County intends to award a three-year contract (with option to renew) to the vendor selected as the lowest responsible vendor whose response meets the County’s requirements.

B. SCOPE

The successful vendor shall provide uniform and textile rental services including, but not limited to: shop towels, bath towels, floor mats, fender covers, coveralls, aprons, lab coats, painter pants, smocks, work pants, shirts, and laundry services on a weekly cycling system basis for the County.

The user group is comprised of approximately 150 employees from GSA. The successful Vendor will provide uniform and textile rental and laundry services, which include a delivery cycle, as defined as a weekly pick up of a set of dirty uniforms and drop off a set of clean uniforms for each employee. Additional uniform and textile rental and laundry service sites shall be added as needed during the contract term. The locations that will require pick-up and delivery are stated in Exhibit D – Delivery Locations.

C. BIDDER QUALIFICATIONS

1. Bidder shall be regularly and continuously engaged in the business of providing uniform and textile rental and laundry services for at least three years. Experience must be demonstrated by references provided by Bidder at the time of the bid.

2. Bidder shall possess all permits, licenses, and professional credentials necessary to supply product and perform services as specified under this RFQ.

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D. SPECIFIC REQUIREMENTS

3. Vendor shall provide rental of clean uniforms and textiles for the entire term of any contract awarded as a result of this RFQ, in accordance with the specifications, terms and conditions.

4. Uniform (garment) and Textile Requirements:

a. Vendor must provide all new and unused garments and towels at commencement of the contract. Garments that are replaced due to normal wear and tear, during the term of any contract awarded as a result of this RFQ, shall also be new and unused, and provided to the County at no additional cost.

b. The number of new and unused garments/textiles provided will be double the number of units required per employee/department per week plus, in the case of uniform components, one extra, unless otherwise specified by the department.

c. Vendor shall provide, at the end of 18 months of the contract term, a one week supply of brand new uniforms for each employee and retrieve the old uniforms at no additional cost to the County.

d. All garments shall be laundered and maintained by the vendor.

e. Vendor shall replace any garments that require replacement due to normal wear and tear with new unused uniforms. Normal wear and tear includes, but is not limited to, excessive stains or soiling due to paint, chemicals, oil and grease, and other materials used by employees, on uniform garments, mats, shop towels, fender covers and any other rented items, during the course of a normal work day.

f. Items identified as damaged (rips, tears, split seams, etc.) must be repaired or replaced before being returned to County department and/or employees.

g. Vendor shall tag all repaired items in a way that is clearly identifiable. Tag shall state; date item was retrieved, name of employee, type of damage, repair method, and return date. Items retained for damage repair shall be returned within 15 days.

h. Uniform garments that no longer fit County employees shall be replaced with the correct size within 15 days after receipt of notification from the County.

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i. Vendor must be able to properly fit each employee for appearance and safety, and meet the County’s standards for acceptable quality, especially with regard to durability and comfort.

j. Vendor shall contact County departments or agencies whose employees participate in the uniform rental and laundry program to arrange for garment measurement and/or fittings for garments within 48 hours after the start date of the new contract.

k. Vendor shall complete measurement for employee uniforms for each specified County site within five working days of contract execution. Vendor shall provide female personnel to take the measurements of female County employees.

l. All new County employees who are added to the contract will receive new and unused uniforms.

m. No starch or similar sizing products are to be used in the laundry/cleaning process.

n. Laundry services shall be performed using chemicals and heat conditions determined to promote extended serviceability of the garments.

o. Shop towels shall be of good quality and utility, size 12”x 12” and 100% cotton (color will be determined after award of bid). Once shop towels are cleaned, they must be free of all debris. The towels will be replaced every 18 months or earlier when repeated laundering renders them rough and or unusable. Rags are not acceptable.

p. All garments shall be 100% cotton or 65% polyester and 35% cotton blend or equivalent, unless otherwise specified in the Bid Forms.

q. Shirts for GSA shall bear only the GSA logo on the left breast pocket with the exception of those departments to be specified by GSA after award of contract.

r. Shorts for GSA shall reach right to knee level.

s. All logos and nametags required shall be provided and affixed to the garments by the Vendor at no additional cost to the County.

t. Examples of all logos and nametags can be found in Exhibit E - Patch Sample. The logos and nametags are not to scale and the coloring will be as stated, not what is shown in the sample.

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u. All uniforms shall be made available in the colors specified by the County per the Bid Forms.

v. Shirts can be short sleeved or long sleeved, unless otherwise specified by the department. The employees shall make their selection of short or long sleeved shirts and type of material. This selection cannot be changed until new uniforms are given out at the 18 month mark.

5. SAMPLES:

a. All vendors shall be required to submit sample items which are identical to the items quoted in their response to this RFQ, meeting the specification above, in both quality and color of materials. Samples must include the proposed embroidery work for the County logo. Logo may be affixed to sample or in a draft format.

b. Samples of each item offered by vendor shall be identified with Supplier name, manufacturer name, and model.

c. The uniform and textile rental bid by the vendor must meet the County’s standards for acceptable quality, especially with regard to type of materials used, color, and stitching.

d. Sample items shall be submitted at no charge to the County.

e. The samples shall be delivered within 1 week of receipt of the notification from the County.

f. All samples shall be submitted to the following address:

GSA-Procurement & Support Services1401 Lakeside Drive, Suite 907Oakland, CA 94612RFQ 901345 Uniform & Textile Rental Laundry ServicesAttn: Umiika Wright, Lead Procurement & Contracts Specialist

g. Samples shall be examined by the County as to design, tailoring, workmanship, and compliance to specifications. If a sample item or any part of the clothing sample is deemed to be unacceptable, at the sole discretion of the County, the vendor will be given no further consideration.

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h. Any bidder desiring the return of their samples may request them. The cost of returning the samples shall be borne on the bidder.

i. Bidder(s) further agrees that the items it provides to the County under contract shall meet or exceed the quality of samples submitted.

Sample Retention - A full set of samples of items listed on the contract shall be retained by the County from any vendor awarded a contract as a result of this RFQ at no cost to the County. These samples shall be used to judge fit, fabric, and workmanship of stock garments shipped during the life of the contract.

6. ADMINISTRATIVE REQUIREMENTS:

a. The billing system utilized by Alameda County will be the 5/11 billing system, meaning that the Vendor will bill each department for a one week supply of uniforms/textiles per category per week, regardless of the number of uniforms/textiles turned in to be cleaned.

Examples:

If a department requires 5 uniforms for one category per week, the Vendor will charge for cleaning 5 uniforms each week. In theory, the department will give the Vendor 5 dirty uniforms each week to be cleaned. The employee will be returned with 5 clean uniforms and have 1 uniform to wear at time of the exchange. In practice the Vendor will return the same number of clean uniforms as it picks up.

In the case where a department only requires 1 of an item per week, the Vendor will charge for cleaning 1 item each week. The department will turn in 1 dirty item each week, the Vendor will bring 1 clean item, and 1 item will be in use. The vendor will charge to clean 1 item per week.

In the case of shop towels, vendors will charge the departments to wash a one week supply each week and a one week’s supply, give or take any variance in the number of towels used each week, will always be on hand.

b. Vendor shall provide pick-up, cleaning, and return delivery services according to schedule mutually agreed upon by each County Department and the successful vendor.

