HomeMy WebLinkAboutStaff Report 2311-2225CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Tuesday, June 18, 2024
Council Chambers & Hybrid
4:00 PM
Agenda Item
5.Approval of General Services Contract Number C25188309 with Cintas Corporation in the
Amount of $2,124,293 to Provide for Rental and Laundering of Work Uniforms and
Miscellaneous Items for a Period of Five Years; CEQA Status – Not a Project. Consent
Questions
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Administrative Services
Meeting Date: June 18, 2024
Report #:2311-2225
TITLE
Approval of General Services Contract Number C25188309 with Cintas Corporation in the Amount of
$2,124,293 to Provide for Rental and Laundering of Work Uniforms and Miscellaneous Items for a Period
of Five Years; CEQA Status – Not a Project.
RECOMMENDATION
Staff recommends that Council:
1. Approve and authorize the City Manager or designee to execute Contract Number
C25188309 with Cintas Corporation, utilizing the Omnia Cooperative Agreement for the
rental and laundering of uniforms and other miscellaneous items for the Community
Services, Public Works and Utilities Departments for a total not-to-exceed the amount of
$1,770,244 over a 5-year term; and
2.Authorize the City Manager or their designee to negotiate and execute an Amendment
for Additional Services in the amount of Twenty Percent (20%) through the term of the 5-
year-contract, the total value not-to-exceed $354,049. The 20% for additional services is
recommended to allow for additional uniforms for incoming staff and for replacements
of worn-out uniforms.
BACKGROUND
The Public Works, Utilities and Community Services Departments require all field staff to wear
City issued uniforms, coveralls or shop coats per the labor agreement. Uniforms provide City
identification of workers in the field and provide safety to field personnel and other personnel
where specialized clothing is required such as lab technicians, utilities installers, and line
person/cable splicers. These services include the rental and laundering of work uniforms and
other laundered items such as heavy traffic floor mats, bath towels and cleaning towels. The
heavy traffic floor mats are used at the entry and exit of doors where there is high traffic such as
the Water Quality Control Plant. The bath towels are used when staff use City facility showers
where required by job demands such as at the Water Quality Control Plant. The shop towels are
used to clean equipment and used by staff such as mechanics. Uniforms are for field operations
staff, parks maintenance, mechanics, meter readers and facilities staff. The full list of 103 position
classifications required to be provided a uniform is listed in the Memorandum of Agreement1.
There are 239 staff members in the City that are currently wearing uniforms through this
agreement.
ANALYSIS
The Community Services, Public Works and Utilities Departments rent and have laundered their
uniforms and other miscellaneous items such as mats and towels. Pricing for services provided
by Cintas has been under a Cooperative Pricing Agreement2 with Omnia Partners. Each individual
department issues blanket purchase orders for a not-to-exceed amount per their needs at the
beginning of every fiscal year. These blanket purchases are effective July 1 through June 30 of
every Fiscal Year, which cost $323,722 in FY 2024. This new agreement will place all department
orders under the same master contract rather than separate blanket purchase orders at a cost
of $354,048 per year on average, after CPI adjustments to pricing. The cost in FY 2025 is
increasing by 3% over FY 2024 for an amount of $333,433. The average cost per uniformed staff
is approximately $1,400 per year under the new agreement. Establishing a master agreement
will consolidate separate blanket purchase orders for each department each year, which
improves administrative efficiency and enhances contract management. In addition, the term of
the master agreement with Cintas ensures competitive pricing for five years.
Solicitation Process:
Staff across these departments spent significant preparatory time evaluating uniform needs,
mending and return services quality, and the quality and reliability of the goods. After this
evaluation, staff ensured a review of price comparison to ensure value for the goods and services,
and as a result staff recommends continuing service with Cintas.
