w/-i? virginia procurement vu tech. 300 turner …...#1 one-year renewal procurement 300 turner...
TRANSCRIPT
Wr-;? VIRGIN IA VU TECI-L
February 27, 2020
Cintas Corporation No 2 Attn: Scott Hall PO Box 2125 Pulaski, VA 24301
DearMr. Hall:
Subject: Contract Renewal Letter
Virginia Tech Contract#: Commodily/Servlce: Renewal Period: Renewal#:
VTS-272-2016 Rental of Uniforms and Related Items May 1, 2020 - April 30, 2021 (2 of 4) one-year renewal
Procurement 300 Turner Street NW North End Center, Ste 2100 Blacksburg, Virginia 24061 P: (540) 231-6221 F: (540) 231-9628 www.procure111e11t. vt. edu
In accordance with the renewal provision of the orig Ina I contract, the university would like to renew the contract for an additional term: Please advise concerning your Intention by signing in the appropriate space below. A signed copy of this letter should be received In Procurement by March 12, 2020.
If allowed by the contract, price adjustments must be requested at the time of renewal in accordance with the contract documents. Price adjuslments are not automatic or retroactive and are only implemented upon request by the vendor at the time of renewal.
In addition, review the attached form which shows your company Information as listed In the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential this information be accurate for payments to be processed in a timely manner.
Virginia Tech recommends that our vendors utilize the Wells One AP Control Payment System for payment of all invoices and strongly encourages all vendors under contract with the university to participate In this program. If your firm is not enrolled In the program, refer to our website: http://www.procurernent.vt.eduNendor/WellsOne.html or contact me directly for more Information.
Sincerelyt Reed Na Assistant I ector for Facilities and Services
Telephone: (540) 231-5240
er the terms and conditions of the subject contract.
Authorized Signature:
Name: (please print)
We currently participate In the Wells One Program. __ _
We would like to participate In the Wells One Program __
RN/sr
Approved:
Date:
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution
------.-~-------------------------------------------------
W/-i? VIRGINIA VU TECH.
February 28, 2019
Cintas Corporation #2 Attn: Scott Hall PO Box2125 Pulaski, VA 24301
Dear Mr. Hail:
Subject: Contract Renewal Letter@
Virginia Tech Contract#: Commodity/Service: Renewal Period: Renewal#:
VTS-272-2016 Rental of Uniforms and Related Items May 1, 2019 - April 30, 2020 #1 one-year renewal
Procurement 300 Turner Street NW North End Center, Ste 2100 Blacksburg, Virginia 24061 P: (540) 231-6221 F: (540) 231-9628 www.procurement.vt.edu
In accordance with the renewal provision of the original contract, the university would like to renew the contract for an additional term. Please advise concerning your intention by signing in the appropriate space below. A signed copy of this letter should be received in Procurement by March 14, 2019.
If allowed by the contract, price adjustments must be requested at the time of renewal in accordance with the contract documents. Price adjustments are not automatic or retroactive and are only implemented upon request by the vendor at the time of renewal.
In addition, review the attached form which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential this information be accurate for payments to be processed in a timely manner.
Virginia Tech recommends that our vendors utilize the Wells One AP Control Payment System for payment of ail invoices and strongly encourages ail vendors under contract with the university to participate in this program. If your firm is not enrolled in the program, refer to our website: http://www.procurement.vt.eduNendorlWellsOne.html or contact me directly for more information.
Sincerely, Reed Nagel Team Lead for Facilities Support Telephone: (540) 231-5240
nder the terms and conditions of the subject contract.
Authorized Signature:
Name:
Date: ;/c-1 hf Title: 8ra nD: /44 f\4J ~('
We currently participate in the Wells One Program. __ _
We would lfke to participate in the Wells One Program __ _
RN/sr
Approved:
Date:
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution
COMMONWEAL TH OF VIRGIN LA.
STANDARD CO:\!TRACT
Contract Number: VTS-272-2016
This contract entered into this 26th day of April 2016 by Cintas Corporauon No 2 hereinafter called the "Contractor" and Commonwealth of Virginia. Virg1:i.ia Polytechnic Institute and State University called "Virginia Tech."
WITNESSETH that the Contractor and Virginia Tech. in consideration of the mutual covenants, promise' and agreements herein contamed. agree as follows:
SCOPE OF CONTRACT: The Contractor shall provide the Rental of Uniforms to Virginia Tech as se: forth in the Contract Documents.
PERIOD OF CONTRACT: From May L 2016 through April 30. 2019.
COMPENSATION AND METHOD OF PAYMENT in accordance with the Contract Documents.
The- Contractor shall be paid b~· Virginia Tech
CONl'RACT DOCL'MENTS: The Contract Documents shall consist of this signed contracL Request for Proposal (RFP) number 0041765 dated December 16, 2015, the proposal submitted by the Contractor dated January 6. 2016 and Attachment 1. ali of which Contract Documents are mcorporated hcrem.
ln WITNESS WHEREOF. the parties have caused this Contract w be duly executed intending to be bound thereby.
Virt:"in~·a e:b .• (,, •1 , / ByC.-~<7 I:<) /_µ•d,:_~f7L_f(_/-::_,
/ / Mar~ \\ . Helmick Director of Procurcmen:
1111 Virginia Tech
Request for Proposal #0041765
For
Rental of Uniforms
Date
Dece1nber 16, 2015
I.
3.
4.
RFP 0041765 GENERAL INFORMATION FORM
QUESTIONS: All inquiries for infonnation regarding this solicitation should be directed to: Robert Snuffer. CPPB. CUPO. Phone: (540) 231-5557. e-mail: bsnufferr{v\1.edu.
DUE DATE: Sealed Proposals will be received until January I 2. 2016 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour \\'ill result in disqualification.
ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polvtechnic Institute And State University (Virginia Tech). Procurement Department (MC 0333 i North End Center. Suite:' 100. Virginia Tech. 300 Turner Street NW. Blacksburg. Virginia 24061. Reference the Openin~ Date and Hour. and RFP Number in the lower left comer of the return envelope or package.
TYPE OF BUSINESS: (Please check all applicable classifications). If your classification 1s certified bv the Virginia Department of Small Business and Supplier Di,·ersity (SBSD), provide your certification number: For assistance with S\Va~1 certification. visit the SBSD website at h!JD. __ '.~~~__,@_1fie~\:1:_gJ!l_]Jh£_~~--·
Large
Small business - An independently owned and operated business which, together with affiliates. has 250 or fewer employees o:- average annual t.rross receipts of S 10 million or less averaged over the previous three ~'ears. Depanmen: of Minority Business Enterprise (DMBEl certified w01nen-O\\'ned and minority-o\vned business shall also be considered sn1all business when they have received Dl'vlBE sn1all business cenification.
\\:omen-o"·ned husiness - A business concern that is at least 51~o owned by one or more won1en who are C. S. ciuzens or legal resident aliens. or in the case of a corporanon, pannership. or limired liability company or other entit). at least 51 <?to of the equity ownership inte:es~ is O\vned by one or more women \Vho are citizens of the United States or non-citizens who are in fuli con1phance with the United State:: immigration law. and both the managernent and daily business operations are controlled by one or 1nore women who are U. S. citizens or legal resident aiiens.
l\1inority-ol\·ned business - A business concern that is at least 51°10 owned by one or more n1inority individuals (see Section 2.2-i 401. Cod::· of \lirginia I or in the case of a corporation. partnership. or limited liabihty con1pany or other entity. at least 51 ~O of the equity ov;nershir· interest in the corporation, partnership. or limited liability con1pany or other entity is ov..'ned by one or 1nore minority individuals and beth the n1anagen1ent and daily business operations are controlied by one or more n1inority individuals.
5. COMPANY JNFORMATlO'\/'S!Gl\iATURE: In compiiance with this Request For Proposal and to all the conditions imposed therein and hereh; incorporated by reference. the undersigned offers and agrees ro fllrnish the services in accordance v.·ith the attached signed proposal and as mutual I: a~eed u on b" subse uent negotiation.
FULL LEGAL NAME (PR!NT1 FEDERAL TAXPAYER NUMBER (ID#i (Company name as It appears wnh your F-rnernl ·; axnav..:r !'..;umber)
BUSINESS NAME/DBA NAM ETA l\AME: BILLING l'<AME (]fd1fferent than me Fu!l Lq•al Namc1 (( ompany name as 1\ appears on vour mvoice,
! PURCHASE ORDER ADDRESS PAYMENT ADDRES<; "
I
i CONT ACT NAMETITLE (PRl'\T 1 E-MAIL ADDRESS
TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE
E-PROCUREMENT ORDERS
-Is any member of the hm1 an empioyee of the Commonwealth ofVirgmia who has a persona1 mterest in this contract pursuan, to the Code of Virginia'.' YES NO
SIGNATURE-----~ (IN INK)
07"01 "20'.''
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I. PURPOSE:
The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for Rental of Uniforms by Virginia Polytechnic Institute and State University (Virginia Tech). an agency of the Commonwealth of Virginia.
II. CONTRACT PERIOD:
The term of this contract is for three year(s). or as negotiated. There will be an option for four. one year renewab. or as negotiated.
III. BACKGROUND:
Founded in 1872 as a land-grant college named Virginia Agricultural and Mechanical College. Virginia Tech is now a comprehensive. innovative research university with the largest number of degree offerings in Virginia. more than 125 campus buildings. a 2.600-acre main campus. off-campus educational facilities in six regions. a srudv-abroad site 111
Switzerland. and a 1.700-acre agriculture research farm near the main campus. The campus proper is located in the Town of Blacksburg in Momgomerv County in the Nev. River Valley and is 38 miles southwest of Roanoke. Througr, a combination of its three missions of teaching and learning. research and discovery. and outreach and engagement. Virginia Tech continually strives to accomplish the charge of its motto: Ut Prosim (That I May Serve).
Virginia Tech provides uniforms to Facilities Operations personnel and a limited number of other employees. Facilities Operarions includes Housekeeping. Power Plant. Grounds. trades shops and Virginia Tech Elecrrical Service:; employees.
I\". EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM
The e VA Internet electronic procurement solution streamlines and automates government purchasing acrivities withm the Commonwealth of Virginia. Virginia Tech. and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We arc. therefore. requesting that .vourfirm regis1er as a 1rading panner within the cTA. s1·s1em.
There are registration fees and transaction fees involved with the use of eV A. These fees must be considered in the provision of quotes. bids and price proposals offered to Virginia Tech. Faiiure to register within the eVA system ma' result in the quote. bid or proposal from your firm being rejected and the award made to another vendor who is registered in thee\' A system.
Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit thee\' A website portal at httn: '\\'\V\V.e\-a.vir~ini.?..!!C~\:_12~~---~--~~-=f~i~rratioP-buver-vendor.hrn1 and register both with eVA and Ariba. This process needs lO l:w completed b!'{iJre Virginia heh can issue .rnurfirm a Purchase Order or comract. If your finn conducts business from multipie geographic locations. please register these locations in your initial registration.
For registration and technical assisrance. reference the eVA website at: c\ 1\Ct>Stom~r~ 3rc111 cius.1·ir~inia.~Cl\_. or call 866-289-7367 or 804-371-2525.