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c. Vendor shall allow the County to increase or decrease uniforms, textiles and services required with no increase in Vendor unit price.

d. In addition to phone and fax numbers, vendor shall be able to provide communication through e-mail, and provide an immediate response (within 24 hours) to inquiries or requests for service.

e. Vendor shall identify all garments with a unique number/bar code and employee name for tracking purposes.

f. When employees are transferred to another County location that is already participating in weekly Vendor provided laundry pick-up and delivery services, their existing uniforms will transfer with them. Regular delivery to the new location will start within 15 days of written notification from the County,

g. Employees who are no longer covered by the uniform rental and laundry contract must be removed from the account within 30 days of written notification from the County. The County shall return the uniforms the next scheduled delivery and pick up day so no further rental and laundry fees are accrued.

7. ORDERING:

a. Provision of uniform items:

(1) County staff shall have the ability to place order via telephone, email, or online.

(2) Items ordered by County shall be verified using a written “Confirmation of Order” from the vendor sent via e-mail to the requesting authority within 24 hours of request receipt.

(a) Confirmation of Order shall include the following details:

(i) Name of requesting Supervisor;(ii) Date of request;(iii) Delivery location;(iv) Employee name, size, quantity; and(v) Confirmation number.

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(b) Vendor shall not consolidate any “Confirmation of Orders” with other Supervisors, locations or prior request. The confirmations will be cross-references with future invoices.

(3) Acceptable delivery time for items listed on the BID FORMS is at a maximum of 15 business days. Any item not received by the 15th business day shall be by reduced by 10% of the cost stated on the BID FORMS. Items exceeding 20 days will be reduced by 15% of the cost.

b. The County will require the quantity of rental uniforms indicated on the BID FORMS, at the beginning of this contract term. The County will pay, at most, the amount stated on BID FORMS. Afterwards, the rental of additional uniforms, as stated in BID FORMS will only occur when there are new hires replacements, or as required due to normal wear and tear.

c. Vendor shall fill any quantity ordered by the County within 15 business days regardless of minimum required by its contracted factory.

d. Substitution of Items ordered:

(1) In the event an item is agreed for substitutions due to manufacturer discontinuance or other, the substituted item shall adhere to the same quality, color, fabric, fit, construction, and embroidery as the initially contracted items.

(2) Vendor is only allowed to substitute an item of equal or better quality than the original item(s) with prior approval from the County.

(3) Samples of the suggested substitution shall be examined by the County as to design, tailoring, workmanship, and compliance to specifications. If a sample item or any part of the clothing sample is deemed to be unacceptable by the County, the vendor shall be notified immediately for adjusting.

(4) County must give its approval in advance and in writing that substitution for certain specified item(s) may be provided by the vendor. No substitutions will be accepted without prior authorization.

(5) All uniform items must be available in all sizes throughout the contract and during any extension term.

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E. GENERAL ENVIRONMENTAL REQUIREMENTS :

The requirements outlined in this section apply to all product categories contained in this bid.

8. Regulatory Compliance:

a. Manufacturers and service providers will be in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation.

9. Sourcing Reduction and Packaging:

a. The County has a strong commitment to source reduction, minimizing waste generation, and reducing the County’s expenditure on waste disposal and recycling. Bidders shall provide bulk packaging, reusable, or minimal packaging in providing products to the County. Packaging will be both made from recycled materials and be recyclable. Contractors should explore and provide opportunities for the reuse of packaging materials. In the bid response, Bidders shall include a written summary of their planned efforts to minimize the amount of packaging and shipping materials and should describe the post-consumer recycled content of those materials.

Packaging shall not contain inks, dyes, pigments, stabilizers, or any other additives to which any lead, cadmium, mercury, and hexavalent chromium has been intentionally introduced. The sum of the concentration levels of lead, cadmium, mercury, and hexavalent chromium shall not exceed one hundred parts per million by weight..

10. Pallets and Large-Volume Packaging:

a. Pallets and large-volume packaging materials will be taken back by the Contractors. The County encourages the use of pallets that meet the EPA’s minimum post-consumer recycled content guidelines for pallets that can be found at http://www.epa.gov/epaoswer/non-hw/procure/products/pallets.htm. In the case of large-volume packaging, the County prefers that the vendor reuse or recycle the material.

11. Persistent Bio-accumulative Toxins:

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http://www.epa.gov/epaoswer/non-hw/procure/products/pallets.htm


a. In January 2002, the County passed a resolution “to encourage the reduction and where feasible, the elimination of [persistent, bio-accumulative and toxic chemical] (PBT) emissions…” The United States Environmental Protection Agency has established a list of twelve priority PBTs including dioxins, polychlorinated biphenyls, mercury and its compounds, lead and others. The most current list can be found at the EPA’s website at www.epa.gov/opptintr/pbt/. Additionally, PBTs are listed in the CCR in Section 66261.24.

Contractors must provide products and services that allow the County to comply with the PBT Resolution and must complete the certification statement included in the Attachments. The Resolution requires that the County eliminate and reduce the procurement of products and services which contain or cause the generation and release of PBTs into the environment during their manufacture, use, or destruction/disposal. Bidders should provide products that do not contain, use, or generate PBTs. If no alternative materials are available, Bidders should notify the County in writing prior to providing such materials to the County or using these materials when providing services to the County.

F. DELIVERABLES / REPORTS

2. Vendor shall provide a monthly statement for each location. This statement shall not be consolidated with any other County facility or locations.

3. A report must be provided to each facility with every delivery stating how many uniforms were taken in for cleaning, how many clean uniforms were returned and/or repaired and brought back with the employees name listed next to the item.

4. Vendor must provide a monthly report indicating when any uniforms are changed out for new uniforms, indicating the number of uniforms replaced and the name of the employee.

5. Vendor must provide a monthly report indicating which uniforms were repaired or replaced due to normal wear and tear or damaged. Report shall include the date item was retrieved, name of employee, type of damage, repair method and return date. This report shall be cross referenced to repair tags to ensure accuracy of billing.

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6. County must give its approval in advance and in writing that substitution for certain specified item(s) may be provided by the vendor. No substitutions will be accepted without prior authorization.

II. CALENDAR OF EVENTS

EVENT DATE/LOCATIONRequest Issued April 7, 2015Written Questions Due by 5:00 p.m. on April 17, 2015Networking/Bidders Conference #1

(Online conference option enabled for remote participation)

April 16, 2015 @ 2:00 p.m. at: General Services AgencyRoom1107, 11th Floor1401 Lakeside DriveOakland, CA 94612

OR remotely @ http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog

Networking/Bidders Conference #2

April 17, 2015 @ 2:00 p.m. at: Public Works AgencyRoom 230951 Turner CourtHayward, CA 94545

Addendum Issued May 1, 2015Response Due May 15, 2015 by 2:00 p.m. Evaluation Period May 15, 2015 – June 5, 2015 GSA Letter Recommending Award Issued

June 19, 2015

Contract Start Date July 1, 2015

Note: Award and start dates are approximate.

A. NETWORKING / BIDDERS CONFERENCES

12. The bidders conference held on April 16, 2015, will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog. In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as

RFQ No. 901345

http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog






speakers, headsets, or a telephone. Bidders may also attend this conference in person.