Pursuant to the Palo Alto Municipal code 2.30.360(j), the City may take advantage of cooperative
purchasing agreements provided: (i) the services are solicited using methods substantially similar
to those required under the Municipal Code, as determined by the Procurement Officer; and (ii)
the contract is consistent with the requirements under the Municipal Code. Purchasing
cooperative organizations such as Omnia Partners (the City is a member of this co-operative)
offer competitively priced contracts for goods and services, streamlines the time associated with
completing a request for proposals process, and assures competitive pricing. The Cintas
Corporation contract is part of the Omnia partners cooperative purchasing bid. The City will
receive the national discounted rates for uniforms and miscellaneous items based on the bid
awarded to Cintas Corporation through the Omnia Partners competitive bid process. Omnia
1 Memorandum of Agreement for SEIU, 2023(see page 29 of 79)
https://www.cityofpaloalto.org/files/assets/public/v/1/human-resources/labor-relations/seiu/seiu_521_moa_23-
24.pdf
2 Cooperative Omnia Cintas Agreement
https://www.omniapartners.com/suppliers/cintas/public-sector/contract-documents#c3241
Contract No. R-BB-1 90023. Staff reviewed each line item with the vendor and confirmed with
each division contact the desired type, style, and sizes were in alignment with the needs of their
services and staff requirements. Staff intends to survey the market for uniform services quality
and price prior to the end of this term.
The discounted rates as shown in Attachment A cover the range of uniforms and the
miscellaneous items used at the City. For each piece of uniform item listed there is a rate applied
to the quantity. This rate is used to calculate the weekly fee for all uniforms. The other
miscellaneous items are rented on a weekly or bi-weekly frequency.
This contract does not cover uniforms for public safety personnel and City Park Rangers, which
are covered under the Summit Uniforms, LLC contract no. C24188120 as approved by Council
Staff Report No. 2401-25454.
FISCAL/RESOURCE IMPACT
The not-to-exceed cost of this contract is $1,770,244 through the five-year term. The cost will be
split across three departments: Community Services, Public Works, and Utilities. The department
allocations are as follows: Community Services Department $46,481; Utilities $1,071,672; Public
Works $652,091 and funding is allocated based on where the positions using the uniforms are
budgeted. The Additional Services of $354,049 will be funded by the departments as needed.
Funding is available in the FY 2025 Proposed Budget for this contract pending Council approval
scheduled for June 17, 2024. Future year funding is subject to the annual budget process and
adoption by Council.
STAKEHOLDER ENGAGEMENT
Purchasing has coordinated with key staff from departments whose operations will be dependent
on the services. Departments provided feedback that helped shape the service delivered.
ENVIRONMENTAL REVIEW
This activity is not a project under California Environmental Quality Act (CEQA) as defined in CEQA
Guidelines, section 15378, because it has no potential for resulting in either a direct or reasonably
foreseeable indirect physical change in the environment.
3 Omnia Contract No. R-BB-19002
https://www.omniapartners.com/suppliers/cintas/public-sector/contract-documents#c3241
4 Summit Uniforms, LLC for Public Safety Personnel Uniforms, Contract # C24188120;
https://cityofpaloalto.primegov.com/meetings/ItemWithTemplateType?id=4166&meetingTemplateType=2&comp
iledMeetingDocumentId=9079
ATTACHMENTS
Attachment A: Omnia Rental Acceptance Agreement
Attachment B: Cintas Pricing Sheet
APPROVED BY:
Lauren Lai, Administrative Services Director
Cintas Representative Initials: Customer Initials: Page 1 of 5
Rev. 8.1.23
Facilities Solutions Agreement
Location #:
Contract #:
Customer #:
Main Corporate Code ➞ New CC 13218 GPO: 210321258 MLA: 210582673 Date:
Customer/Participating Agency: Phone:
Address: City: State: Zip:
UNIFORM PRODUCT RENTAL PRICING:
FACILITY SERVICES PRODUCT PRICING:
ITEM #DESCRIPTION RENTAL FREQ.INVENTORY UNIT PRICE
Automatic Lost Replacement Charge Item:% of inventory $ ea
Automatic Lost Replacement Charge Item:% of inventory $ ea
This agreement is effective as of the date of execution for a term of 60 months from the date of installation or renewal.