V. CONTRACT PARTICIPATION:
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It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly. any public body, public or private health or educational institurions. or Virginia Tech's affiliated corporations and1or partnerships may access any resulting contract if authorized by the contractor.
Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes. invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to
extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity. and will not be considered in default of the contract no matter the circumstances.
Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.
VI. STATEMENT OF NEEDS:
A. Description Of Custodial Uniforms:
All uniforms shall be new and shall be of a durable industrial grade. The work shirts, polo shirts and women· s pants shall be available in a minimum of five solid colors. The men's pants shall be offered in a minimum of three solid colors. Bottom garments should be coordinated with the top garments. Logos are required. All uniforms shall be labeled with an employee identification number or name in the collar and waist area. Each employee shall receive five ( 5) sets of uniforms per week.
B. Stvk Of Custodial Uniforms:
I. Men·s Cargo Pants
a. Pants shall be constructed of 65% polyester'35'jo cotton.
b. Sizes needed: 28 - 56
c. Additional features shall include two cargo pockets. one on each pant leg with snap closures.
Women's Cargo Pants
a. Women·s cargo pants shall fit slightly below natural waist. mid-rise and be 65'jo polyester"35'% cotton.
b. Sizes needed: 4-30
c. Additional features shall include two cargo pockets. one on each pant leg with snap closure.
~- Polo J.;.nit Shirts (Men·s and1or Women"s)
a. Shirt shall be short sleeve knit. 1 00°10 polyester. Designed for men or women with a soil release finish. The shirts shall have an over-sized fit and a large chest pocket.
b. Sizes needed: SS: S-6XL
c. Additional features shall include:
• Tortoise shell buttons • Lined pocket • Rib-knit fashion collar • Low shrinkage • Superior color retention
C. Description of Power Plant Uniforms:
All uniforms shall be new and shall be of a durable industrial grade. The work shirts and polo shirts shall be available in a minimum of three solid colors. Logos are required and shall be printed or embroidered with VT logo. All uniforms shall be labeled with an employee identification number or name in the collar and waist area. Label> should be applied in a manner to hide this identification number if a belt is worn. Uniforms shall be available in the sets as listed below. Each employee will select a total of eleven ( 11) sets in any combination.
1. Style Of Power Plant Unifonns:
a. Men·s Full Cut Industrial Pants - Power Plant
I) Pants shall be relaxed fit constructed of 100% cotton denim and constructed of 15-ounce. heavy weight.
2) Sizes needed: 2~-56
3) Additional features shall include front and back pockets
Men·s Work Shirt- Power Plant
a. The shirts shall be short and long sleeve. l OO'~o cotton shirt. soft hand poplin. soil release. a lined cclo:with stays and two button-thru pockets. Shirts should be labeled1embroidered with VT loge.
b. Sizes needed: SS: S-6XL LS: S-6XL
c. Additional features shall include:
• Six buttons • Pencil slot in the let! pocket • Stitched down front facing
3. Polo Knit Men·s Shirts
a. Shirt shall be shon sleeve knit with either 100°10 cotton or 50% polyester'50% cotton blend. Designed for men with a soil release finish. The shirts shall have an over-sized fit. Shms should be printed o:
embroidered with VT logo.
b. Sizes needed: SS: S-3XL
c. Additional features shall include:
• Lined pocket • Rib-kntt fash10n collar • Low shrinkage • Superior color retention
D. Description of Arc Flash Rated Uniforms:
All uniforms shall be new and shall be of a durable industrial grade. flame resistant fabric as specified. compliant with NFPA 70E Hazard Risk Category 2 (minimum 8 calorie rating). The work shirts shall be available in khaki and blue. Printed or embroidered VT logos are required. printed or embroidered. and shall be provided on work shirts. All uniform components shall be labeled with an employee identification number or name in the collar anc waist area. Labels shall be applied in a manner to hide this identification number if a belt is worn. Uniforms shall be available in the sets as listed below. Each employee shall be provided a minimum total of eleven ( 11) sets.
E. Stvle Of Arc Flash Uniforms:
I. Men· s Denim Jeans. similar to Carhartt item # FRB 13 and Carhartt item #FRB I 00
a. Pants shall be constructed of 11. 75-ounce. flame resistant denim that is I 00% cotton
b. Sizes needed: 30-54 in 2·· increments
c. Additional features shall include:
• Pocket.;
• Leg openings to fit over work boots
Men·s Work Shin. similar to Bulwark item# SMW2KH
a. The shins shall be long sleeve
b. Sizes needed: S-5XL and Tall
3. I OO~o Cotton Tee shins
a. Shirts shall be short sleeve.
b. Sizes needed: M - 5XL
Shins shall be available in white or grey/ash.
F. Ouantitv Of Uniforms:
The Contractor shall provide five (5) sets of uniforms for approximately 100 custodial employees. eleven (11) sets of uniforms for approximately 98 Facilities Operations employees. eleven ( 11) sets of uniforms for approximate\,. 3'7 Power Plant employees and ( 11) sets of Arc Flash rated uniforms for approximately 75 employees in Virgima Tech Electrical Services, Facilities Operations and Power Plant.
G. Measurement OfEmplovees:
The Contractor shall provide on-site measurement of all employees to insure proper fit and comfort. Measurement of employees shall begin no later than seven ( 7) calendar days after contract award. The Contractor shall provici~ measurements of new employees within two (2) weeks of a new uniform request from Virginia Tech.
H. Uniform Mendin!!IReplacement:
Uniforms shall be mended or replaced by the Contractor as requested by Virginia Tech. for all types of damage w the uniforms at no additional charge. The Contractor shall pick-up uniforms requiring mending1replacement and return uniforms within two (2) weeks from the date of the uniform mending/replacement request from Virginia Tech. All uniform replacements shall be new and all new uniforms should be issued every 18 months upon request for Power Plant ONLY.
I. Contractor" s Representative:
The Contractor shall have available a representative to address Virginia Tech·s service needs. The Contracto~·s representative shall contact Virginia Tech on a regularly scheduled weekly basis to address all uniform mending. replacement and new uniform requests.
J. Uniform Cleanin£::
1. For custodial uniforms no deaning is required.
Power Plant and Virginia Tech Electrical Services Arc Flash clothing will be cleaned by the Contractor with an industrial processing Drocedure. The contractor shall pick up the unifonns required to be cleaned on a weekly basis. the same day every week. The unifonns are to be flat pressed. The shirts shall be remrned w Virginia Tech the following week on the same day of the week as uniforms are picked up.
K. Prices:
See Attachment C. Price Schedule.
VII. PROPOSAL PREPARATION A.ND SUBMISSIOJ\:
A. General Requirements
1. RFP Response: In order to be considered for selection. Offerors must submit a complete response to this RFP. One original and five copies of each proposal must be submitted to:
Procurement Department (MC 0333) North End Center. Suite 2100. Virginia Tech 300 Turner Street NW Blacksburg. Virginia 24061
Reference the Opening Date and Hour. and RFP Number in the lower left hand corner of the return envelope or package.
No other distribution of the proposals shall be made by the Offeror.
Proposal Preparation:
a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Virgima Tech requiring prompt submission of missin;: information and1or giving a lowered evaluation of the proposal. Proposals whici: are substantially incompiete or lack key information may be rejected by Virginia Tech at its d1scretiorc. Mandato!"\' requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.
b. Proposals should be prepared simply and economicaliy providing a straightforward. concise descriptior. of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity o:· content.
c. Proposals should be organized in the order in which the requirements are presented in the RFP. All page.' of the proposal should be numbered. Each paragraph in the proposal should reference the paragraot number of the corresponding section of the RFP. It is alsc helpful to cite the paragraph numbe:-. sublette. and repeat the text of the requirement as it appears in foe RFP. If a response covers more than one page. the paragraph number and subletter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. lnforn1ation which the offero~ desires to present that does not fall within any of the requirements of the RFP should be inserted at a:1 appropriate place or be attached at the end of the proposal and designated as additional material. Proposais that are not organized in this manner risk elimination from consideration if the evaluators are unable ro find where the RFP reqmrements are specifically addressed.
d. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume.
e. Ownership of all data. material and documentation originated and prepared for Virginia Tech pursuant to
the RFP shall belong exclusively to Virginia Tech and be subject ro public inspection in accordance with
the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom oflnformallon Act. However. to prevent disclosure the Offeror must invoke the protections of Secuon 2.2-4342F of the Code of Virginia. in V>Titing. either before or at the time the data or other materials is submitted. The written request must specifically identifv the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words. figures. or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document. line item prices and1or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.
3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required lO give an oral presentation of their proposal to Virginia Tech. This will provide an opportumty for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore. proposals should be complete.
B. Specific Requirements
Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following information/items as a complete proposal:
1. Price:
a. Include a complete price schedule for rental of uniforms and related items offered. Please apply this pricing to Attachment C.
b. Discuss price finnness and provide a plan for conveying price decreases/increases for renewal periods of the contract. if any.
Plan for providing services:
a. Describe the equipment and cleaning process to be used in servicing the needs of Virginia Tech.
b. List available pickup and delivery days and tum-around times. See Attachment C for preferred number of pickups and delivenes per week by depanment.
c. Describe your customer service and quality assurance standards.
d. Describe your plan for ensuring that items picked-up are returned to Virginia Tech and to the appropriar~ depanment.
e. Provide samples of uniform items offered which will be returned to the contractor after award of contrac:.
f. Describe vour ability to handle larue volume requests and whether you could handle additiona'. depanments as needed.
g. Describe your plan to handle emergency cleaning needs and quickest tum around time.
h. Describe your plan to provide alterations services.
'· Describe your plan to provide a representative to address Virginia Tech·s needs and ho\\ often the representative \vill be on campus and available to meet with various departments.
J. Describe your invoicing plan. including frequency of invoices.
k. Identify how soon after contract award you will begin providing services.
I. Describe quickest tum around if a garment requires replacement.
m. Describe quickest deliverv of uniforms for a new employee.
n. Describe how you would conduct a quality control program for garments not laundered by your firm. Hov repair or replacement costs will be determmed for garments not laundered by your firm.
o. Describe policy for replacing garments due to emplovees gaining or losing weight.
p. Describe options for providing custom logos and associated pricing. including any set up charges.
q. Identify chemicals that compromise the Arc Flash garments.
r. Identify available colors of Arc Flash garments and weight of fabrics used.
s. Describe cleaning. inspection. anticipated service period and various classes available of Arc Flash garments.
t. Describe how and where each gannent will be labelled to identify which employee this uniforn1 is assigned.
u. Describe plan'pricing associated with lost or items not returned.
Y. Describe procedure for tracking uniforn1s returned for repair;replacement.
w. Identify vendor·s main contact for this contract and provide resume.