13. Networking/bidders conferences will be held to:

a. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFQ.

b. Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.

c. Provide the County with an opportunity to receive feedback regarding the project and RFQ.

14. All questions will be addressed, and the list of attendees will be included, in an RFQ Addendum following the networking/bidders conference(s).

15. Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

III. COUNTY PROCEDURES, TERMS, AND CONDITIONS

A. NOTICE OF RECOMMENDATION TO AWARD

16. At the conclusion of the RFQ response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail, fax, or US Postal Service mail, of the contract award recommendation, if any, by GSA-Procurement & Support Services. The document providing this notification is the Notice of Recommendation to Award.

The Notice of Recommendation to Award will provide the following information:

a. The name of the bidder being recommended for contract award; and

b. The names of all other parties that submitted proposals.

RFQ No. 901345


17. At the conclusion of the RFQ response evaluation process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.

a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.

b. Debriefing may include review of successful bidder’s proposal with redactions as appropriate.

18. The submitted proposals shall be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be heard by GSA.

B. TERM / TERMINATION / RENEWAL

19. The term of the contract, which may be awarded pursuant to this RFQ, will be three years.

20. By mutual agreement, any contract which may be awarded pursuant to this RFQ, may be extended for an additional two-year term at agreed prices with all other terms and conditions remaining the same.

C. BRAND NAMES AND APPROVED EQUIVALENTS

21. Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:

a. Clearly describe the alternate offered and indicate how it differs from the product specified; and

b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid.

22. The County reserves the right to be the sole judge of what is equal and acceptable and may require Bidder to provide additional information and/or samples.

23. If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied.

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D. QUANTITIES

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

E. PRICING

24. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFQ.

25. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

26. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

27. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.

28. The price(s) quoted shall be the total cost the County will pay for this project including Sales, Use, or other taxes, and all other charges.

29. All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

30. Price quotes shall include any and all payment incentives available to the County.

31. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

32. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

F. AWARD

33. The award will be made to the lowest responsible bidder who meets the requirements of these specifications, terms and conditions.

34. Awards may also be made to the subsequent lowest responsible bidders who will be considered the Back-up Contractors and who will be called in ascending order of amount of their quotation.

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35. Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

As a result of the County’s commitment to advance the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

http://acgov.org/auditor/sleb/overview.htm

For purposes of this bid, applicable industries include, but are not limited to, the following NAICS Code(s): 812332, 812331, or 812320.

A small business is defined by the United States Small Business Administration (SBA) as having no more than the number of employees or average annual gross receipts over the last three (3) years required per SBA standards based on the small business's appropriate NAICS code.

An emerging business is defined by the County as having either annual gross receipts of less than one-half (1/2) that of a small business OR having less than one-half (1/2) the number of employees AND that has been in business less than five (5) years.

36. The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFQ or from any Exhibits attached hereto, to waive informalities and minor irregularities in responses received, and to provide an opportunity for bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity shall be made solely at the discretion of the County.

37. The County reserves the right to award to a single or multiple Contractors.

38. The County has the right to decline to award this contract or any part thereof for any reason.

39. A contract must be negotiated, finalized, and signed by the recommended awardee prior to GSA approval.

40. Final Standard Agreement terms and conditions will be negotiated with the selected bidder. Bidder may access a copy of the Standard Services Agreement template can be found online at:

RFQ No. 901345

http://www.sba.gov/



http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf

The template contains minimal Agreement boilerplate language only.

41. The RFQ specifications, terms, conditions and Exhibits, RFQ Addenda and Bidder’s proposal, may be incorporated into and made a part of any contract that may be awarded as a result of this RFQ.

G. METHOD OF ORDERING

42. A written PO and signed Standard Agreement contract will be issued upon GSA approval.

43. POs and Standard Agreements will be faxed, transmitted electronically or mailed and shall be the only authorization for the Contractor to place an order.

44. POs and payments for products and/or services will be issued only in the name of Contractor.

45. Contractor shall adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

46. Change orders shall be agreed upon by Contractor and County and issued as needed in writing by County.

H. INVOICING

7. Contractor shall invoice the requesting department, unless otherwise advised, upon satisfactory receipt of product and/or performance of services. Vendor shall provide a monthly statement for each location. This statement shall not be consolidated with any other County facility or locations.

8. County will use best efforts to make payment within thirty (30) days following receipt and review of invoice and upon complete satisfactory receipt of product and performance of services.

9. County shall notify Contractor of any adjustments required to invoice.

10. Invoices shall contain County PO number, invoice number, remit to address and itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of delivery.

1. Contractor shall utilize standardized invoice upon request.

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http://www.acgov.org/gsa/purchasing/standardServicesAgreement.pdf


2. Invoices shall only be issued by the Contractor who is awarded a contract.

3. Payments will be issued to and invoices must be received from the same Contractor whose name is specified on the POs.

4. The County will pay Contractor monthly or as agreed upon, not to exceed the total quoted in the bid response.

I. LIQUIDATED DAMAGES

A deduction for liquidated damages of 10% of the cost stated on Bid Form will be imposed on items not received within 15 business days. Items exceeding 15 days will be deducted by 15% of the cost for items listed on Bid Form for not meeting delivery requirements as prescribed in the section entitled “Specific Requirements.”

5. It being impracticable or extremely difficult to fix the actual damage, the amount set forth above is hereby agreed upon as liquidated damages and will be deducted from any money due the Contractor under any contract which may be awarded to Contractor arising from the RFQ. Should the amount of the damages exceed the amount due, the Contractor's sureties shall be liable for the excess.

6. In the event the Contractor’s performance and/or deliverable projects have been deemed unsatisfactory by a review committee, the County reserves the right to withhold future payments until the performance and or deliverable projects are deemed satisfactory.

J. PERFORMANCE REQUIREMENTS

7. Contractor shall provide staff experienced in dealing with customers.

8. Contractor staff shall be professional, polite, and courteous.

9. Contractor delivery staff shall be required to stay on the premises until County staff has verified delivery contents.

10. Proper conduct is expected of contractor’s personnel when on County premises. This includes adhering to no-smoking ordinances, the drug-free work place policy, not using alcoholic beverages and treating employees courteously.

11. County has the right to request removal of any contractor employee or subcontractor who does not properly conduct himself/herself/itself or perform quality work.

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12. Contractor personnel shall be easily identifiable as non-County employees (i.e. work uniforms, badges, etc.).

K. ACCOUNT MANAGER / SUPPORT STAFF

13. Contractor shall provide a dedicated competent account manager who shall be assigned to each County account/contract. The account manager shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder’s response to this RFQ and any contract which may arise pursuant to this RFQ.

14. Contractor shall also provide adequate, competent support staff that shall be able to service the County during normal working hours, Monday through Friday. Such representative(s) shall be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

15. Contractor account manager shall be familiar with County requirements and standards and work with the County to ensure that established standards are adhered to.

16. Contractor account manager shall keep the County Specialist informed of requests from departments as required.

IV. INSTRUCTIONS TO BIDDERS

A. COUNTY CONTACTS

GSA-Procurement & Support Services is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the GSA-Procurement & Support Services department only.

The evaluation phase of the competitive process shall begin upon receipt of sealed bids until a contract has been awarded.