Standard Name Emblem $ ea Standard Agency Emblem $ ea
Custom Agency Emblem $ ea Embroidery $ ea
Uniform Advantage Item:$ ea per week
Premium Uniform Advantage Item:$ ea per week
Emblem Advantage Item:$ ea per week
Prep Advantage Item:$ ea per week
Minimum Charge $35 per delivery
Make-up Charge $ per garment
Non-Standard/Special Cut Garment (i.e., non-standard, non-stocked unusually small or large sizes, unusually short or long sleeve or length, etc.) premium $ per garment
Seasonal Sleeve Change $ per garment
Under no circumstances will the Company accept textiles bearing free liquid. Shop towels may not be used to clean up oil or solvent spills.
Artwork Charge for Logo Mat $
Payment Terms: 2% Discount Net 15, Standard terms are Net 30
Size Change Customer agrees to have employees measured by a Cintas representative using garment “size samples”. A charge of $ per garment will be assessed for employee’s size changed within 4 weeks of installation.
Other
CHECKBOX INITIALS DATE
Initial and check box if Unilease. All Garments will be cleaned by customer.
Initial and check box if receiving Linen Service. Company will take periodic physical inventories of items in possession or under control.
Initial and check box if receiving direct embroidery. If service is discontinued for any employee or Customer deletes any of the garments direct embroidery for any reason, or terminates this agreement for any reason or fails to renew this agreement, Customer will purchase all direct embroidered garments at the time they are removed from service at the then current replacement values.
Space for additional entries provided on page 4
Space for additional entries provided on page 4
ITEM #DESCRIPTION STANDARD ITEM UNIT PRICE
Yes No Yes No Yes No Yes No Yes No Yes No
Ranier
Adao
Digitally signed by Ranier Adao Date: 2024.03.06
11:12:08 -08'00'
1.375
1.810
1.810
N/A
N/A
5.00
X2160 6.00 0.48
X2720 1.11 4.95
0464
210535235
MULTIPLE
CITY OF PALO ALTO (650) 329-2100
250 HAMILTON AVENUE PALO ALTO CA 94301
0.12
0.16
0.08
0.06
0.172
SEE ADDENDUM A
SEE ADDENDUM A
Cintas Representative Initials: Customer Initials: Page 2 of 5
Rev. 8.1.23
OMNIA PARTICIPATING PUBLIC AGENCIES TERMS
SUPPLIER GENERAL SERVICE TERMS SECTION
1. Participating Public Agencies: Supplier agrees to extend the same terms, covenants agreed to under the Master Agreement with Lead Public Agency Prince William County Public Schools to other government agencies (“Participating Public Agencies”) that, in their discretion, desire to access the Master Agreement in accordance with all terms and conditions contained herein or attached hereto. Each participating Public Agency will be exclusively responsible and deal directly with Supplier on matters relating to length of agreement, ordering, delivery, inspection, acceptance, invoicing, and payment for products and services in accordance with the terms and conditions of the Master Agreement. Any disputes between a Participating Public Agency and Supplier will be resolved directly between them in accordance with and governed by the laws of the State in which the Participating Public Agency exists.
2. Master Agreement available at https://www.omniapartners.com/publicsector
3. Prices. Customer agrees to rent from Company, and Company agrees to provide to Customer, the Merchandise, inventory and services described on Exhibit A, “Merchandise & Pricing” at the prices set forth in Exhibit A. There will be a minimum charge of thirty-five dollars ($35.00) per week for each Customer location required to purchase its rental services from Company as set forth in this Agreement.
4. Buyback of Non-Standard Garments. Customer has ordered from Company a garment rental service requiring garments that may not be standard to Company’s normal rental product line or include direct embroidery or an unusual emblem placement. Non-Standard items will also include standard garments that have been embroidered. Those non-standard products will be designated as such under Garment Description in the Uniform Product Rental Pricing Chart(s). In the event the Customer deletes a non-standard product, alters the design of the non-standard product, fails to renew the Agreement, or terminates the Agreement in whole or in part for any reason, the Customer agrees to buy back all remaining non-standard products allocated to Customer that the Company has in service and out of service at the then current Loss/Damage Replacement Values.
5. Logo Mats. In the event that Customer decides to delete any mat bearing the Customer’s logo (Logo Mat) from the rental program, changes the design of the Logo Mats, terminates this agreement for any reason or fails to renew this Agreement, the Customer will purchase at the time of deletion, design change or termination, all remaining Logo mats that the Company has in service and out of service held in inventory at the then current Loss/Damage Replacement Value.