3. Participation of Small. Women-owned and Minority-owned Business (SWAM) Business:
If your business can not be classified as SWaM. describe your plan for utilizing S WaM subcontractors i'. awarded a contract. Describe your ability to provide reporting on S\VaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as S\VaM. but has not been certified by the Virginia Department of Small Business and Supplier Diversity (SBSD). it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified. you agree to maintain your certification for the life of the contract. For assistance with SWaM certification. visit the SBSD website at http:·W\\'\\.dmbc.Y1ru1111a.um·
4. The rerurn of the General Information Fonn and addenda. if any. signed and filled out as required.
VIII. SELECTION CRITERIA AND A WARD:
A. Selection Criteria
Proposals will be evaluated by Virginia Tech using the following:
Maximum Point Value
1. Quality of products/services offered and suitability for the intended purposes 15
" Qualifications and experiences ofOfferor in providing the goods1sen·ices 15
3. Specific plans or methodology to he used to provide the services 30
4. Cost (or Price) 30
5. Participation of Small, Womet}-Owned and Minority (SWAM) Business 10
Total 100
Selection shall be made of two or more offerors deemed to be fully qualified and best suited among: those submitting: proposals on the basis of the evaluation factors included in the Request for Proposal. including: price. if so stated in the Request for Proposal. Negotiations shall then be conducted with the offerors so selected. Price shall be considered. but need not be the sole determining: factor. After negotiations have been conducted with each offeror so selected. Virginia Tech shall select the offeror which. in its opinion. has made the best proposal. and shall award the contract to that offeror. Virginia Tech may cancel this Request for Proposal or reject proposals at any time prior to an award. Should Virginia Tech determine in writing: and in its sole discretion that only one offeror has made the best proposal. a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating: by reference all the requirements. terms and conditions of this solicitation and the Contractor's proposal as negotiated. See Attachment B for sample contract form.
IX. INVOICES:
Invoices for goods or services provided under any contract resulting: from this solicitation shall be submitted to:
Virginia Polytechnic Institute and State University Accounts Pavable North End Center. Suite 3300. Virginia Tech 300 Turner Street NW Blacksburg. Virginia 2406 i
X. METHOD OF PAYMENT:
Virginia Tech will authorize payment to the contractor as negotiated in any resulting: contract from the aforementioned Request for Proposal.
Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages panicipation in this program. For more information on this program please refer to Virginia Tech's Procurement website: hrtr>: www.nrocurernen'..vt.edu Yendor\\'ellsOne.iuml or comae! the person in Procurement Department identified in the RFP.
XI. ADDENDUM:
Any ADDENDUM issued for this solicitation may be accessed at httn: w\\·w.procuremenl.\t.edu·htrnl.doc, hids.nhn. Since a paper copy of the addendum will not be mailed to you. we encourage you to check the web site regularly.
XII. CONTRACT ADMINISTRATION:
A Monte Hager. Business Director. University Planning Design and Construction. at Virginia Tech or his designee. shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithfu! performance.
B. The Contract Administrator. or his designee. shall determine the amount. quantity. acceptability. fitness of all aspects of the services and shall decide all other questions in connection with the sen·ices. The Contra~·.
Administrmor. or his designee. shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. .A.ny modifications made must be authorized by the Virgima I ech Procurement Department through a written amendment to the contract.
Xlll. COMMUNICATIONS
Communications regarding this Request for Proposals (RFP) shall be formal from the date of issue for this RFP. until either a Contractor has been selected or the Procurement Department rejects all proposals. Formal communications wil! be directed to the Procurement Depanment. Informal communications. including but not limited to request fo, infonnation. comments or speculations regarding: this RFP to any Cniversity employee other than a Procurement Department representative may result in the offending Offeror's proposal being rejected.
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XIV. CONTROLLING VERSION OF SOLICITATION:
The PDF version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the Offeror shall not modifv the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal: however, Virginia Tech reserves the right to decide. on a case by case basis. in its sole discretion. whether to reject such a proposal.
X\'. TERMS AND CONDITIONS
This solicitation and any resulting contract•purchase order shall be governed by the attached terms and conditions.
XVI. ATTACHMENTS:
Attachment A - Terms and Conditions Attachment B - Standard Contract Fonn Attachment C - Price Schedule
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ATTACHMENT A
TERMS AND CONDITIONS
RFP General Terms and Conditions
htto: \\"\\"\\ .nrocurctnent. \·t.~.~;!!Lbtn1l.docs.1tcrn1siGTC RFP U7n 1201 ~ .ncif
Special Terms and Conditions
1. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right. subject to mutual agreement. for the Contractor to provide additional goods and;or services under the same pricing. tem1s and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other oroducts. components. accessories. subsystems. or related services newly introduced during the tenn of the Agreemen~.
" ADVERTISING: Jn the event a contract is awarded for supplies. equipment. or services resulting from this solicitation. no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literarure that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.
3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.
4. CA.c"ICELLATION OF CONTRACT: \"irginia Tech reserves the right to cancel and terminate any resulting contract. i1' part or in whole. without penalty. upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months. the resulting contract may be tem1inated by either party. without penalty. after the initial 12 months of the contract penod upon 60 days written notice to the other party. .A.ny contract cancellation notice shall not relieve the Contractor of the obligation to deliver and; or perform on all outstanding orders issued prior to the effective date of cancellation.
5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof the proposal submitted by the Contractor. the 'A'litten results of negotiations. the Commonwealth Standard Contract Fmm. all of which shall be referred to collectively as the Contract Documents.
6. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate envelope or package. sealed and identified as follows:
From:~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~--~~~~~-Name of Bidder or Offero~ Due Date Tinle Due
Street or Box No.
City. State. Zip Code
Name of Procurement Officer:
The envelope should be addressed to:
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Procurement Department (MC 0333) Nonh End Center. Suite 2100. Virginia Tech 300 T umer Street N\V Blacksburg. Virginia 1406 l
Solicitation Number
Solicitation Title
The offeror takes the risk that if the envelope is not marked as described above. it may be inadvertently opened and the information compromised. which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids1proposals should be placed in the envelope.
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- INSL'RANCE: By signing and submitting a proposal under this solicitation. the Offeror certifies that if awarded the contract. it will have the following insurance coverages at the time the work commences. Additionally. it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Conunission. During the period of the contract. Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability - $100.000.00 C. General Liability - $500.000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named
as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability. Products and Completed Operatiom Coverage. Independent Contractor's Liability. Owner's and Contractor·, Protective Liability and Personal Injury Liability.
D. Automobile Liability - $500.000.00 The contractor agrees to be responsible for. indemnify. defend and hold harmless Virginia Tech. its officers. agents am' employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodilv or mental injury or property damage that may happen to occur in connecuon with and during the performance of the contract. including but not limited to claims under the Vi orker's Compensation Act. The contractor agrees that it will. at all times. after the completion of the work. be responsible for. indemnify. defend and hold harmless Virginia Tech. its officers. agents and employees from all liabilities resulting from bodily or mental injury or propenv damage direct], or indirectly arising out of the perfonnance or nonperformance of the contract.
8. QUA...1\-'TITIES: Quantities set forth in this solicitation are estimates only. and the Contractor shall supply at proposal prices actual quantities as ordered. regardless of whether such total quantities are more or less than those sho-wn.
9. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.
10. WORK SITE DAMAGES: Any damage to existing utilities. equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.
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Contract Number:
ATTACHMENT B
Standard Contract form for reference only Offerors do not need to fill in this form
COMMONWEALTH OF VIRGINIA STANDARD CONTRACT
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This contract entered into this day of ______ 2Cl . by ___________ . hereinafter called the "Contractor" and Commonwealth of Virginia. Virginia Poly1echnic Institute and State University called "Virginia Tech".
WITNESSETH that the Contractor and Virginia Tech. in consideration of the mutual covenants. promises and agreements herein contained. agrees as follows:
SCOPE OF CONTRA.CT: The Contractor shall provide the to Virginia Tech as set forth in the Contract ------Documents.
PERIOD OF CONTRACT: From ___ _ through ___________ _
COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.
CONTRACT DOCUMENT: The Contract Documents shall consist of this signed contract. Request For Proposal Number _____ dated . together with all \\Titlen modifications thereof and the proposal submitted by the Contracto~ dated and the Contractor's letter dated . all of which Contract Documents are incorporated herein.
In WITNESS \\"HEREOF. the parties have caused this Contract to be duly executed intendmg to be bound thereby.
Contracto~: Virginia Tech
By: ________________ _ B\·: ------------------
Title: ________ _ Title: ______________ _
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Attachment C
Price Schedule
A. Custodial Uniforms
Number of Number of Item Employees x Gam1ents x Unit Price Total
I. Men·s Cargo Pants 70 x 5 x s ___ •garmentweek s; ----
' Women·s Cargo Pants 79 x X $ ___ 'garment1week s ---
3. Men·s Knit Polo Shirt 35 x x s __ ,garmenl!week
4. \Vomen's Knit Polo Shirt x 5 x s ___ 1garment1week $
Lot Total$
B. Power Plant Unifom1s
Number of Number of Item Emplovees x Garments x Unit Price Tena~
I. Men· s Shirts (short sleeve) 11 x 11 x $ ___ .1 garment'\\1eek s ' Men· s Shirts (long sleeve I 6 x 11 x s ___ garmenV\Neek s
3. Men· s Shirts (polo knit) 1 l x 1 I x s igarment ·\\1eek s ----
4. Men·s Industrial Jeans 3~ x I I x s ___ ! garment· week $ ----
Lot Total$
A. Arc Flash Rated UnifomE
Number of Number of Item Emplovees x Garments x Unit Price Tota!
I. Arc Flash Uniform Sets 75 x 11 x s set' week s ----
Table of Contents of RFP # 0041765 -Cover Page Page 1
General Information Page 2
RFP Specifications Pages 3-11
Attachment A - Terms and Conditions Pages 12-13
Attachment B - Standard Contact Form Page 14
Attachment C - Price Schedule Page 15
Contractor Answers Pages 16-24
Contractor Credibility Pieces Documents D - L
Additional Material Document M ' -
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llJVirginiaTech
Request for Proposal #0041765
For
Rental of Uniforms
Date
December 16, 2015
-RFP 004171i5
GENERAL INFORMi\TION FORM
1. QUESTIONS: i\ll inquiries for information regarding this solicitation should be directed to: Robert Snuffer, CPPl3, CUPO, Phone: (540) 2J 1-5557, e-mail: bsnuffcr(ci!vt.edu.
2. DUE DATE: Scaled Proposals will be received until January 12, 201<1 at 3:00 PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.
3. ADDRESS: Proposals should he mailed or hand delivered to: Virginia Polytechnic Institute And State University (Virginia Tech), Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech, 300 Turner Street NW, Blacksburg, Virginia 2406 I. Reference the Opening Date and Hour, and RrP Number in the lower left corner of the return envelope or package.
4. TYPE Of BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Small Business and Supplier Diversity (SBSD), provide your certification number: . For assistance with SWaM certification, visit the
/13SDL~:::ite at hl[!J://wwwJlm!J~.virgin.i;1.gov/.
Small business - An independently owned and operated business which, together with affiliates, has 250 or fewer en1ployees or average annual gross receipts of$ I 0 million or less averaged over the previous three years. Department of Minority Business Enterprise (DMBE) certified wo1nen-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification.
Won1en-owncd business - A business concern that is at least 51 % owned hy one or n1orc women who (-Ire U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability co1npany or other entity, at least 51 % of the equity ownership interest is owned hy one or more wornen who arc citizens of the United States or non-citizens who are in full con1pliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citi;:cns or legal resident aliens.
Minority-owned business - J\ business concern that is at least 51 '/fi owned by one or more minority individuals (see Section 2.2-140 I, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 % of the equity ownership interest in the corporation, partnership, or limited liahility company or other entity is owned by one or more 1ninority individuals and hoth the management and daily business operations arc controlled by one or more minority individuals.