All questions regarding these specifications, terms, and conditions are to be submitted in writing, preferably via e-mail by 5:00 p.m. on April 17, 2015 to:

Umiika Wright, Lead Procurement & Contracts SpecialistAlameda County, GSA-Procurement & Support Services1401 Lakeside Drive, Suite 907Oakland, CA 94612E-Mail: [email protected]: (510) 208-9607

RFQ No. 901345


The GSA Contracting Opportunities website will be the official notification posting place of all Requests for Interest, Proposals, Quotes and Addenda. Go to http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp to view current contracting opportunities.

B. SUBMITTAL OF BIDS

17. All bids must be SEALED and must be received at the Office of the Purchasing Agent of Alameda County BY 2:00 p.m. on the due date specified in the Calendar of Events.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED. IF HAND DELIVERING BIDS PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

Bids will be received only at the address shown below, and by the time indicated in the Calendar of Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time designated. The Procurement & Support Services department's timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

18. Bids are to be addressed and delivered as follows:

Uniform & Textile Rental Laundry Services RFQ No. 901345Alameda County, GSA-Procurement & Support Services1401 Lakeside Drive, Suite 907 *Oakland, CA 94612

Bidder's name, return address, and the RFQ number and title must also appear on the mailing package.

*PLEASE NOTE that on the bid due date, a bid reception desk will be open between 1:00 p.m. – 2:00 p.m. and will be located in the 1st floor lobby at 1401 Lakeside Drive.

19. Bidders are to submit their bid in electronic format. The electronic bid response should be a single file PDF (OCR preferred); it must be on disk or USB flash drive

RFQ No. 901345

http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp


and enclosed in a sealed package (a sealed envelope will suffice). All signatures must be present in the electronic bid response (e.g., Bidders may want to sign any pages that require signature, scan them, and make them part of the electronic file).

20. BIDDERS SHALL NOT MODIFY BID FORM(S) OR QUALIFY THEIR BIDS. BIDDERS SHALL NOT SUBMIT TO THE COUNTY A SCANNED, RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF THE BID FORM(S) OR ANY OTHER COUNTY-PROVIDED DOCUMENT.

21. No email (electronic) or facsimile bids will be considered.

22. All costs required for the preparation and submission of a bid shall be borne by Bidder.

23. Only one bid response will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, “partnership” shall mean, and is limited to, a legal partnership formed under one or more of the provisions of the California or other state’s Corporations Code or an equivalent statute.

24. All other information regarding the bid responses will be held as confidential until such time as the General Services Agency has completed its evaluation, an recommended award has been made by the General Services Agency, and the contract has been fully negotiated with the recommended awardee named in the recommendation to award/non-award notification(s). The submitted proposals shall be made available upon request no later than five (5) calendar days before the recommendation to award and enter into contract by the General Services Agency. All parties submitting proposals, either qualified or unqualified, will receive mailed recommendation to award/non-award notification(s), which will include the name of the bidder to be recommended for award of this project. In addition, award information will be posted on the County’s “Contracting Opportunities” website, mentioned above.

25. Each bid received, with the name of the bidder, shall be entered on a record, and each record with the successful bid indicated thereon shall, after the award of the order or contract, be open to public inspection.

26. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of

RFQ No. 901345


Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.

27. Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms “claim” and “knowingly” are defined in the California False Claims Act, Cal. Gov. Code, §12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. It may also be considered fraud and the Contractor may be subject to criminal prosecution.

28. The undersigned Bidder certifies that it is, at the time of bidding, and shall be throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the Contract Documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the Bid Documents.

29. The undersigned Bidder certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

30. It is understood that County reserves the right to reject this bid and that the bid shall remain open to acceptance and is irrevocable for a period of one hundred eighty (180) days, unless otherwise specified in the Bid Documents.

C. RESPONSE FORMAT

31. Bid responses are to be straightforward, clear, concise and specific to the information requested.

32. In order for bids to be considered complete, Bidder must provide responses to all information requested. See Exhibit A – Bid Response Packet.

33. Bid responses, in whole or in part, are NOT to be marked confidential or proprietary. County may refuse to consider any bid response or part thereof so marked. Bid responses submitted in response to this RFQ may be subject to public disclosure. County shall not be liable in any way for disclosure of any such records. Please refer to the County’s website at: http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm for more information regarding Proprietary and Confidential Information policies.

RFQ No. 901345

http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm

EXHIBIT ABID RESPONSE PACKET

RFQ No. 901345 – Uniform & Textile Rental Laundry Services

To: The County of Alameda

From: (Official Name of Bidder)

AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFQ, BIDDERS ARE TO SUBMIT THEIR BID IN ELECTRONIC FORMAT, IN A SINGLE FILE PDF (OCR PREFERRED); MUST BE ON DISK OR USB FLASH DRIVE AND ENCLOSED IN A SEALED PACKAGE. ALL SIGNATURES MUST BE PRESENT IN THE ELECTRONIC BID RESPONSE

ALL PAGES OF THE BID RESPONSE PACKET (EXHIBIT A) MUST BE SUBMITTED IN TOTAL WITH ALL REQUIRED DOCUMENTS ATTACHED THERETO; ALL INFORMATION REQUESTED MUST BE SUPPLIED; ANY PAGES OF EXHIBIT A (OR ITEMS THEREIN) NOT APPLICABLE TO THE BIDDER MUST STILL BE SUBMITTED AS PART OF A COMPLETE BID RESPONSE, WITH SUCH PAGES OR ITEMS CLEARLY MARKED “N/A”

BIDDERS SHALL NOT SUBMIT TO THE COUNTY A RE-TYPED, WORD-PROCESSED, OR OTHERWISE RECREATED VERSION OF EXHIBIT A – BID RESPONSE PACKET OR ANY OTHER COUNTY-PROVIDED DOCUMENT

ALL PRICES AND NOTATIONS MUST BE PRINTED IN INK OR TYPEWRITTEN; NO ERASURES ARE PERMITTED; ERRORS MAY BE CROSSED OUT AND CORRECTIONS PRINTED IN INK OR TYPEWRITTEN ADJACENT, AND MUST BE INITIALED IN INK BY PERSON SIGNING BID

BIDDER MUST QUOTE PRICE(S) AS SPECIFIED IN RFQ.