6. Adding Employees. Additional employees and Merchandise may be added to this Agreement at any time upon written or oral request by the Customer to the Company. Any such additional employees or Merchandise shall automatically become a part of and subject to the terms of this Agreement. If such employees are employed at a Customer location that is then participating under this Agreement, the Customer shall pay Company the one time preparation fee indicated on Exhibit A. Customer shall not pay Company any one time preparation fee for garments for employees included in the initial installation of a Customer location. There will be a one-time charge for name and/or company emblems when employees are added to the program in garments requiring emblems.
7. Emblem Guarantee. Customer has requested that Company supply emblems designed exclusively for Customer featuring Customer’s logo or other specific identification (hereinafter “Customer Emblems”). Company will maintain a sufficient quantity of Customer Emblems in inventory to provide for Customer’s needs and maintain a low cost per emblem through quantity purchases.
8. FRC Warranty. Customer agrees it bears sole responsibility for selecting the flame resistant clothing and fabrics (“FRC”) under this Agreement determining whether such items are appropriate for use by its employees and agents in their applicable work environment(s). CUSTOMER ACKNOWLEDGES THAT COMPANY HAS MADE NO REPRESENTATION, WARRANTY, OR COVENANT WITH RESPECT TO THE FLAME-RESISTANT QUALITIES OR OTHER CHARACTERISTICS OF THE FRC OR WITH RESPECT TO THEIR FITNESS OR SUITABILITY FOR THIS OR ANY OTHER PURPOSE. COMPANY MAKES NO REPRESENTATION WHETHER THE FRC CONSTITUTES APPROPRIATE PERSONAL PROTECTIVE EQUIPMENT FOR THE ENVIRONMENT(S) TO WHICH CUSTOMER’S EMPLOYEES OR AGENTS MAY BE EXPOSED OR AS TO THE FRC’S ABILITY TO PROTECT USERS FROM INJURY OR DEATH. Customer agrees to notify all employees and other agents of Customer who may wear or will be wearing the FRC that it is not designed for substantial heat exposure or for use around open flames. Customer acknowledges that compliance with any and all OSHA or other similar regulations or requirements relating to personal protective equipment is the sole responsibility of Customer. Further, Customer releases Company from any and all liability that results or may result from the use of the garments, including but not limited to any alleged failure of the FRC to function as flame-resistant or provide protection against fire and/or heat. Customer hereby agrees to defend, indemnify and hold harmless Company from any claims and damages arising out of or associated with this Agreement or resulting from Customer’s or its employees’ use of the FRC.
9. High Visibility Garments. For high visibility garments, Customer bears sole responsibility for: (a) determining the level of visibility needed by wearers of the garments for their specific work conditions or uses: (b) identifying and selecting which garments meet the required level of visibility for any particular work conditions or uses; and (c) determining when garments require repair or replacement to meet the required level of visibility. If garment needs to be replaced outside of normal wear and tear, the customer will be charged the then current replacement value. Customer acknowledges and understands that the garments alone do not ensure visibility of the wearer. Customer further acknowledges that Company is relying upon Customer to determine whether any garments need repair or replacement to maintain the required level of visibility. Company represents only that the garments supplied satisfy certain ANSIIISEA standards to the extent the garments are so labeled. Customer acknowledges that Company has made no other representations, covenants or warranties whether express or implied, related to the garments.
10. In the event Customer decides to discontinue the use of Customer Emblems, changes the design of the Customer Emblems, terminates this Agreement for any reason or fails to renew this Agreement, the Customer will purchase at the time of deletion, design change, termination or expiration, all remaining Customer Emblems that the Company allocated to Customer at the price indicated on Exhibit A of this Agreement. In no event shall the number of Customer Emblems allocated to Customer exceed the greater of (a) twelve (12) months’ volume for each unique Customer Emblem or (b) a quantity agreed to by Company and Customer and noted on Exhibit A.