5. COMPANY INFORM.ATION/SIGNi\TURE: In compliance with this Request For Proposal and to all the conditions imposed therein and herehy ..._..,. incorporated hy reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal and as mutually
aorecd u on b subse ucnt neootiation.
I·ULL LEGAL Ni\ME (PRINT) (l \nnpany name as it appear.~ with your l·cderal Taxpayer Numher)
BUSINESS NAME/OBA Ni\ME/TA Ni\Mf' (!fllifferenl than the hill Legal Name)
PURClli\SE ORDER ADDRESS
Po ·~ )(. J.. \ J.S-D~ \et~lt,, VA JyJo\
CONTACT Ni\ME/TITLE (PRINT)
TELEPHONE NUMIWR
Is any member of the firm an employee or the Commonwealth of to the Code of=:z YES NO
SIGNATURE ,'(f F (!NINK) r i
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FEDERAL TAXPAYER NUMBER (ID#)
-BILI.ING Ni\ME (Cumpany name ;1~ it appems (ln y(lur inv11ice)
Pi\ YMENT i\DDRESS
Po ·;y..);x Cti'·)ogo:i
' f\ c. \ •"' (\(.d- i " l-l
FAX NUMBER TO RECUVE
E-PROC:UREMl'NT ORDERS
;-'iO -1&; - I .:7
-(., t'\-h. \' l.( '""
irginia who has a personal inlcrcst in this contract pursuant
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I.
II.
PURPOSE:
The purpose of this Request for Proposal (RFP) is to solicit scaled proposals to establish a contract through competitive negotiations for Rental of Uniforms by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.
CONTRACT PERIOD:
The term of this contract is for three year(s), or as negotiated. There will be an option for four, one year renewals, or as negotiated.
III. BACKGROUND:
IV.
Founded in I872 as a land-grant college named Virginia Agricultural and Mechanical College, Virginia Tech is now a comprehensive, innovative research university with the largest number of degree offerings in Virginia, more than 125 campus buildings, a 2,600-acre main campus, off-campus educational facilities in six regions, a study-abroad site in Switzerland, and a 1,700-acre agriculture research farm near the main campus. The campus proper is located in the Town of Blacksburg in Montgomery County in the New River Valley and is 38 miles southwest of Roanoke. Through a combination of its three missions of teaching and learning, research and discovery, and outreach and engagement, Virginia Tech continually strives to accomplish the charge of its motto: Ut Prosim (That I May Serve).
Virginia Tech provides uniforms to Facilities Operations personnel and a limited number of other employees. Facilities Operations includes Housekeeping, Power Plant, Grounds, trades shops and Virginia Tech Electrical Services employees.
EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:
The cVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a trading partner within the eVA system.
There arc registration fees and transaction fees involved with the use of e VA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the e VA system.
Registration in the eVA system is accomplished on-line. Your firm must provide the necessary information. Please visit thee VA website portal at http://www.ey;1_,_y_irgioi<u;ov/pages/eva-registration-buycr-vcndor.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue wmr firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.
For registration and technical assistance, reference the eVA website at: cV i\CustomerCare@<.lgs,yirginia.gov, or call 866-289-7367 or 804-371-2525.
V. CONTRACT PARTICIPATION:
Cf11!ega pf W1!1iaw 11nd M<iry
George Mason UmveTsity
J:imes Madison University
Old Oomininn llm111w;1w
Radford Umvers1tv
rng Uriivers'ty ot Vrrqm1a
Virgin111 C1Jmmonw11a!lh ttrmer~ity
Virqmifl Military !n~t1t111e
Virqmrn Teen
It is the intent of this solicitation and resulting contract lo allow f'or cooperative procurement. Accordingly, any public body. public or rrivatc health or educational institutions. or Virginia Tech"s affiliated cmporations and/or partnerships may access any resulting contract if authorized by the contractor.
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Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase al contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor lo extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances.
Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.
VI. STATEMENT OF NEEDS:
A. Description Of Custodial Uniforms:
All uniforms shall be new and shall he of a durable industrial grade. The work shirts, polo shirts and women's pants shall be available in a minimum of five solid colors. The men's pants shall be offered in a minimum of three solid colors. Bottom garments should he coordinated with the top garments. Logos arc required. All uniforms shall be labeled with an employee identification number or name in the collar and waist area. Each employee shall receive five (5) sets of uniforms per week.
13. Style Of Custodial Uniforms:
I. Men· s Cargo Pants
a. Pants shall he constructed of 65% polyester/35% cotton.
h. Sizes needed: 28 - 56
c. Additional features shall incluue two cargo pockets, one on each pant leg with snap closures.
2. Women's Cargo Pants
a. Women's cargo pants shall rit slightly below natural waist, mid-rise anu be 65'!'<· polyester/35% cotton.
b. Sizes needeu: 4-30
c. Auuitional features shall incluue two cargo pockets, one on each pant leg with snap closure.
3. Polo Knit Shirts (Men·s and/or Women's)
a. Shirt shall be short sleeve knit, 100% polyester. Designed for men or women with a soil release finish. The shirts shall have an over-sized fit and a large chest pocket.
b. Sizes neeueu: SS: S-6XL
c. Additional features shall include:
• Tortoise shell buttons • Linell pocket • Rib-knit fashion collar • Low shrinkage • Superior color retention
c.
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Description of Power Plant Uniforms:
All uniforms shall be new and shall be of a durable industrial grade. The work shirts and polo shirts shall be available in a minimum of three solid colors. Logos arc required and shall be printed or embroidered with VT logo. All uniforms shall be labeled with an employee identification number or name in the collar and waist area. Labels should be applied in a manner to hide this identification number if a belt is worn. Uniforms shall be available in the sets as listed below. Each employee will select a total of eleven ( 11) sets in any combination.
I. Style Of Power Plant Uniforms:
a. Men's Full Cut Industrial Pants - Power Plant
I) Pants shall be relaxed fit constructed of IUU% cotton denim and constructed of 15-ounce, heavy weight.
2) Sizes needed: 28-56
3) Additional features shall include front and back pockets
2. Men's Work Shirt - Power Plant
a. The shirts shall be short and long sleeve, 100% cotton shirt, soft hand poplin, soil release, a lined color with stays and two button-thru pockets. Shirts should be labeled/embroidered with VT logo.
b. Sizes needed: SS: S-6XL LS: S-6XL
c. Additional features shall include:
• Six buttons • Pencil slot in the left pocket • Stitched down front facing
3. Polo Knit Men·s Shirts
a. Shirt shall be short sleeve knit with either !00% cotton or 50% polyester/50% cotton blend. Designed for men with a soil release finish. The shirts shall have an over-sized fit. Shirts should be printed or embroidered with VT logo.
b. Sizes needed: SS: S-3XL
c. Additional features shall include:
• Lined pocket • Rib-knit fashion collar • Low shrinkage • Superior color retention
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D. Description of Arc Flash Rated Uniforms:
E.
All uniforms shall be new and shall be of a durable industrial grade, flame resistant fabric as specified, compliant with NFPA 7UE Hazard Risk Category 2 (minimum 8 caloric rating). The work shirts shall be available in khaki and blue. Printed or embroidered vr logos arc required, printed or embroidered, and shall be provided on work shirts. All uniform components shall be labeled with an employee identification number or name in the collar and waist area. Labels shall be applied in a manner to hide this identification number if a belt is worn. Uniforms shall he available in the sets as listed below. Each employee shall be provided a minimum lo la I of eleven ( 11) sets.
Style Of Arc Flash Uniforms:
l. Men's Denim Jeans, similar to Carhartt item# FRBl3 and Carhart! item #FRBIOO
a. Pants shall be constructed of 11.75-ounce, !lame resistant denim that is 100% collon
b. Sizes needed: 30-54 in 2'" increments
c. Additional features shall include:
• Pockets
• Leg openings lo fit over work boots
2. Men"s Work Shirt, similar to Bulwark item# SMW2KH
a. The shirts shall be long sleeve
b. Sizes needed: S-5XL and Tall
3. 100% Collon Tee shirts
a. Shirts shall be short sleeve.
b. Sizes needed: M - 5XL
Shirts shall be available in while or grey/ash.
F. Ouanlily Of Uniforms:
The Contractor shall provide five (5) sets of uniforms for approximately I 00 custodial employees, eleven ( 11) sets of uniforms for approximately 98 Facilities Operations employees, eleven ( 11) sets of uniforms for approximately 37 Power Plant employees and (11) sets of Arc Flash rated uniforms for approximately 75 employees in Virginia Tech Electrical Services, Facilities Operations and Power Plant.
G. Measurement Of Employees:
The Contractor shall provide on-site measurement of all employees to insure proper fit and comfort. Measurement of employees shall begin no later than seven (7) calendar days after contract award. The Contractor shall provide measurements of new employees within lwo (2) weeks of a new uniform request from Virginia Tech.
H. Uniform Mending/Replacement:
Uniforms shall be mended or replaced by the Contractor as requested by Virginia Tech, for i!ll types of damage to the uniforms al no additional charge. The Contractor shall pick-up uniforms requiring mending/replacement and return uniforms within two (2) weeks from the dale of the uniform mending/replacement request from Virginia Tech. All uniform replacements shall be new and all new uniforms should be issued every 18 months upon request for Power Plant ONLY.
I. Contractor"s Representative:
- The Contractor shall have available a representative to address Virginia Tech"s service needs. The Contractor"s representative shall contact Virginia Tech on a regularly scheduled weekly basis to address all uniform mending, replacement and new uniform requests.
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J. Uniform Cleaning:
I. For custodial uniforms no cleaning is required.
2. Power Plant and Virginia Tech Electrical Services Arc Flash clothing will he deaned hy the Contractor with an industrial processing procedure. The contractor shall pick up the uniforms required to he deaned on a weekly basis, the same day every week. The uniforms arc to be !lat pressed. The shirts shall be returned lo Virginia Tech the following week on the same day of the week as uniforms arc picked up.
K. Prices:
Sec Attachment C. Price Schedule.
VII. PROPOSAL PREPARATION AND SUBMISSION:
A. General Requirements
I. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. One original and five copies of each proposal must he submitted to:
Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
Reference the Opening Date and Hour, and RFP Number in the lower left hand corner of the return envelope or package.
No other distribution of the proposals shall be made by the Offcror.
2. Proposal Preparation:
a. Proposals shall be signed hy an authorized representative of the Offcror. All information requested should be submitted. Failure to submit all information requested may result in Virginia Tech requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which arc substantially incomplete or lack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements arc those required by law or regulation or are such that they cannot be waived and arc not subject to negotiation.
h. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content.
c. Proposals should be organized in the order in which the requirements arc presented in the RFP. All pages of the proposal should he numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter. and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sublctter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Information which the offcror desires to present that docs not fall within any of the requirements of the RFP should he inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that arc not organized in this manner risk elimination from consideration if the evaluators arc unable lo find where the RFP rc4uircmcnts arc specifically addressed.
d. Each copy of the proposal should he bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume.
e. Ownership of all data, material and documentation originated and prepared for Virginia Tech pursuant lo the RF!' shall belong exclusively to Virginia Tech and be subject lo public inspection in accordance with
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the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted. The written request must specifically identify the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.