BIDDERS THAT DO NOT COMPLY WITH THE REQUIREMENTS, AND/OR SUBMIT INCOMPLETE BID PACKAGES, SHALL BE SUBJECT TO DISQUALIFICATION AND THEIR BIDS REJECTED IN TOTAL

IF BIDDERS ARE MAKING ANY CLARIFICATIONS AND/OR AMENDMENTS, OR TAKING EXCEPTION TO POLICIES OR SPECIFICATIONS OF THIS RFQ, INCLUDING THOSE TO THE COUNTY SLEB POLICY, THESE MUST BE SUBMITTED IN THE EXCEPTIONS, CLARIFICATIONS, AMENDMENTS SECTION OF THIS EXHIBIT A – BID RESPONSE PACKET IN ORDER FOR THE BID RESPONSE TO BE CONSIDERED COMPLETE

Exhibit A – RFQ No. 901345Page 1

BIDDER INFORMATION AND ACCEPTANCE

1. The undersigned declares that the Bid Documents, including, without limitation, the RFQ, Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents of RFQ No. 901345 – Uniform & Textile Rental Laundry Services

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid including, but not limited to, the requirements under the County Provisions, and that each Bidder who is awarded a contract shall be, in fact, a prime Contractor, not a subcontractor, to County, and agrees that its Bid, if accepted by County, will be the basis for the Bidder to enter into a contract with County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the following terms, conditions, certifications, and requirements found on the County’s website:

Bid Protests / Appeals Process [http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm]

Debarment / Suspension Policy[http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm]

Iran Contracting Act (ICA) of 2010[http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm]

General Environmental Requirements[http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm]

Small Local Emerging Business Program[http://acgov.org/auditor/sleb/overview.htm]

First Source [http://acgov.org/auditor/sleb/sourceprogram.htm]

Online Contract Compliance System[http://acgov.org/auditor/sleb/elation.htm]

General Requirements [http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm]

Proprietary and Confidential Information[http://www.acgov.org/gsa/departments/purchasing/policy/proprietary.htm]




http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm

http://www.acgov.org/gsa/departments/purchasing/policy/genreqs.htm

http://acgov.org/auditor/sleb/elation.htm

http://www.acgov.org/gsa/departments/purchasing/policy/compliance.htm

http://acgov.org/auditor/sleb/sourceprogram.htm

http://www.acgov.org/gsa/departments/purchasing/policy/first.htm


http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm

http://www.acgov.org/gsa/departments/purchasing/policy/environ.htm

http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm

http://www.acgov.org/gsa/departments/purchasing/policy/ica.htm

http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm

http://www.acgov.org/gsa/departments/purchasing/policy/debar.htm

http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm

http://www.acgov.org/gsa/departments/purchasing/policy/bidappeal.htm

6. The undersigned acknowledges that Bidder will be in good standing in the State of California, with all

the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFQ and associated Bid Documents.

7. It is the responsibility of each bidder to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a Bid, the Bidder certifies that if awarded a contract they will make no claim against the County based upon ignorance of conditions or misunderstanding of the specifications.

8. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.

9. Insurance certificates are not required at the time of submission. However, by signing Exhibit A – Bid Response Packet, the Contractor agrees to meet the minimum insurance requirements stated in the RFQ. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in the RFQ.

10. The undersigned acknowledges ONE of the following (please check only one box):

Bidder is not local to Alameda County and is ineligible for any bid preference; OR

Bidder is a certified SLEB and is requesting 10% bid preference; (Bidder must check the first box and provide its SLEB Certification Number in the SLEB PARTNERING INFORMATION SHEET); OR

Bidder is LOCAL to Alameda County and is requesting 5% bid preference, and has attached the following documentation to this Exhibit:

Copy of a verifiable business license, issued by the County of Alameda or a City within the County; and

Proof of six (6) months business residency, identifying the name of the vendor and the local address. Utility bills, deed of trusts or lease agreements, etc., are acceptable verification documents to prove residency.


Official Name of Bidder:

Street Address Line 1:

Street Address Line 2:

City: State: Zip Code:

Webpage:

Type of Entity / Organizational Structure (check one):

Corporation Joint Venture

Limited Liability Partnership Partnership

Limited Liability Corporation Non-Profit / Church

Other:

Jurisdiction of Organization Structure:

Date of Organization Structure:

Federal Tax Identification Number:

Primary Contact Information:

Name / Title:

Telephone Number: Fax Number:

E-mail Address:

SIGNATURE:

Name and Title of Signer:

Dated this day of 20


BID FORM(S)

COST SHALL BE SUBMITTED ON EXHIBIT A AS IS. NO ALTERATIONS OR CHANGES OF ANY KIND ARE PERMITTED. Bid responses that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all other charges, including travel expenses, and is the cost the County will pay for the three-year term of any contract that is a result of this bid.

Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

Bidder hereby certifies to County that all representations, certifications, and statements made by Bidder, as set forth in this Bid Form and attachments are true and correct and are made under penalty of perjury pursuant to the laws of California.

The billing system utilized by the County will be 5/11 billing inventory system, refer to page 8 of the RFQ, (SPECIFIC REQUIREMENTS), Item 4.

TABLE AWEEKLY YEAR 1 WEEKLY YEAR 2 WEEKLY YEAR 3

DEPARTMENT ITEM SPEC UOM# of

Employees Using

Uniform

# of Units Required/ Employe

e

A. B1. C1. B2. C2. B3. C3.Total # of Pieces/ Week

Unit Price(Price/ Piece)

Extended Price

(A*B1)


Extended Price

(A*B2)


Extended Price

(A*B3)Building Maintenance Department (All garments are to be 100% Cotton for BMD)

CoverallsWhite EACH 3 1 3 $ $ $ $ $ $Navy EACH 16 1 16 $ $ $ $ $ $

Painter Pants White EACH 11 5 55 $ $ $ $ $ $Painter Shirt White EACH 11 5 55 $ $ $ $ $ $

PantsDark Green EACH 10 5 50 $ $ $ $ $ $Navy Blue EACH 17 5 85 $ $ $ $ $ $Dark Gray EACH 93 5 465 $ $ $ $ $ $

Industrial ShirtsGray EACH 93 5 465 $ $ $ $ $ $

Light Green EACH 10 5 50 $ $ $ $ $ $Pinstriped Dark Blue w/ Light EACH 17 5 85 $ $ $ $ $ $


WEEKLY YEAR 1 WEEKLY YEAR 2 WEEKLY YEAR 3


Employees Using

Uniform


e



Extended Price

(A*B1)


Extended Price

(A*B2)


Extended Price

(A*B3)Blue Stripes

BMD Weekly Subtotal $ $ $

BMD ANNUAL SUBTOTAL (BMD WEEKLY TOTAL * 52) $ $ $

BMD TOTAL (BMD YEAR 1 SUBTOTAL + BMD YEAR 2 SUBTOTAL + BMD YEAR 3 SUBTOTAL) $

Motor Vehicle/Parking Division/Messenger (MV/PD)

Aprons Dark Blue EACH 6 1 6 $ $ $ $ $ $

Pants Navy Blue EACH 11 11 121 $ $ $ $ $ $

Industrial Shirts

French Blue/ Medium Blue EACH 8 11 88 $ $ $ $ $ $

Gray EACH 0 0 0 $ $ $ $ $ $

Pinstriped Dark Blue w/ Light Blue Stripes EACH 12 11 132 $ $ $ $ $ $

Female Cut – French Blue/Medium Blue EACH 0 0 0 $ $ $ $ $ $

Parking Shirts

Gray with Reflective Stripes on sleeves, across chest and back. (Long Sleeves)

Each 3 6 18

Gray with Reflective Stripes on sleeves, across chest and back. (Short Sleeves)

Each 3 5 15

# of Weekly Rentals

Fender Covers EACH 6 $ $ $ $ $ $

Shop Towels 12x12 EACH 350 $ $ $ $ $ $

Mats 4x6 EACH 4 $ $ $ $ $ $


WEEKLY YEAR 1 WEEKLY YEAR 2 WEEKLY YEAR 3


Employees Using

Uniform


e



Extended Price

(A*B1)


Extended Price

(A*B2)


Extended Price

(A*B3)

3x10 EACH 1 $ $ $ $ $ $

3x4 EACH 8 $ $ $ $ $ $

MVPD Weekly Subtotal $ $ $

MVPD ANNUAL SUBTOTAL (BMD WEEKLY TOTAL * 52 $ $ $

MVPD TOTAL (MVPD YEAR 1 SUBTOTAL + MVPD YEAR 2 SUBTOTAL + MVPD YEAR 3 SUBTOTAL)


TABLE B

ENVIRONMENTAL CHARGES

YEAR 1 YEAR 2 YEAR 3A. B1. C1. B2. C2. B3. C3.