11. Terminating Employees. Subject to the provisions of this Agreement, the weekly rental charge attributable to any individual leaving the employ of the Customer, or on a temporary leave of absence of three (3) weeks or more, shall be terminated upon oral or written notice by the Customer to the Company but only after all garments issued to that individual, or value of same at the then current Loss/Damage Replacement Values, are returned to Company.
12. Replacement. In the event any Merchandise is lost, stolen or is not returned to Company, or is destroyed or damaged by fire, welding damage, acid, paint, ink, chemicals, neglect or otherwise, the Customer agrees to pay for said Merchandise at the then current Loss/Damage Replacement Values.
13. Indemnification. To the fullest extent permitted by law, Company agrees to defend, indemnify, pay on behalf of and save harmless the Participating Public Agency, its elected and appointed officials, agents, employees and authorized volunteers against any and all claims, ility, demands, suits or loss, including reasonable attorneys’ fees and all other costs connected therewith, arising out of or connected to the services provided by Company under this Contract, but only to the extent of Company’s negligence.
14. Additional Items. Additional customer employees, products and services may be added to this agreement and shall automatically become a part of and subject to the terms hereof and all of its provisions. If this agreement is terminated early for convenience, the parties agree that the damages sustained by Company will be substantial and difficult to ascertain. Therefore, if this agreement is terminated by Customer prior to the applicable expiration date for any reason other than documented quality of service reasons which are not cured, or terminated by Company for non-payment by Customer at any time Customer will pay to Company, as termination charges and not as a penalty based upon the following schedule:
- If this agreement is cancelled for convenience in the first twelve months of the term, Customer shall pay as termination charges equal to 50 weeks of rental service.
- If this agreement is cancelled for convenience in months thirteen (13) through eighteen (18) of the term, Customer shall pay as termination charges equal to 36 weeks of rental service.
- If this agreement is cancelled for convenience in months nineteen (19) through twenty-four (24) of the term, Customer shall pay as termination charges equal to 23 weeks of rental service.
- If this agreement is cancelled for convenience after 24 months of service, Customer shall pay as termination charges of 10 weeks of rental service.
- Customer shall also be responsible to return all of the Merchandise allocated to such Customer locations terminating this Agreement at the then current Loss/Damage Replacement Values and for any unpaid charges on Customer’s account prior to termination.
15. I authorize Cintas to verify my credit on Credit.net and/or by contacting the parties provided. I am authorized to sign on behalf of this company. In addition, I authorize Cintas to open a new account on behalf of the company and deliver the products or services listed above at the agreed upon pricing and delivery terms.
16. Prevailing Wage/Living Wage Customer represents and warrants that this agreement is not subject to laws pertaining to prevailing wages, living wages, or other wage and/or benefit requirements established by law (“Wage Statutes”). Customer agrees and acknowledges that it will not attempt to enforce any Wage Statuses in relation to this agreement and Customer hereby waives and releases Cintas from any and all fines, penalties, interest, or other costs, expenses, or charges of any type imposed by any federal, state, or local authority in relation to Cintas’s failure to satisfy any such Wage Statute in relation to agreement.
Cintas Location #: Customer Signature:
By: Print Name:
Title: Print Title:
Accepted-GM: Email:
Cintas Enterprise Account Yes No Customer Contact:
Cintas MAM Partners: Customer Contact Email:
0464
RANIER ADAO
KEY ACCOUNT MANAGER
AMANDA SMITH
4
Ranier
Adao
Digitally signed by Ranier Adao Date: 2024.03.06
11:15:45 -08'00'
Cintas Representative Initials: Customer Initials: Page 3 of 5
Rev. 8.1.23
Accounts Payable Contact
Billing Information
How should the Business Name read on the invoice?
Do you have other sites/locations within your company that are set up for billing with Cintas? YES NO UNSURE
Are you Tax Exempt? YES NO If Yes, where can I get a copy of your tax-exempt form?
Account Payable Contact Name:
Account Payable Contact Phone #:
Account Payable Email:
Payer Street Address:
City: ST/PROV: ZIP/PC:
We will use the Payer address above as the address that is used for credit reference/credit check if it is different from service address.