3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore, proposals should be complete.
13. Specific Requirements
Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following information/items as a complete proposal:
l. Price:
a. Include a complete price schedule for rental of uniforms and related items offered. Please apply this pricing to Attachment C.
b. Discuss price firmness and provide a plan for conveying price decreases/increases for renewal periods of the contract, if any.
2. Plan for providing services:
a. Describe the equipment and cleaning process to be used in servicing the needs of Virginia Tech.
b. List available pickup and delivery days and turn-around times. See Attachment C for preferred number of pickups and deliveries per week by department.
c. Describe your customer service and quality assurance standards.
d. Describe your plan for ensuring that items picked-up arc returned to Virginia Tech and to the appropriate department.
e. Provide samples of uniform items offered which will be returned to the contractor after award of contract.
f. Descrihc your ability to handle large volume requests and whether you could handle additional departments as needed.
g. Describe your plan to handle emergency cleaning needs and quickest turn around time.
h. Describe your plan to provide alterations services.
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Describe your plan to provide a representative to address Virginia Tech's needs and how ottcn the representative will be on campus and available to meet with various Jepartmcnts.
Describe your invoicing plan, including frequency of invoices.
Identify how soon after contract award you will begin providing services.
l)cscrihc quickest turn around if a ganncnl requires rcplaccn1cnl.
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m. Describe quickest delivery of uniforms for a new employee.
n. Describe how you would conduct a quality control program for garments not laundered by your firm. How repair or replacement costs will be c.lelerminec.l for garments nol launc.lerec.l by your firm.
o. Describe policy for replacing garments c.lue to employees gaining or losing weight
p. Describe options for providing custom logos and associated pricing, including any set up charges.
q. Identify chemicals lhal compromise lhe Arc Flash garments.
r. Identify available colors of Arc Flash garments anc.1 weight of fahrics used.
s. Describe cleaning, inspection, anticipated service period anc.l various classes available of Arc Flash garments.
l. Describe how anc.l where each garment will be labelled to identify which employee this uniform is assignee.I.
u. Describe plan/pricing associated with lost or items not returned.
v. Describe procedure for tracking uniforms returnee.I for repair/replacement.
w. Identify vendor's main contact for this contract and provide resume.
Participation of Small, Women-owned and Minority-owned Business (SW AM) Business:
If your business can not be classified as SWaM, describe your plan for utilizing SWaM subcontractors if awarded a contract. Describe your ability lo provide reporting on SWaM subcontracting spend when requested. If your firm or any business that you plan to subcontract with can be classified as SWaM, but has not been certified by the Virginia Department of Small Business anc.l Supplier Diversity (SBSD), it is expcctec.l that the certification process will be initialed no later than the time of the aware.I. If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWaM certification, visit the SBSD website at http:Uwww.drnbe.virginia.gov/.
The return of the General Information Form anc.1 ac.lc.lcnc.la, if any, signed anc.l filled out as required.
VIII. SELECTION CRITERIA AND AW ARD:
A. Selection Criteria
Proposals will be evaluated by Virginia Tech using the following:
Maximum Point Value
1. Quality of products/services offered and suitability for the intended purposes 15
2. Qualifications and experiences of Offcror in providing the gooc.ls/serviccs 15
3. Specific plans or methodology to be used lo provide the services 30
4. Cost (or Price) 30
'i. Participation of Small, Women-Owned and Minority (SWAM) Business 10
Total 100
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IX.
B. Award
Selection shall be made of two or more olTerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations shall then he conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each o1Teror so selected, Virginia Tech shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Virginia Tech may cancel this Request for Proposal or reject proposals at any time prior to an award. Should Virginia Tech determine in writing and in its sole discretion that only one offeror has made the best proposal, a contract may be negotiated and awarded to that offcror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation and the Contractor's proposal as negotiated. See Attachment B for sample contract form.
INVOICES:
Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted to:
Virginia Polytechnic Institute and State University Accounts Payable North End Center, Suite 3300, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061
X. METHOD OF PAYMENT:
XI.
Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal.
Payment can he expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech's Procurement website: http://www.procuremet]Lvt.edu/Vcndor/WellsOnc.html or contact the person in Procurement Department identified in the RFP.
ADDENDUM:
Any ADDENDUM issued for this solicitation may he accessed at http://www.procurement.vt.edu/ht_ml.uocs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.
XII. CONTRACT ADMINISTRATION:
A. Monte Hager, Business Director, University Planning Design and Construction, at Virginia Tech or his dcsignec, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.
B. The Contract Administrator, or his designee, shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or his designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Procurement Department through a written amendment to the contract.
XIII. COMMUNICATIONS:
Communications regarding this Request for Proposals ( RFP) shall he formal from the date or issue for this RFP. until either a Contractor has been selected or the Procurement Department rejects all proposals. l'ormal communications will be directed to the Procurement Department. Informal communications, including hut not limited to request for information, comments or speculations regarding this RFP to any University employee other than a Prncurcmenl Department representative may result in the offending Offero1 .. s proposal being rejected.
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XIV.
XV.
CONTROLLING VERSION OF SOLICITATION:
The PDF version of the solicitation and any addenda issued by Virginia Tech Procurement Services is the mandatory controlling version of the document. Any modification ot/or additions lo the solicitation by the Offeror shall not modify the official version of the solicitation issued by Virginia Tech Procurement Services. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the proposal; however, Virginia Tech reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.
TERMS AND CONDITIONS:
This solicitation and any resulting contract/purchase order shall be governed by the attached terms and conditions.
XVI. ATTACHMENTS:
Attachment A - Terms and Conditions Attachment I3 - Standard Contract Form Attachment C - Price Schedule
II
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ATTACHMENT A
TERMS AND CONDITIONS
RFP General Terms and Conditions
http:/www .pro cu re mcnt. yt.cd u/ht111l.docs/lerms/G"l "C l\H'_JED 12015.mJJ
Special Terms and Conditions
1. ADDITIONAL GOODS AND SERVICES: The University may acquire other goods or services that the supplier provides than those specifically solicited. The University reserves the right, subject to mutual agreement, for the Contractor to provide additional goods and/or services under the same pricing, terms and conditions and to make modifications or enhancements to the existing goods and services. Such additional goods and services may include other products, components, accessories, subsystems, or related services newly introduced during the term of the Agreement.
2. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.
3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.
4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.
5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.
6. IDENTIFICATION OF BID/PROPOSAL ENVELOPE: The signed bid or proposal should be returned in a separate
From:~..._.__.'-'-~=~~__,"""'=-'-'11"'--"-------------'-+~"-'-+-'~(p~·----~~-~--~~~ Name of Bidder or Offeror
3oo ·1urn-er St:. N Vv-1
)4
Name of Procurement Officer:
The envelope should be addressed to:
VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW 13lacksburg, Virginia 24061
Time Due
Solicitation Title
The offeror takes the risk that if the envelope is not marked as described above, it may be inadvertently opened and the information compromised, which may cause the proposal to be disqualified. Bids or Proposals may be hand delivered to the designated location in the office issuing the solicitation. No other correspondence or other bids/proposals should be placed in the envelope.
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7. INSURANCE: By signing and submitting a proposal under this solicilalion, the Offcror certifies that if awarded the contract, it will have the following insurance coverages at the lime the work commences. Additionally, it will maintain these during the entire term of
- the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.
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During the period of the contract, Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability - $100,000.00 C. General Liability - $500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be named
as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.
D. Automobile Liability - $500,000.00 The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.
8. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether such total quantities arc more or less than those shown.
9. SEVERAL LIABILITY: Virginia Tech will be severally liable to the extent of its purchases made against any contract resulting from this solicitation. Applicable entities described herein will be severally liable to the extent of their purchases made against any contract resulting from this solicitation.
10. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.
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Contract Number:
ATTACHMENT B
Standard Contract form for reference only Offerors do not need to fill in this form
COMMONWEALTH OF VIRGINIA STANDARD CONTRACT
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This contract entered into this __ day of 20_, by , hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech".
WITNESS ETH that the Contractor and Virginia Tech, in consideration or the mutual covenants, promises and agreements herein contained, agrees as follows:
SCOPE OF CONTRACT: The Contractor shall provide the ______ to Virginia Tech as set forth in the Contract Documents.
PERIOD OF CONTRACT: From----------- through-----------
COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.
CONTRACT DOCUMENT: The Contract Documents shall consist or this signed contract, Request For Proposal Number _____ dated , together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's letter dated , all or which Contract Documents are incorporated herein.
In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.
Contractor: Virginia Tech
By: _____________ _ By: _____________ _
Title: Title: ---------------- ----------------
Attachment C
Price Schedule - A. Custodial Uniforms Number of Number of
Items Employees x Garments x Unit Price Total
1 Men's Cargo Pants 70 x 5 x $0.46 garment/week $161.00
2 Women's Cargo Pants 79 x 5 x $0.46 garment/week $181.70
3 Men's Knit Polo Shirt 35 x 5 x $0.44 garment/week $77.00
4 Women's Knit Polo Shirt 26 x 5 x $0.44 garment/week $57.20
Lot Total $476.90
B. Power Plant Uniforms Number of Number of
Items Employees x Garments x Unit Price Total
1 Men's shirts (short sleeve) 11 x 11 x $0.55 garment/week $66.55
2 Men's Shirts (long sleeve) 6 x 11 x $0.55 garment/week $36.30
3 Men's Shirts (polo shirt) 11 x 11 x $0.52 garment/week $62.92
- 4 Men's Industrial Jeans 38 x 11 x $0.72 garment/week $300.96
Lot Total $466.73
C. Arc Flash Rated Uniforms
Number of Number of Items Employees x Garments x Unit Price Total
1 Arc Flash Uniform Sets 75 x 11 x $1.76 garment/week = $1,452.00
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B. Specific Requirements
1. Price:
a. Include a complete price schedule for rental of uniforms and related items offered.
Please apply this pricing to Attachment C.
b. Discuss the price firmness and provide a plan for conveying price decreases/increases
for renewal periods of the contract, if any.
• Pricing is based on 52 weeks billing per rental item per year.
• Pricing per item includes the rental, cleaning (when indicated by the RFP), and replacement of garments as necessary including intentional and accidental destruction. There will be a separate line on the invoice called "Uniform Advantage" to cover the intentional and accidental damages (this price will be included in the prices listed on the bid.)
• Pricing will be fixed for the first 24 months. An increase will be evaluated upon each additional year based upon the CPI not to exceed 5%.
2. Plan for providing services: a. Describe the equipment and cleaning process to be used in servicing the needs of Virginia Tech.
• Wash Process o Garments are sorted and separated by fabric and type of soil o Sorted garment loads are weighed to ensure consistency of cleaning quality o Wash process and cleaning formulas are designed for each garment and soil type o Liquid injection system and wash process are regularly monitored for quality
assurance. o Garments are individually inspected and hung o Garments are then sent through a steam tunnel o Garments are sorted matched out by account and employee number and
inspected for a finish look. o Please see Document D.
• FR Garment Process o In addition to the above listed wash process:
• Garments are cleaned using the appropriate process, temperatures and detergents according to NFPA standards. Ensuring that dirt and other contaminants are eliminated, garment life and wearer comfort are optimized and the function and protective properties of the original garment are maintained.