# of Stops Per Week Weekly Fee/Stop

SUBTOTAL (A*B1)

Weekly Fee/Stop

SUBTOTAL (A*B2)

Weekly Fee/Stop

SUBTOTAL (A*B3)

17 $ $ $ $ $

THREE YEAR ENVIRONMENTAL

TOTAL(C1 + C2 + C3)

$

TABLE C

DEPARTMENTAL THREE YEAR TOTALS

DEPARTMENT THREE YEAR TOTAL

BMD THREE YEAR TOTAL $

MVPD THREE YEAR TOTAL $

SUBTOTAL $

ENVIRONMENTAL THREE YEAR TOTAL $

GRAND TOTAL $


TABLE D

UNIFORM REPLACEMENT COST

This information will not be used in the evaluation

Item Specification UOM Year 1 Year 2 Year 3Coveralls Navy EACH

White EACHOrange EACH

Overalls Blue EACHAprons Dark Blue EACHLab Coats White EACHPainter Pants White EACHPainter Shirt White EACHJeans Blue EACHPants Navy Blue EACH Dark Green EACH Dark Gray (100% Cotton) EACH

Dark Gray (Poly Cotton Blend) EACH Navy Blue EACHShorts Navy Blue EACHDenim Shirts Blue EACHPolo Shirts White EACH Medium Blue EACH

Navy Blue EACHIndustrial Shirts Orange EACH

French Blue/ Medium Blue (Poly Cotton Blend) EACH

Navy Blue (100% Cotton) Gray (100% Cotton) EACH

Gray (Poly Cotton Blend) EACH Light Green EACH

Pinstriped (Dark blue w/ light blue pinstripe) EACH

White (Poly Cotton Blend)Jackets Insulated EACHVests Quilted Sleeveless EACHFender Covers EACHBath towels 20x36 EACHShop Towels 12x12 EACHMats 4x6 EACH 3x10 EACH 3x5 EACH 3x4 EACH


REQUIRED DOCUMENTATION AND SUBMITTALS

All of the specific documentation listed below is required to be submitted with the Exhibit A – Bid Response Packet in order for a bid to be deemed complete. Bidders shall submit all documentation, in the order listed below and clearly label each section with the appropriate title (i.e. Table of Contents, Letter of Transmittal, Key Personnel, etc.).

1. Table of Contents: Bid responses shall include a table of contents listing the individual sections of the proposal/quotation and their corresponding page numbers. Tabs should separate each of the individual sections.

2. Letter of Transmittal: Bid responses shall include a description of Bidder’s capabilities and approach in providing its goods and services to the County, and provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the County. This synopsis should not exceed three (3) pages in length and should be easily understood.

3. Exhibit A – Bid Response Packet: Every bidder must fill out and submit the complete Exhibit A – Bid Response Packet.

(a) Bidder Information and Acceptance:

(1) Every Bidder must select one choice under Item 10 of page 3 of Exhibit A and must fill out, submit a signed page 4 of Exhibit A.

(b) SLEB Partnering Information Sheet:

(1) Every bidder must fill out and submit a signed SLEB Partnering Information Sheet, (found on page 16 of Exhibit A) indicating their SLEB certification status. If bidder is not certified, the name, identification information, and goods/services to be provided by the named CERTIFIED SLEB partner(s) with whom the bidder will subcontract to meet the County SLEB participation requirement must be stated. Any CERTIFIED SLEB subcontractor(s) named, the Exhibit must be signed by the CERTIFIED SLEB(s) according to the instructions. All named SLEB subcontractor(s) must be certified by the time of bid submittal.

(c) References:

(1) Bidders must use the templates on pages 17-18 of this Exhibit A – Bid Response Packet to provide references.

(2) Bidders are to provide a list of five current and five former clients. References must be satisfactory as deemed solely by County. References must cover the 3 years minimum to show bidder qualification of three (3)


years. References should have similar scope, volume, and requirements to those outlined in these specifications, terms, and conditions. Bidders must verify the contact information for all references provided

is current and valid. Bidders are strongly encouraged to notify all references that the

County may be contacting them to obtain a reference.(3) The County may contact some or all of the references provided in order to

determine Bidder’s performance record on work similar to that described in this request. The County reserves the right to contact references other than those provided in the Response and to use the information gained from them in the evaluation process.

(d) Exceptions, Clarifications, Amendments:

(1) This shall include clarifications, exceptions, and amendments, if any, to the RFQ and associated Bid Documents, and shall be submitted with your bid response using the template on page #19 of this Exhibit A – Bid Response Packet.

(2) THE COUNTY IS UNDER NO OBLIGATION TO ACCEPT ANY EXCEPTIONS, AND SUCH EXCEPTIONS MAY BE A BASIS FOR BID DISQUALIFICATION.

(e) Environmental Certification

4. Key Personnel: Bid responses shall include a complete list of all key personnel associated with the RFQ. This list must include all key personnel who will provide services/training to County staff and all key personnel who will provide maintenance and support services. For each person on the list, the following information shall be included:

(a) The person’s relationship with Bidder, including job title and years of employment with Bidder;

(b) The role that the person will play in connection with the RFQ;(c) Address, telephone, fax numbers, and e-mail address; (d) Person’s educational background; and(e) Person’s relevant experience, certifications, and/or merits.

5. Description of the Proposed Uniform, Textiles, and Laundry Services: Bid response shall include a description of the proposed uniform, textiles, and laundry services, as it will be finally configured during the term of the contract. The description shall specify how the proposed uniform, textiles, and laundry services will meet or exceed the requirements of the County and shall explain any advantages that this proposed uniform, textiles, and laundry services would have over other possible uniform, textiles, and laundry services. The description shall include any disadvantages or limitations that the County should be aware of in evaluating the RFQ. Finally, the description shall describe all product warranties provided by Bidder.


7. Implementation Plan and Schedule: The bid response shall include an implementation plan and schedule. The implementation schedule will include a detailed schedule for implementing the uniform rental and services for all the departments.

9. Credentials: Copies of all permits, licenses, and professional credentials necessary to supply product and perform services as specified under this RFQ .


SMALL LOCAL EMERGING BUSINESS (SLEB)

PARTNERING INFORMATION SHEET


In order to meet the Small Local Emerging Business (SLEB) requirements of this RFQ, all bidders must complete this form as required below.

Bidders not meeting the definition of a SLEB (http://acgov.org/auditor/sleb/overview.htm) are required to subcontract with a SLEB for at least twenty percent (20%) of the total estimated bid amount in order to be considered for contract award. SLEB subcontractors must be independently owned and operated from the prime Contractor with no employees of either entity working for the other. This form must be submitted for each business that bidders will work with, as evidence of a firm contractual commitment to meeting the SLEB participation goal. (Copy this form as needed.)

