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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2013-009 Public Works Uniform Rental February 20, 2013 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Thursday, March 7, 2013 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Uniform Rental for the Public Works Department. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- CITY OF LEWISTON, MAINE PUBLIC WORKS DEPARTMENT UNIFORM RENTAL BID 2013-009 BID DATE: March 7, 2013 The City of Lewiston Public Works Department is seeking bids for the rental of uniforms for approximately eighty-six (86) employees and coveralls for approximately eighteen (18) employees. The total consists of about 83 work uniforms and about 14 dress uniforms. The factors to be considered in awarding the bid shall be cost, services provided and references. The City of Lewiston (City) reserves the right to reject any and all bids when deemed to be in the best interest of the City and to waive any minor discrepancy or technicality in the bid specifications. Bids shall be submitted to the Director of Budget/Purchasing, City Building, Lewiston, Maine 04240 until 2:00 p.m . on Thursday, March 7, 2013 and then at said office opened and read aloud. Questions on the bid shall be directed to the Public Works Department, P O Box 479, 103 Adams Avenue, Lewiston, Maine 04243-0479, Telephone # 513-3003. The length of the contract shall be for three years with a two year extension option. The following specifications shall be the minimum requirements: General Specifications: • The City will select the type, color and number of garments at the time the employees are measured and/or fit. • Provide new garments (not previously worn or existing garments). • Replace all garments as required for the length of the contract with new garments. • Measure and/or fit each employee before issuing garments. • Guarantee fit of the garments for the length of the contract. • Repair all garments as required for the length of the contract. • Identify all garments for all employees. • Pick up garments for cleaning and deliver clean garments on a weekly basis. • Garments sent for cleaning shall be inspected for defects or wear and shall be repaired or replaced before being returned. If the item(s) sent for cleaning is not returned that week, then notice shall be made to the garment user. • Provide weekly itemized invoices and bill All billing shall be through the City. • Provide garments within 45 calendar days of the contract award by the City. • Pants, after cleaning, shall be placed on a hanger protected with cardboard or with another method approved by the City. ---PAGE BREAK--- • Launder and/or dry clean garments on a weekly basis. • All garments that are cleaned shall be pressed or equivalent with no visible wrinkles. • There shall be no increase in prices for the length of the contract unless otherwise approved by the City. • Resolve any problems with garments or other requirements of the contract within 30 calendar days of written notification of the problem by the City. If the problem(s) are not resolved within the 30 calendar days of written notification, the City has the right to terminate the contract within 60 days of written notification to the Company that the contract has been terminated. • No costs will be paid by the City for the length of the contract other than those included on the bid proposal. • New employees may be added during the length of the contract at the prices on the bid proposal. • Employees who leave the City may be removed during the length of the contract at no cost to the City and shall be removed from the weekly invoice as soon as his/her uniforms are returned. • Provide tags to indicate problems with the garments and drop off lockers. • Deliver and pickup shall take place at 101 and 103 Adams Avenue, at the Solid Waste Facility on River Road and at the Recreation Department at 65 Central