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• Garments are inspected for defect and repairs regularly so that the protection is ensured and the function and protective properties of the original garment are ensured.
• Garments are repaired according to industry standards. • Please see Document E.
• Environmentally Friendly/Socially Responsible o We are proud to be a charter member of the Laundry Environmental
Stewardship Program (Laundry ESP), whose mission is to improve the environmental performance in the industrial laundry industry.
o We are not only America's #1 uniform company; we are also #1 in the laundry methods that help preserve the planet.
o Please see Document F.
b. List available pickup and delivery days and turn-around times. See Attachment C for preferred number of pickups and deliveries per week by department.
• We (Cintas) currently service the uniforms for the Facility Services, Power Plant, etc. with weekly delivery and pick up throughout the campus. We will continue to service the above mentioned locations and will add any additional points of delivery specified in attachment C by Virginia Tech. Garments will be picked up dirty and returned clean within a week. New garments ordered for new hires or replacement of current uniforms is 2 weeks for all standard sizes.
c. Describe your customer service and quality assurance standards.
• This is one of several areas that sets Cintas apart from any other industrial laundry company.
o We live by our service guarantee that is stated in bold on all of our service agreements.
• "Company guarantees to deliver the highest quality textile rental service at all times. Any complaints about the quality of service which has not been resolved in the normal course of business must be sent by registered letter to the Company's General Manager. If the company then fails to resolve any material complaint in a reasonable period of time, Customer may terminate this
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agreement provided that all rental items are paid for at the current replacement values or returned to the company in good usable condition."
o We manufacture our standard garments which includes the retail inspired Carhartt garments. By manufacturing our own garments we have the ability to ensure a consistent fit and image to our garments and therefore our customers.
d. Describe your plan for ensuring that items picked-up are returned to Virginia Tech and to the appropriate department.
• We will ensure that all items are picked up and returned to VT through our TruCount Tracking System.
o Your Service Sales Representative; Gary, will utilize his Personal Route Computer (PRC) to scan all soiled garments when he services the uniforms. He will print out a soil ticket to leave with each contact, so they will know how many garments were picked up for each employee.
o The dirty garments will then be sent to the plant to get cleaned. - They will be scanned into the plant and then scanned out of the
plant once they are processed. We will then reconcile to ensure all garments are returned.
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o Please see Documents G.
e. Provide samples of uniform items offered which will be returned to the contractor after award of the contact.
• Samples of garments will be provided.
f. Describe your ability to handle large volume requests and whether you could handle additional departments as needed.
• We (Cintas) have several systems in place to secure small and large volume requests. A few of these include: empowered Service Sales Representatives, personal route computers, a Market Sales Representative, a Customer Service Representative and a Service Manager.
o Our Service Sales Representatives are much more than drivers. These employees (we call partners) are the front line representatives to our company. They are responsible for the
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customer satisfaction, retention and growth of their individual routes and are empowered to make decisions that range from agreement negotiations to the day-to-day maintenance and ordering of products.
o Personal route computers allow your Service Sales Representative; Gary, to perform on site account maintenance such as: ordering garments for a new employee, size changes, replacements and scanning the garments. In addition to invoice changes such as: canceling employees, issuing credits if necessary or making changes to other products on the account. See Document H.
o Your market development representative will work with Virginia Tech as new products come into the market or as the current needs of Virginia Tech change.
o We have an onsite customer service representative. We view this position as an extension of the SSR, Service Manager and General Manager. The Customer Service Representative will document all calls into our customer request system indicating a follow up date of which the action necessary must be completed. A form is generated to provide to the individual who is responsible for the action that needs to be taken. In addition, this form is uploaded to hand held route computer on a daily basis. Each morning the service sales representative is notified through his/her computer of any and all open requests for that day. Every Cintas employee must "check out" with the customer service representative prior to leaving at the end of the day to ensure that all tasks have been completed and the request has been followed through on. See Document I.
o Similar to your service sales representative your service manager's first priority is your overall level of satisfaction. This individual directly supports and leads your service sales representative. This individual will complete on site evaluations and will review the account history with Virginia Tech as requested and on a continuous basis.
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g. Describe your plan to handle emergency cleaning needs and quickest turnaround time.
• Our team can handle any emergency cleaning needs within 72 hours after the request.
h. Describe your plan to provide alterations services.
All inseam adjustment and repairs can be done using our repair process at no additional charge to Virginia Tech. Your service sales representative; Gary, will ensure that orange repair bags are available at each delivery location. A VT employee can place the garment in the bag and check one of the boxes (or specify other actions needed) right on the bag. Gary will communicate through pinning the garment and keying a request in his hand held computer. The garment is then repaired while going through the wash process and returned to the individual the following week. Please see sample of the repair bag located in the garment box. See Document J.
i. Describe your plan to provide a representative to address Virginia Tech's needs and how often the representative will be on campus and available to meet with various departments.
• We are proud to offer over 25 years of service and sales to the New River Valley by having a service team of leaders that will come to Virginia Tech and review the account activity to include providing invoice audits, reviewing upgrades of garments, reviewing all call in requests and ensuring the relationship between Cintas and VT is strong.
j. Describe your invoicing plan, including frequency of invoices.
• Cintas will provide a weekly invoice.
• See attached Document K
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k. Identify how soon after contract award you will begin providing services.
• Cintas is the current uniform provider, so we would continue service for these departments as normal. If any new/additional departments are added we would need to allow 5-6 weeks to install to allow time to size and prepare the garments.
I. Describe quickest turnaround if a garment requires replacement.
• Replacements for standard sizes and garments will take 2 weeks.
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m. Describe quickest delivery of uniforms for a new employee.
• Uniforms for new employees in standard sizes and garments will take 2 weeks.
n. Describe how you would conduct a quality control program for garments not laundered by your firm. How repair or replacement costs will be determined for garments not laundered by your firm.
• Garments not laundered by Cintas would fall under the lease program and we would utilize the orange repair bag process. As the employee needed replacements, size changes etc. they would utilize the orange bag to communicate their requests. No charges for repairs or replacements.
o. Describe policy for replacing garments due to employees gaining or losing weight.
• These garments would be replaced at no charge. The employee would utilize the orange repair bag process to communicate the changes.
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p. Describe options for providing custom logos and associated pricing, including any set up charges.
• Cintas currently provides custom logos at no charge and does not charge a set-up fee.
q. Identify chemicals that compromise the ARC Flash garments.
• The FRC Carhartt jeans are cotton based and are a treated fabric. The fabric is treated for flame resistance with a phosphonium salt-based ureaprecondensate. This chemical (in monomer form) is applied to the fabric, cross linked with ammonia to form along chain of polymers embedded in the cotton yarns and oxidized with hydrogen peroxide to complete the reaction. The flame retardant used contains some formaldehyde. Typically, the formaldehyde levels found are 200 to 300 parts per million (ppm) (0.2 to 0.3%) in fabrics as delivered to the wearer. Upon washing, this level will reduce to less than 100 ppm (all garments will be laundered prior to delivery). It is important to note that typical permanent press fabrics contain 100 to 200 ppm of formaldehyde. 88% cotton/12% High Tenacity Nylon, flame resistant fabric, treated with phosphonium salt precondensate. The TecaSafe Plus shirt is made of a fabric that is inherently flame resistant. The fabric is comprised of 45% modacryllic, 35% lyocell and 15% aramid.
r. Identify available colors or ARC Flash garments and weight of fabrics used.
• The Flame Retardant Jean is denim 14.75 oz. The Teca Safe Shirt comes in Khaki, Light Blue and Navy. It has an ATPV rating of 8.4 and is HRC 2.
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s. Describe cleaning, inspection, anticipated service period and various classes of Arc Flash garments.
• All garments are replaced on an as needed basis each week as they are individually inspected. Typical life is dependent on the fabric of the garment and the wear and tear that an individual may place on the garment.
t. Describe how and where each garment will be labelled to identify which employee this uniform is assigned.
• The shirts will be labeled on the collar of the shirt and the pants will be labeled on the waist band (either inside or outside depending on the style of the garment). Each individual wearer will have a unique set of numbers assigned to his/her uniforms.
u. Describe plan/pricing associated with lost or items not returned.
• If garments are not returned the replacement prices are listed in the table below:
Item Description Price
Uniform Shirt $15.00 Uniform Pant $15.00 Cargo Pant $20.00 Polo Shirt $15.00 Carhartt Jeans $30.00 Cotton Shirt $30.00 Carhartt FRC Jeans $70.00 FRC Shirt $30.00
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v. Describe procedure for tracking uniforms returned for repair/replacement.
• Garments will be tracked via our TruCount Process. Each garment will be scanned at pick up and before delivery. The Service Rep will leave a pick-up
report and a delivery report each week to track garments.
• See Documents G and H
w. Identify vendor's main contact for the contract and provide resume.
• See Document L
,
Water Quality and Conservation
Cintas was the first major industrial laundry company to make the corporate-wide switch from detergents that contain Nonylphenol Ethoxylates (NPE) to detergents that do not contain NPEs. Safer for you and the environement.
Weuse ~ .. NPE-Free ~ J' Detergents. Safer for you and the environment.
ci~.
Document D
Garments are separated by color, fabric or type of soil
Sorted garment loads are weighed to ensure consistency
of cleaning quality
Wash process and cleaning formulas are designed for each garment and soil type
Liquid injection system and wash process are regularly monitored for quality assurance
• Are your employees exposed to electricity while
working on energized parts?
• Do any of your employees work near flammable gases or vapors?
• Do any of your operations produce dust particles
that could lead to combustible dust?
• Do any of your employees have exposure to molten metal or perform welding tasks?
How Cintas can help :
• Reduce your liability with compliance
• Technical support with standards and requirements
• Expertise and knowledge - division and specialists dedicated solely to protective apparel
• Active participation in NFPA - keeps you up to date and ahead of the curve
• Appropriate protective apparel based upon your hazard/risk category
• Rental, lease, purchase, and combination programs available
Why choose Cintas to keep employees safe? No other uniform company does more for flame-resistant clothing wearers across key industries than Cintas.
• First company to offer FRC managed programs
• Largest manager of FRC programs in North America
• Largest FRC distribution system in North America, supplying over 300,000 wearers
• Dedicated Cintas personnel who offer safety training and educational seminars
Knowledge of standards and government regulations
• Over 400 Cintas facilities throughout North America
Electric Arc Flash Compl iance Cintas provides several options to protect against Electric Arc Flash The 2012 edition of NFPA 70E, Standard for Electrical Safety in the Workplace, is a portion of the National Electric Code and addresses, in part, personal protective clothing for workers exposed to momentary electric arc.
Arc-rated long-sleeve shirt with Arc-rated pants (minimum arc rating of 8) or Arc-rated coveralls (minimum arc rating of 8)
All Hazard/Risk Category 1 and Hazard/Risk Category 2 tasks listed in Table 130.7(C)(15)(a) and Table 130.7(C)(15)(b)b
(a) Note that other PPE required for the specific tasks listed in Table 130.7(C)(15)(a), Table 130.7(C)(15)(b), and Table 130. 7(C)(16), which include arc-rated face shields or arc flash suit hoods, arc-rated hard hat liners, safety glasses or safety goggles, hard hats, hearing protection, heavy-duty leather gloves, voltage-rated gloves, and voltage-rated tools, could be required. The arc rating for a garment is expressed in cal/cm2•
(b) The assumed short-circuit current capacities and fau lt clearing times for various tasks are listed in the text of Table 130.7(C)(15)(a) and Table 130.7(C)(15)(b). For tasks not listed, or for power systems with greater than the assumed short-circuit capacity or with longer than the assumed fault clearing t imes, an arc flash hazard analysis is required in accordance with 130.5.