Bidders are encouraged to form a partnership with a SLEB that can participate directly with this contract. One of the benefits of the partnership will be economic, but this partnership will also assist the SLEB to grow and build the capacity to eventually bid as a prime on their own.

Once a contract has been awarded, bidders will not be able to substitute named subcontractors without prior written approval from the Auditor-Controller, Office of Contract Compliance (OCC).

County departments and the OCC will use the web-based Elation Systems to monitor contract compliance with the SLEB program (Elation Systems: http://www.elationsys.com/elationsys/).

BIDDER IS A CERTIFIED SLEB (sign at bottom of page)

SLEB BIDDER Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

NAICS Codes Included in Certification:

BIDDER IS NOT A CERTIFIED SLEB AND WILL SUBCONTRACT % WITH THE SLEB NAMED BELOW FOR THE FOLLOWING GOODS/SERVICES:

SLEB Subcontractor Business Name:

SLEB Certification #: SLEB Certification Expiration Date:

SLEB Certification Status: Small / Emerging

NAICS Codes Included in Certification:

SLEB Subcontractor Principal Name:

SLEB Subcontractor Principal Signature: Date:

Upon award, prime Contractor and all SLEB subcontractors that receive contracts as a result of this bid process agree to register and use the secure web-based ELATION SYSTEMS. ELATION SYSTEMS will be used to submit SLEB subcontractor participation including, but not limited to, subcontractor contract amounts, payments made, and confirmation of payments received.

Bidder Printed Name/Title:____________________________________________________________________________

Street Address: _____________________________________________City_____________State______ Zip Code______

Bidder Signature: Date:


http://www.elationsys.com/elationsys/



CURRENT REFERENCES


Bidder Name:

Company Name: Contact Person: Address: Telephone Number: City, State, Zip: E-mail Address: Services Provided / Date(s) of Service:






FORMER REFERENCES


Bidder Name:







EXAMPLE

EXCEPTIONS, CLARIFICATIONS, AMENDMENTS


Bidder Name:

List below requests for clarifications, exceptions and amendments, if any, to the RFQ and associated Bid Documents, and submit with your bid response.

The County is under no obligation to accept any exceptions and such exceptions may be a basis for bid disqualification.

Reference to: DescriptionPage No. Section Item No.

p. 23 D 1.c. Vendor takes exception to…

*Print additional pages as necessary


ENVIRONMENTAL CERTIFICATION


The bidder certifies under penalty of perjury the following:

The products we are proposing to supply are not manufactured with and do not contain, use, or generate PBTs as defined in this RFQ.

Our company, and any product provided to the County as part of this contract, is in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to their operation.

The bidder shall provide the following with its response:

A brief description of planned efforts to minimize the amount of packaging and shipping materials and a description of the post-consumer recycled content of those materials:

Print Name/Title: _____________________________________________________________________

Company Name: _____________________________________________________________________

Signature: _____________________________________________________________________

Date: _____________________________________________________________________


EXHIBIT BINSURANCE REQUIREMENTS

Insurance certificates are not required at the time of submission; however, by signing Exhibit A – Bid Packet, the bidder agrees to meet the minimum insurance requirements stated in the RFQ, prior to award. This documentation must be provided to the County, prior to award, and shall include an insurance certificate and additional insured certificate, naming the County of Alameda, which meets the minimum insurance requirements, as stated in this Exhibit B – Insurance Requirements.

The following page contains the minimum insurance limits, required by the County of Alameda, to be held by the Contractor performing on this RFQ:

*** SEE NEXT PAGE FOR COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS ***

Exhibit B – RFQ No. 901345Page 1

EXHIBIT B

COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS

Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following minimum insurance coverage, limits and endorsements:

TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability

Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability

$1,000,000 per occurrence (CSL) Bodily Injury and Property Damage

B Commercial or Business Automobile Liability All owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities

$1,000,000 per occurrence (CSL) Any Auto Bodily Injury and Property Damage

C Workers’ Compensation (WC) and Employers Liability (EL) Required for all contractors with employees

WC: Statutory Limits EL: $1,000,000 per accident for bodily injury or disease

D Endorsements and Conditions : 1. ADDITIONAL INSURED: All insurance required above with the exception of Commercial or Business Automobile Liability, Workers’

Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees, volunteers, and representatives. The Additional Insured endorsement shall be at least as broad as ISO Form Number CG 20 38 04 13.

2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement. In addition, Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following the later of termination of the Agreement and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.

3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies, including excess and umbrella insurance policies, shall include an endorsement and be primary and non-contributory and will not seek contribution from any other insurance (or self-insurance) available to the County. The primary and non-contributory endorsement shall be at least as broad as ISO Form 20 01 04 13. Pursuant to the provisions of this Agreement insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.

4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a A.M. Best Rating of no less than A:VII or equivalent, shall be admitted to the State of California unless otherwise waived by Risk Management, and with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall verify that the subcontractor, under its own policies and endorsements, has complied with the insurance requirements in this Agreement, including this Exhibit. The additional Insured endorsement shall be at least as broad as ISO Form Number CG 20 38 04 13.

6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by one of the following methods:

– Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured” (covered party), or at minimum named as an “Additional Insured” on the other’s policies. Coverage shall be at least as broad as in the ISO Forms named above.

– Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured”. 7. CANCELLATION OF INSURANCE: All insurance shall be required to provide thirty (30) days advance written notice to the County of

cancellation.

8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The required certificate(s) and endorsements must be sent as set forth in the Notices provision.

Certificate C-1 Page 1 of 1 Form 2001-1 (Rev. 02/26/14)

Exhibit B – RFQ No. 901345Page 2

EXHIBIT CVENDOR BID LIST


Below is the Vendor Bid List for this project consisting of vendors who have responded to RFQ No. 900726, and/or been issued a copy of this RFQ. This Vendor Bid List is being provided for informational purposes to assist bidders in making contact with other businesses as needed to develop local small and emerging business subcontracting relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program: http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm.

RFQ No. 901345 - Uniform & Textile Rental Laundry ServicesBusiness Name Contact

Name Phone Address City State Email

JVA Business Services - DBA Jan Vincent ( 510 ) 745-1844

4241 Tanager Common FREMONT CA [email protected]

Kilam, Inc. Sunil Kilam ( 510 ) 943-404039899 Balentine Dr., Ste 325 NEWARK CA [email protected]

Paragon Uniforms Inc. Safia Davis ( 510 ) 839-61201440 Broadway, Suite 920 OAKLAND CA [email protected]

SADI Supply - DBA Mimi Kwon ( 510 ) 502-98983695 Stevenson Blvd #237 FREMONT CA [email protected]

Way To Be DesignsWayne Beasley ( 510 ) 476-6200

30987 San Clemente Street HAYWARD CA [email protected]

Dolphin Graphics - DBA Ken Carbone ( 510 ) 881-015422222 Redwood Road

CASTRO VALLEY CA [email protected]

AmeriPride Uniform Services Mike Courville (510) 887-1229

2240 W. Winton Ave. CA [email protected]

Aramark Bill Chiaro (818) 973-3720 115 N. First St Burbank [email protected]

Aramark John Kok (415) 320-249131148 San Antonio St. Hayward CA [email protected]

Cintas Corporation Alicia Daily (510) 723-6124 777 139th Ave.San Leandro CA [email protected]

