HomeMy WebLinkAboutStaff Report 3724
City of Palo Alto (ID # 3724)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/3/2013
City of Palo Alto Page 1
Summary Title: Approval of a 5 year contract with G&K Services for Rental
and Laundry of Work Uniforms
Title: Approval of a Five-year Contract with G&K Services for Rental/Laundry
of Work Uniforms for Various City Departments at a Cost Not to Exceed
$140,000 per Year of $700,000 for the Five-year Term
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that Council approve, and authorize the City Manager or designees to
execute, the attached contract with G&K Services in an amount not to exceed $140,000 per
year (total $700,000 for a five-year term) from June 11, 2013 to June 10, 2018 for uniform
rental and laundry services.
Background
The annual not-to-exceed amount of $140,000 per year is $15,000 less budgeted under the
prior contract. In addition, this contract has a five-year term compared to the three-year term
of the prior contract, which improves contract management efficiency by increasing the
contract life-cycle. Staff used a Request for Proposal (RFP) solicitation process to determine the
lowest responsible bidder. As part of the selection process, staff developed evaluation criteria,
using respective weights for the RFP to include such factors as qualifications of the firm, service,
performance, environmental purchasing practices, cost and fitness testing.
Discussion
The scope of work to be performed under the contract by the vendor includes the rental and
laundry of work uniforms for various City departments. Rental services should include
laundering and repairs of the uniforms. Options for rented uniforms to be cleaned by individual
employees as well as laundering of city-owned uniforms were also included. Please see Exhibit
A of the contract for the complete scope of services.
City of Palo Alto Page 2
Summary of Solicitation Process
Work Uniform Rental/Laundry Service Request for Proposal #147527
Proposed Length of Project 5 Years
Number of Proposals emailed 7
Total Days to Respond to Proposal 63 Days
Pre-Proposal Meeting Date October 4, 2012
Number of Company Attendees at Pre-
Proposal Meeting
5
Number of Proposals Received: 4
Company Name Location (City, State)
1. G& K Services Hayward, CA
2. Cintas East Palo Alto, CA
3. Aramark San Jose, CA
4. Mission Linen Supply Union City, CA Non-responsive
Range of Proposal Amounts Submitted* $87,000-$160,000
*The low figure of $87,000 represents only those items that all respondents quoted. The
$140,000 per year amount represents the expected use level.
An evaluation committee consisting of staff from Utilities, Community Services Department and
Public Works reviewed the proposals.
G&K Services was selected because they were evaluated and rated as the best at
demonstrating the ability to meet the City’s requirements for supplying all the various garments
requested. G&K Service’s written response to the RFP was clear with detailed explanations of
their in-house process with state of the art tacking systems. After evaluating each proposal on
quality of service, quality of performance, sustainability processes and cost, G&K services was
rated the highest in total for all categories.
City of Palo Alto Page 3
RESOURCE IMPACT
Funding for this contract is included in the individual department budgets. The estimated cost
per departmental operational area based on recent use is as follows:
Utilities: Water, Gas, Wastewater $29,000.00
Public Works: Facilities-Maintenance and Custodial
(General Fund) $5,400.00
Public Works: Equipment Maintenance $6,200.00
Utilities: Electric $39,000.00
Public Works: Operations (General Fund) $24,000.00
Utilities: Engineering $1,900.00
Community Services Department: Parks (General
Fund) $5,400.00
Public Works: Water Quality Control Plant $17,000.00
Utilities: Customer Service, Meter Reading $3,420.00
Total $131,300
The General Fund share of these costs is estimated at $34,800, the remaining $96,500 will be
paid from other funds. The contract price is set at a not-to-exceed $140,000 per year to allow
flexibility if an unexpected increase in use should occur. This contract does not include the
laundering of public safety uniforms, which are covered under a separate contract at an
average annual cost of $104,000. The separate public safety uniform contract was approved by
Council in May (report ID # 3689).
Attachments:
Attachment A: G & K Services Contract (PDF)