A total clothing system consisting of arc-rated shirt and pants and/or arc-rated
coveralls and/or arc flash coat and pants (clothing system minimum arc rating of 40)
All Hazard /Risk Category 3 and Hazard/Risk Category 4 tasks listed in Table 130.7(C)(15) (a) and Table 130.7(C)(15)(b)b
(b) The assumed short-circuit current capacities and fault clearing times for various tasks are listed in the text of Table 130.7(C)(15)(a) and Table 130.7(C)(15)(b). For tasks not listed, or for power systems with greater than the assumed short-circuit capacity or with longer than the assumed fault clearing times, an arc flash hazard analysis is required in accordance with 130.5.
Flash Fire Compliance Cintas offers a wide range of FRC garments options and industry expertise to help employers protect their workers against injury due to flash fire.
Molten Metal Compliance In this environment, FR Shirts and pants are typically worn as secondary apparel under primary protective clothing such as jackets and aprons.
Industry Association Involvement
SHA
HRC2
Document F
Cintas is committed to improving the lives of our customers, partners and communities by integrating environmentally sustainable p ractices, principles and solutions across our business lines
Laundry Facilities • Laundry Environmental Stewardship Program (LaundryESP®) - Cintas is a charter member of the Laundry
Environmental Stewardship Program (LaundryESP®). whose intent is to improve the environmenta l performance in the industrial laundry industry.
• Waste Water Treatment - Unlike individual home-washing, Cintas laundry faci lities treat waste water before discharging it and recycle water which reduces water usage and the amount of pollutants d ischarged to publicly owned treatment works and the environment.
• Environmentally Friendly Cleaner - Once the transition is complete, Cintas wi ll be the first and only industrial launderer in the industry to employ washing standards that are 100% NPE-free, phosphate-free and EDTA-free at all of its 175 uniform laundry facilities throughout North America.
Energy Usage • Electricity - In an average Cintas facility, approximately 25% of electricity usage comes from lighting. Cintas is
converting all faci lities to energy efficient lighting.
• Heat-Air Recycling - Through new innovations like heat-air recycling, Cintas has cut the electricity in half which was once required to complete the laundry process.
• Heat Reclaimers - Cintas laundry faci lities have heat reclaimers which reclaim about 95% of waste heat from boi lers, allowing us to eliminate energy used to heat incoming water.
• Modern Moisture Measurement Methods - Cintas has been able to achieve as much as a 50% reduction in garment drying time by using modern moisture measurement methods, saving significant amounts of fossil fuel and related green house gas emissions.
Energy Star - Cintas has partnered with the U.S. Environmental Protection Agency on its ENERGY STAR program. The program provides a strategic approach to energy management by tracking an organization's current energy efficiency and future improvement. The focus on energy usage benefits both consumers and the environment by lowering utility bills and increasing the use of energy-efficient products and practices.
Fuel Usage Idle Shut-off - Cintas has installed idle shut-off software on delivery trucks to reduce fuel consumption.
Document Shredding Cintas recycles all paper that our customers want shredded. Cintas Paper Recycling has annually saved:
Trees: 8,435,617
Net Energy: 10.531,254 million BTU's, the equivalent of about 115,728 homes/year
Greenhouse Gases: 1,963,741,444 pounds CO,. the equivalent of about 178,311 cars/year
Wastewater: 7,244,506,381 gal lons, the equivalent of about 10,969 swimming pools
Solid Waste· 626,608,820 pounds, the equivalent of about 22.379 garbage trucks
Sustainable Products and Services • Uniform Book - Offers 55 different styles constructed from recycled polyester, with at least one eco product in
every department. To learn more about recycled polyester, go to www.cintas.com/recycleprocess.
• In 2011 - Cintas diverted 15, 179,43T p lastic water bottles from landfills. For example, one suit from our Regeneration TM Collection is made using approximately 25 2-liter plastic bottles, and our Velocity Tunic is made out of approximately 2.5 2-liter bottles. For more information, visit www.cintas.com/shop.
• Home Laundered Products - A large majority of our eco garments can be home laundered, eliminating the harsh chemicals used in the dry cleaning process.
**All bottle calculations are based off of 16. 9 oz. bottles and average Cintas uniform yields.
Promotional Products • Cintas created the "Go Green" logo to easily identify products made from "green" content. From organic tote
bags and recycled notebooks to energy-savers for appliances and bamboo accessories, we offer a variety of items for your sustainable business practices.
Facility Services • Ultraclean® Service/Carpet Cleaning Service/ Paper Products - The majority are Green Seal® Certified. Green
Seal® Certification ensures that a product meets rigorous, science-based environmental leadersh ip standards. Green Seal® Certification assures manufacturers and purchasers that certified products are better for human health and the environment.
• Cintas SafeWasher'M - Instead of using solvents, we use an environmentally friendly cleaning solution that is non-toxic and non-hazardous to the environment and end-user.
Signet® Cleaning Chemical Service - This service reduces cleaning chemica l usage and water consumption. Approximately 30% less chemical is used from our Signet® Cleaning Chemical Service than when free pouring concentrates (incorrectly mixed or accidentally spilled).
• Signet® Cleaning Chemical Service - The Signet® Glass, Multi-Surface Cleaner and Neutral Floor Cleaner are Green Seal® Certified cleaning products.
• Cintas Drain Line Maintainer - This service meets the EPA's Design for the Environment challenge for b iological commercial kitchen drain line treatments.
Microfiber Cleaning System - Cintas provides the Microfiber Cleaning System which reduces chemical and water usage up to 95% and there is less waste to landfi lls as microfiber lasts up to 6 times longer than cotton.
Phoenix Floor Mats - Post-consumer waste is gathered, ground and extruded to produce high quality fiber. This new Phoenix fiber keeps thousands of bottles out of landfills each year.
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the uni form people
1300 8oltonf l1ld St
(614) 878 • 7313 CD..l.MlS ()i 43228 M03
Garment Pickup Report
36 39 8 MARMON / KEYSTONE
DEPT :
EK>• ~ PT OTtER
<m2 Trov~ 4 2 0 lmJ Kf).~ 1 0 0 W)4 LACEY 5 4 1 (MX)5 rums 100 4 0 0 ~7 11WE~IS 5 0 0 0010 RD !RANA.14 4 4 0 0011 BILL PAYlE 5 5 0 0012 CD.G Ftnrr 3 0 0 0013 MIKE SPANIEL 4 4 0 0014 ZACH IELS 4 4 0 0015 TQ4 CE I 3 4 0 0016 TEmY Ill ~ 5 4 0 0017 $ V TtRiR 1 0 0 0018 CEULD LIS 4 0 0 0020 ~»I ~ 4 4 0 0021 !D~ 1 I 1 0025 (l.RT 8AfmX 5 5 0
ota l• 62 41 2
DocumentG
With our TruCount Tracking System we provide accountability to our customers showing them an exact count of the soiled garments we pickup. • Cl
THE UNIFORM PEOPLE
Cintas TruCount system allows you to have complete confidence in your uniform program. With remote scanning abilities and on-site reporting functions, you are in full control. Cintas Service Professionals provide reports every week to ensure 100% accountability for every garment. Whether a garment was repaired or still at your facility, you and Cintas will know immediately. Cintas TruCount takes the guessing out of your uniform program.
O On-site proof of delivery. Receipt to customer.
• Happy Customer!
e Garments & service summary to customer.
•. Garments scanned
& delivered back to customer.
O Dirty garments are picked up scanned & receipt provided.
O Garments are processed, sorted, then scanned.
O Report printed for accuracy.
• Cl THE UNIFORM PEOPLE
Document H
• Your needs are handled immediately on the spot,
ensuring they're done the first time, every t ime
You can add an employee to the program,
change a garment size or color, replace garments and more
Onsite service lets you confirm your order and eliminate human error
Meticulous Hiring
There's more to our drivers than meets the eye
Meticulous Hiring - Our meticulous hiring practices ensure consistency, proper training and partners that exemplify the Cintas culture of honesty and integrity
• Service Sales Training -Once hired, each Service Sales Rep (SSR) participates in a comprehensive training and development program towards certification which features:
49-Day Training Program
Training on Demand Assessments
Safety Training
Certification Process
Why this is important to our customers
Our SSRs are wel l-tra ined professionals who exceed customer expectat ions, reducing customer frustration
Each SSR is qualified to act as a consultant to our customers, with the ability to identify and recommend solutions
Accuracy in delivery and service keeps costs low
x
CUSTOMER REQUEST FORM PROCESS
1. Customer Call 2. Plan of Action 3. Response and Resolution 4. Follow Up
Document I
Customer Cal ls/Requests Whether you want to add a new employee, or have a service question, your calls are important to us.
• Your calls are welcomed and documented
• On your first call, an immediate plan of action is agreed upon between you and a full-time customer service
representative
• Count on a quick response to any request within 24 hours
• You'll receive a follow-up call or visit to ensure your issue was resolved to your satisfaction
We're happy when you're happy-that's what we mean by World Class Service
LOCATION TO INSERT
Image of Local SSR (baseball card template)
G:\Common\RBS Appendix ltems\SSR Intro Card
Document J
Exclusively by Cintas
SAM I - Shirt Alternative Method of Inspection
1. l.D. Tape 2. Collar 3. Seams 4. Emblems 5. Pockets 6. Hems 7. Buttons 8. Placket
PAMI - Pant Alternative Method of Inspection
1. l.D. Tape 2. Buttons 3. Belt Loops 4. Tears 5. Seat 6. Knees 7. Holes 8. Hem
Your garments are inspected by both our state-of-the-art equipment and our skilled employees to ensure you receive qua lity uniforms
Uniforms in need of repair are proactively handled by our detail-minded staff
Your uniforms are proactively inspected and replaced as needed
A Product Repair Report is generated every time a garment is repai red
Need a repair or replacement for your garment? Simply fill out the Service Request bag.
DID YOU KNOW?
97% of al l repairs are proactively caught
by the Cintas PAMl/SAMI process
Document K
Your weekly invoice lists all of the products and services we del ivered that week.