Cintas Corporation Peter Joy (510) 723-6143 777 139th Ave.San Leandro CA [email protected]

G & K Services Scott Hardesty (925) 203-03441229 California Rd. Pittsburg CA [email protected]

G&K Services Dan O'Hara (510) 750-4826 3444 Depot Rd. Hayward CA [email protected]&K Services Keith Roberts (510) 293-5843 3444 Depot Rd. Hayward CA [email protected]

G&K Services Patrick O'Connor (925) 427-4401 3444 Depot Rd. Hayward CA [email protected]

G&K Services Rob Tanguma (469) 285-93165995 Opus Pkwy. Minnetonka MN [email protected]

Magdave Associates David Edu (510) 633-7998

303 Hegenberger Rd. #211 Oakland CA [email protected]

Mission Linen SupplyTommy LaPorte (510) 209-6055

30305 Union City Blvd. Union City CA [email protected]

Paragon Uniforms Marilyn Ababio (510) 839-61201440 Broadway, Ste. 713 Oakland CA [email protected]

Prudential Overall Supply Bruce Arola (408) 263-3464

1429 N. Milpitas Blvd. Milpitas CA [email protected]

Prudential Overall Supply

Charles Bautista (408) 263-3464


Exhibit C – RFQ No. 901345Page 1

http://www.acgov.org/gsa/departments/purchasing/policy/slebpref.htm

RFQ No. 901345 - Uniform & Textile Rental Laundry ServicesBusiness Name Contact

Name Phone Address City State Email

Prudential Overall Supply

John Robinson (408) 263-3464 P.O. Box 11210 Santa Ana CA [email protected]

Prudential Overall Supply Kwangee Lee (408) 263-3464


Unifirst Corporation Julie Campbell (925) 683-22702602 Barrington Ct. Hayward CA [email protected]

Anderson's UniformsJerry Anderson (925) 425-0923

5627 Stoneridge Dr, Ste 324-325 Pleasanton CA [email protected]

Butler's Uniforms - DBAChris Poncabare (510) 755-3125

22415 Foothill Blvd Hayward CA [email protected]

GGI Supply Paul Gonzalez (925) 518-2110902 Old Oak Road Livermore CA [email protected]

Golnex Inc Michael Wang (510) 490-600346953 Ocotillo Ct Fremont CA [email protected]

Interworld Philip Loh (510) 226-6080 4161 Ingot St Fremont CA [email protected] Linen & Uniform Supply Allen Rozelle (510) 429-7305

30305 Union City Blvd Union City CA [email protected]

R & R Laundries Ron Torres (510) 357-44722250 Marina Blvd

San Leandro CA [email protected]

AmeriPride Uniform Services Mike Courville (510) 887-1229

2240 W. Winton Ave. Hayward CA [email protected]

Bay Area Uniforms & Apparel Inc. Richard Luerra (415) 641-8800

1325 Indiana Street Suite 114

San Francisco CA [email protected]

Banner Uniform Center Frank Skubal (415) 771-5593 345 9th Street San Francisco CA [email protected]

Bricker/Mincolla Uniforms Greg Rapp (510) 465-7754 557 5th Street Oakland CA [email protected] Francisco Uniform Service Zach Rawles (415) 508-5920 123 10th St

San Francisco Ca

[email protected]

Concord Uniforms Kenny Dick (925) 687-5800

2190 Meridian Park Blvd Suite Q Concord CA [email protected]

Sullivan Uniforms Victoria Mora (650) 589-0155881 Sneath Lane San Bruno CA

[email protected]

Peninsula Uniform and Equipment Mina Giusto (650) 701-0911 2626 Broadway

Redwood City CA [email protected]

East La Uniform Rosina Flores (323) 780-4887 4555 E 3rd StLos Angeles CA [email protected]

Zavin's Uniforms IncZavin Krikorian (213) 621-2523

621 S Central Ave

Los Angeles CA [email protected]

Sunset Linen & UniformDeborah Vogan (707) 542-0391 3016 Dutton Ave

Santa Rosa CA

[email protected]

Mission Linen SupplyDamien Breaux (510) 401-5900

30305 Union City Blvd Union City CA [email protected]

Eclipse Custom Embroidery and Alterations Thuy Mcelravy (510) 923-9639

4299 Piedmont Avenue #B Oakland CA [email protected]

Sew ImagesCecilia Franklin (510) 601-8739

4172 Piedmont Ave Oakland CA [email protected]

Exhibit C – RFQ No. 901345Page 2

mailto:[email protected]

















EXHIBIT DDELIVERY LOCATIONS


OFFICE/BUILDING ADDRESS CITY ZIP CODE

H.E.R.B. 6089 Madigan Road Dublin 94568

Santa Rita Jail Service Building 5325 Broder Blvd. Dublin 94568

Santa Rita Maintenance Facility 6175 Madigan Road Dublin 94568

Santa Rita Operation Building 4825 Gleason Drive Dublin 94568

Hayward Maintenance Facility 10 Moran Court Hayward 94544

Maintenance and Operations 951 Turner Court Hayward 94545

Rene C. Davidson Courthouse 1225 Fallon Street Oakland 94612

Wiley Manuel Courthouse 661 Washington Street Oakland 94607

Fairmont Carpenter Shop 15400 Foothill Blvd. San Leandro 94578

South County BMD Shop 2130 Fairmont Drive San Leandro 94578

BMD Hayward Shop 224 W. Winton Ave Hayward 94544

*County reserves the right to modify this list at any time without prior notice.

Exhibit D – RFQ No. 901345Page 1

Exhibit E – RFQ No. 901345Page 1

EXHIBIT EPATCH SAMPLES


The following attached patches are not to scale. Please refer to measurements for an accurate dimension and color.

GSA-BUILDING MAINTENANCE DEPARTMENT

Patch #1:

Dimensions: 4-1/2” x 2-1/2”

Position on Shirt: Over left breast pocket

Coloring: White background, dark blue trim and GSA Logo


GSA-MESSENGER/PARKING DIVISION

Patch #1:



Coloring: White background, dark blue trim and GSA logo


GSA-MOTOR VEHICLE DEPARTMENT

Patch #1:



Coloring: White background, dark blue trim and GSA logo


GSA-MOTOR VEHICLE DEPARTMENT

Patch #2:


Position on Shirt: Right breast

Coloring: White background, dark blue trim and lettering

This name tag is an option and not required for all uniforms. GSA will notify Vendor which shirts will require the name tag.


Edward

EXHIBIT F

LIQUIDATED DAMAGESRFQ No. 901345 – Uniform & Textile Rental Laundry Services

Damages shall be imposed/assessed upon a valid complaint by the Public Works Agency, or designee and will be deducted from any money due to the Contractor under any contract that may be awarded as a result of this RFQ.

Type of Incident Fine ImposedContractor's fails to delivery pending order within 15 Business days.

10% of order per occurrence

Contractor delivers pending order beyond 16 business days.

15% of order per occurrence

If Alameda County determines that the Contractor has not provided merchandise as described in these specifications, terms, and conditions during the term of the contract, the Contractor shall be fined in accordance with this Exhibit F. If Contractor incurs five (5) or more incidents, the contract shall be subject to cancellation.

Exhibit F – RFQ No. 901345Page 1