Avenue. • Provide the City with a list of at least ten (10) references that include name of the company, address, phone number, contact person, years of service and the number of employees served. • Provide the City with a written description of the services to be provided, a brief history of the firm and the garments to be supplied. The City reserves the right to inspect samples of the garments prior to awarding the contract. • The term of the contract shall be for three years beginning on the date of award of the contract by the City with a two year extension option. Work Uniforms: • Provide garments for about 97 employees consisting of 65% polyester and 35% cotton or 100% cotton and denim. The shirts shall be 4 ½ oz. and the pants shall be 8 1/4 oz. • Allow the departmental (divisional) color coding. • Provide emblems identifying the department (division) and employee. • Provide relaxed fit and women’s fit garments as needed. • Shirts may be long or short sleeved or a mix as determined by the employee at the time of fitting. Coveralls: • Coveralls shall be 100% cotton, long sleeved and uninsulated with Amorex (fire retardant availability). • The color shall be navy. • Coveralls shall be provided for about eighteen (18) employees. Dress Uniforms: • Shirts shall be a classic oxford consisting of a blend with a minimum of 60% cotton and maximum of 40% polyester. The classic oxford shirts shall be long sleeved or short sleeved as noted on the proposal form and/or a polo shirt consisting of a blend of 50% cotton and 50% polyester or 100% cotton. Colors shall be selected by the employee at the time of the fitting from the vendor’s available stock. ---PAGE BREAK--- • Pants shall be selected from 100% cotton, a breathable/brushed pant with a minimum of 35% cotton and a maximum of 65% polyester and a wool blend. Colors shall be selected by the employee at the time of the fitting from the vendor’s available stock. The type of pants, either pleated or plain, shall be selected at the time of fitting. • Provide relaxed fit and women’s fit garments as needed. • About eleven (11) employees will be provided with dress uniforms. ---PAGE BREAK--- CITY OF LEWISTON, MAINE PUBLIC WORKS DEPARTMENT UNIFORM RENTAL BID 2013-009 BID DATE: March 7, 2013 PROPOSAL FORM WORK UNIFORMS: Item # Garment Type # Aver. Wkly. Cleaning Price/week /Employee 1 Shirts 65/35 11 5 $ 2 Shirts 100% cotton 9 4 $ 11 5 $ 3 Dark navy denim pant (carpenter) extra tool pocket on left leg - preferably Dickies relaxed fit or comparable 11 5 $ 4 Dark navy denim pant heavy duty brass zipper and rugged triple needle stitching - preferably Wrangler or comparable 11 5 $ 5 Pants 65/35 11 5 $ 6 Pants 100% cotton 9 4 $ 11 5 $ COVERALLS: Item # Garment Type # Aver. Wkly. Cleaning Price/week /Employee 7 Coveralls 100% cotton 2 1 $ 8 Coverall fire retardant 2 1 $ ---PAGE BREAK--- DRESS UNIFORMS: Item # Garment Type # Aver. Wkly. Cleaning Price/week /Employee 9 Classic Oxford Shirts 60/40 Long Sleeve/Short Sleeve 7/7 5 $ 9/9 5 $ 11/11 5 $ 10 Pants 100% cotton 5 2 $ 7 3 $ 9 4 $ 11 5 $ 11 Pants 65/35 Breathable/Brushed 5 2 $ 7 3 $ 9 4 $ 11 5 $ 12 Pants Wool Blend 5 2 $ 7 3 $ 9 4 $ 11 5 $ 13 Polo Shirts 100% cotton 5 2 $ 7 3 $ 9 4 $ 11 5 $ 14 Polo Shirts 50/50 5 2 $ 7 3 $ 9 4 $ 11 5 $ JACKETS: Item # Garment Type # Aver. Wkly. Cleaning Price/week /Employee 15 Eisenhower Jacket 2 1 $ ---PAGE BREAK--- EMBLEMS FOR WORK UNIFORMS: Item # Type Price 16 $ $ $ $ $ IF BIDDER TAKES EXCEPTIONS TO THESE SPECIFICATIONS, OR HAS ADDITIONAL COSTS, HE/SHE IS TO LIST THEM IN DETAIL ON THIS SHEET AND NOT IN SEPARATE CORRESPONDENCE; OTHERWISE , STRICT COMPLIANCE WILL BE MANDATORY. A LIST OF REFERENCES, SERVICES PROVIDED, FIRM HISTORY AND INFORMATION ON THE GARMENT SHALL BE ATTACHED. TO RECEIVE CONSIDERATION, THE BIDDER MUST ENCLOSE ALL OF THE INFORMATION TO PROPERLY EVALUATE HIS/HER BID. FIRM SIGNED BY NAME & TITLE (printed or typed) ADDRESS TELEPHONE # E-MAIL ADDRESS FAX # DATE