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cit«M. ORIGINAL INVOICE
REMITTO: CINTAS CORPORATION ATTN : ACCTS . RECEIVABLE
.,..,.TO: TAYLOR INDUSTRIES PO BOX 123 555 Mal.n St Anywhere , us 00000 Anywhere , us 00000 000-555-1234
G E.2H2 COWT1'ACT llO, lllCC&.n. NO, &Tot" HQ OILNl:f!IY COOi IOL TKTCNT
01881 07309 15 Wl00040 R EMU. TO: TAYLOR INDUSTRIES 1 555 Main St
Anywhere, us 00000 ""' _,,. .. , CUSl m. CIONI,,_, QA~P.O.m
7': 045 - 07309 DUE EVEN
CONTACT : MR . JOE SMITH '"'"""' 000 - 555- 1:34 NC-GU IL-JAME
...., SOIL - c 88
__ .. - ... ..,_..., ............ tm. CNT - 0 -- ... ... IWR:MTOAY ........
1 SHP TWL FOLDED-RED UF 2178 100 t 100 2 HVY DTY SCRUB SVC UF 931 4 I l
3 ·- ·- - COMFORT SHIRT OF - -
935 ,_
llSH ' - :-
4 COMFORT PANT UF 1 945 llPT ' - - BRIAN NEWT.ON I - : SUBTOTAL '
5 COMFORT SHIRT UF 2 935 llSH 6 CARGO PANT UF 2 270 --
- ·- CARGO SHORT OF 2 370 3 PT ' KEN BAKER 2 SUBTOTAL
7 CARHARTT SHI RT UF 3 384 3 SH 8 - - ,_
CARHARTT PANT UF 3 383 7 PT ' TERRY BROWN 3 ' SUBTOTAL
9 COMFORT SHIRT OF 4 935 13SH : - - - ' -10 COMFORT PANT OF 4 945 14PT ' "RI~ GUYTON 4 SUBTOTAL ' ll iiOMEN' s SHIRT PKT I OF 5 205 12SH - - ' -
-· WOMEN'S PANT CATHY UF 5 395 14PT MARY HITTMAN 5 SUBTOTAL : -
'
13 ·- SERV1CE CHARGE F lX 106 : 14 ' ' ' 15 SUBTOTAL
' SALES TAX : . 16
. !NVOLCE TorAL . - - - L . -. . . .
1. Customer Number This unique number is assigned to your Cintas uniform account
2. Route Number The route (or t ruck) delivering your uniforms weekly
3. Route Day The day of the week your uniforms are delivered
4. Employee and Garment Selection Identifies the garment style, by description, by employee
5. Item Number Identifies the garment by style number
6. Inventory This is the total number of garments " in the system" for each employee
7. Price Per Garment Pricing by garment allows for flexibility by employee
8. Subtotal by Employee Easily identify subtotals by employee
9. Even Billing A monthly statement summary is sent reflecting the weekly activity for that month. Payment is due by the 10th of the following month
"""'
s.xx $.xx
s .xx • vv
$ . XX
• vv
$.XX
$ . XX $ . XX
$.XX $ . XX
-
.......... 045195621
IMYOCl:DAH
2/10/12 ---3/10/12 A BILLING - -- l
....... ' - '
·-sx.xx sx.xx sx .xx $X.XX •V VY -$X . XX -$X.XX -•v vv
$X . XX v sx.xx ....... -s:c xx -SK.XX sx.xx sx .xx sx .xx :
sx.xx sx.xx SK. XX
ciNIM~
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Contract Contact: Scott Hall - Branch Manager
o 13 years' experience
• 2 years' Management Trainee Program • 1 years' Sales Experience
• 5 years' Service Manager
• 5 years' Branch Manager
Service Contacts:
Rebecca Honaker - Service Manager
o 12 years' experience
• 1 years' Office • 7 years' Sales Experience
• 4 years' Service Manager
Gary Rorrer - Service Sales Representative
o 14 years' experience
• 10 Years' Service Sales Representative • 4 Years' Sales Experience
39 Years' Combined Experience!
Document L
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Document M
Additional material:
Reference:
• Page 9 letter r:
o Identify available colors of Arc Flash garments and weight of fabrics
used:
• Cintas would like to offer our Carhartt FR shirt as an option to
satisfy the Arc Flash shirt
• It is available in Khaki
• Content: 88% FR Cotton; 12% High Tenacity Nylon
• Weight: 6.5 ounces
• Arc rating: 9.5, HRC 2
• A sample of the shirt will be included with the other
sample garments.
Attachment 1
Negotiations
1. Virginia Tech question: Does Cintas Corporation #2 agree to provide monthly invoices with payment due thirty (30) days after receipt of invoice or goods/services, whichever is later?
...,
Contractor response: Yes, Cintas will provide a weekly invoice and a monthly statement. Invoices will be due 30 days after receipt.
Virginia Tech question: Do you agree that the initial contact period shall be three years7
Contractor response: Cintas agrees to a 3 year initial contract period.
3. Virginia Tech question: Upon completion of the initial contract period, does Cintas Corporation #2 agree that the contract may be renewed by Virginia Tech upon written agreement of both parties for four (4) one year periods, under the terms of the current contract.
Contractor response: Yes, Cintas agrees to ( 4) one year renewals under current terms
4. Virginia Tech question: If awarded a contract, do you agree to limit price increases to no more than the increase in the Consumer Price Index, CPI-W, All Items category for the latest twelve (12) months for which statistics are available at the time of renewal or 3 percent, whichever is less?
Contractor response: Yes, Cintas agrees to these price increase terms.
5. Virginia Tech question: If awarded a contract, are you willing to hold prices firm for the initial contract period and the first renewal year"
Contractor response: Yes, Cintas agrees to hold the pricing firm for the initial contract period and the first renewal year.
6. Virginia Tech question: Will Cintas Corporation #2 agree to participate in the Wells One AP Control Payment System9
Contractor response: Cintas accepts various forms of payment to include ACH, credit card, online bill pay. and checks. Cintas is willing to explore the option of Wells One AP Control Payment System if it is compatible with our systems.
7. Virginia Tech question: Please describe your quickest turnaround time if emergency services are needed.
Contractor response: Cintas will make every effort to handle emergency services as quick as possible. The turnaround time will vary depending on the type of request. Cintas goal is to have a plan to resolve any special need or request with-in 24 hours or sooner.
8. Virginia Tech question: Are you willing to contact departments on a monthly basis to address service issues?
Contractor response: Yes. Cintas is willing to contact departments as often as necessary to address any issues. Our contact info for the Service Rep, Service Supervisor, Customer Service Rep, Service Manager and Branch Manager will be provided to all contact, so they can reach out as needed.
9. Virginia Tech question: Will you be able to handle increased volumes of business and/or provide service to additional departments during the course of the contract"
Contractor response: Yes, Cintas welcomes the opportunity to service additional deparments.
10. Virginia Tech question: Please provide your best schedule of prices for all services offered.
Contractor response: Cintas offers the following prices:
A. Custodial Uniforms
I. Men• s Cargo Pants
" Women·s Cargo Pants
3. Men·s Knit Polo Shirt
4. Women's Knit Polo Shirt
B. Power Plant Uniforms
Item
I. Men's Shirts (short sleeve)
,., Men· s Shirts (long sleeve)
3. Men·s Shirts (polo knit)
4. Men ·s Industrial Jeans
Attachment C
Price Schedule
Number of Employees X
70 x
79 x
35 x
26 x
Number of Emplovees x
11 x
6 x
11 x
38 x
Number of Garments
5
5
5
5
Number of Garments
11
1 1
11
11
X Unit Price
X $_0.44garment/week
X $ 0.44 /garment!week
X $ 0.42 /garment/week
X $ 0.42 /garment!week
x Unit Price
x $ 0.42/garment/week
x $ 0.42 _;garment/week
x $ 0.42 _igarmen\/week
x $ _J1_QQ___,1 garment!week
Lot Total $455.90
Total
$ 50.82 - -
s;_2~.n_
$_50.82_
$_250.80 _
Lot Total$ 380.60
A. Arc Flash Rated Uniforms
Number of Number of Item Emplovees x Garment;; x Unit Price Total
1. Arc Flash Uniform Sets 75 x 11 x $ 1.35 _;setiweek s 1113."75
11. Virginia Tech question: How soon after contract award can you begin providing services9
Contractor response: Cintas is the current uniform provider, so we would continue service for these departments as normal. If any new/additional departments are added we would need to allow 5-6 weeks to install and allow time to size and prepare new garments.
12. Virginia Tech question: Since our purchasing system requires precise and accurate information, please provide the following:
Contractor response: a. Legal name of your company.
Cintas Corporation #2 b. Trade name (DBA) if different from legal name.
Same c. Taxpayer identification Number. --d. Company name and address to which Virginia Tech should mail purchase orders.
Cintas Corporation #2 PO Box 2125 Pulaski, Virginia 24301
e. Company name and address to which Virginia Tech should mail payments. Cintas Corporation PO Box 630803 Cincinnati, OH 45263
f. IRS W-9 form (Request for Taxpayer Identification Number and Certification). Provided Separately
13. Virginia Tech question: Please comment on your willingness to register and participate in the eVA internet procurement solution described in the terms and conditions of the RFP.
Contractor response: Yes, we are already registered and participating on the eV A procurement site.
14. Virginia Tech question: Do you acknowledge, agree and understand that Virginia Tech cannot guarantee a minimum amount of business if a contract is awarded to your company?
Contractor Response: Yes, we agree VT cannot guarantee a minimum amount of business
13. Virginia Tech question: Are the prices for all goods/services listed in your proposal inclusive of all applicable
eVA system transaction fees?
Contractor response: Yes. the eVA transaction fees have been taken into account and included ..
14. Virginia Tech question: Does Cintas Corporation #2 acknowledge, agree, and understand that the terms and conditions of the RFP # 0041765 shall govern the contract if a contract is awarded to your company?
Contractor response: Yes, Cintas agrees and acknowledges these terms.
15. Virginia Tech Question: Will Cintas Corporation #2 agree to comply with the following:
LICENSE TO USE VIRGINIA TECH LICENSED INDICIA: By signing and submitting this proposal, the offeror agrees that if it is awarded a purchase order/contract as a result of this solicitation, it will follow the procedures outlined by Virginia Tech's Licensing and Trademarks Administration to become a licensed vendor authorized to use Virginia Tech licensed indicia identified in the solicitation and to follow all procedures for submitting artwork for product for approval prior to producing any product with Virginia
Tech indicia. As a licensed vendor, the bidder will be required to pay the universit)·'s standard royal!)· rate for similarly licensed vendors.
More information on the licensing process and application can be found here: httn: :de.mm'! .icemin~lnfo.asn\.
Contractor Response: Yes, Cintas agrees to comply.
COMMONWEALTH OF VIRGINIA Contract Number: VTS-272-2016
ADDENDUM TO ATIACHMENT A
(SECTION 7.0 & 19)
Customer agrees to hold the Company harmless from any claims arising out of or associated with the use of the garment, mats, etc. including any claims allegedly arising from defects.
Customer bears full responsibility for selecting the fabri:s under this agreement. Customer acknowledges that Company has made no representation, warranty, or covenant with respect to the flame-resistant qualities of the fabrics or garments or with respect to the fitness or suitability of the fabrics or garments for this purpose. Customer acknowledges that numerous manufacturers market fabrics represented to be flame-resistant. Company makes no independent representation as to the flame-resistant qualities of the fabric selected by Customer as compared to other available fabrics or fabrics which may become available in the future. Customer agrees to notify all employees of Customer who will be wearing the flameresistant garments that the garments are not designed for long term high heat exposure or for use around open flames and that no representation is made as to the garment's abiiityto protect users from injury or death.
Scott Hall/Branch Manager
Name and Title
y;~.·Tech (referre.d to ~sCust,omer), // ~1·11 / )_ /'..., ~ ,' ' ''·" ,,/. By: 1.:--Z ( u / ,1 1/f' )/Jct1 <J__
5 I
· (Sigl)titure) /
Mary W. Helmick Director of Procuremenc