Same as Payer OR Same as Sold-To OR Portal/Third Party
Bill-To Street Address:
City: ST/PROV: ZIP/PC:
Invoice Delivery (choose one): Leave at Site and Email Email Only Physically Mail Leave at site after service
Do invoices require a purchase order? YES NO If yes, please provide PO#
Will the same PO need to appear on each invoice? YES NO Is there an expiration date?
Check
ACH/EFT - We will have our ACH/EFT team contact the AP contact above with ACH/EFT payment details
Credit Card - We will have our Payment Center contact the AP Contact above for credit card details
Unless noted below, your AP contact above will be automatically registered to manage your Cintas account online with myCintas
Billing. myCintas allows you to conveniently access your account anytime using your computer, tablet, or mobile device!
PAYER INFORMATION: This section covers the address where the person who pays the bills is and their contact information.
BILL-TO INFORMATION: This section covers where the bill will be mailed/sent to.
PAYMENT TERMS: 2% Discount Net 15, Standard terms are Net 30
WE CAN CUSTOMIZE HOW YOU RECEIVE YOUR BILL FOR PAYMENT PROCESSING
PAYMENT OPTIONS
4
CITY OF PALO ALTO
VARIES PER SOLD TO
VARIES PER SOLD TO
VARIES PER SOLD TO
250 HAMILTON AVENUE
PALO ALTO CA 94301-2531
250 HAMILTON AVENUE
PALO ALTO CA 94301-2531
VARIES PER SOLD TO
4
4
4
4
VARIES PER SOLD TO
Ranier
Adao
Digitally signed by Ranier Adao Date: 2024.03.06
11:16:14 -08'00'
Cintas Representative Initials: Customer Initials: Page 4 of 5
Rev. 8.1.23
UNIFORM PRODUCT RENTAL PRICING (cont.):
FACILITY SERVICES PRODUCT PRICING (cont.):
ITEM #DESCRIPTION RENTAL FREQ.INVENTORY UNIT PRICE
Continued from page 1
Continued from page 1
ITEM #DESCRIPTION STANDARD ITEM UNIT PRICE
Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No
Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No
Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No Yes No
Ranier
Adao
Digitally signed by Ranier Adao Date: 2024.03.06
11:16:32 -08'00'
SEE ADDENDUM A
SEE ADDENDUM A
Cintas Representative Initials: Customer Initials: Page 5 of 5
Rev. 8.1.23
LOCATION LISTING
Ranier
Adao
Digitally signed by Ranier Adao Date: 2024.03.06
11:16:48 -08'00'
CITY OF PALO ALTO FACILITIES
250 HAMILTON AVE
PALO ALTO CA 94301-2531
CITY OF PALO ALTO METER
250 HAMILTON AVE
PALO ALTO CA 94301-2531
CITY OF PALO ALTO WQCP
2501 EMBARCADERO WAY
PALO ALTO CA 94303-3326
CITY OF PALO ALTO UTILITIES
1007 ELWELL CT
PALO ALTO CA 94303-3326
CITY OF PALO ALTO PARK & REC
3201 E BAYSHORE RD
PALO ALTO CA 94303-3326
CITY OF PALO ALTO PUBLIC
3201 E BAYSHORE RD PALO ALTO CA 94303-3213
PALO ALTO CA 94303-3326
CITY OF PALO ALTO STREET SWEEPERS
3201 E BAYSHORE RD PALO ALTO CA 94303-3213
PALO ALTO CA 94303-3326
CITY OF PALO ALTO PW EQUIPMENT
3201 E BAYSHORE RD PALO ALTO CA 94303-3213
PALO ALTO CA 94303-3326
CITY OF PALO ALTO UTIL ELECTRICIANS
3201 E BAYSHORE RD PALO ALTO CA 94303-3213
PALO ALTO CA 94303-3326
CITY OF PALO ALTO UTIL WELDERS
3201 E BAYSHORE RD
PALO ALTO CA 94303-3213
CITY OF PALO ALTO
PALO ALTO CA 94303-3326
1 of 2
Addendum A
Location #: 0464
Contract # 210535235
Main Corporate Code ➞ New CC 13218 GPO: 210321258 MLA: 210582673 Customer/Participating Agency: CITY OF PALO ALTO
UNIFORM PRODUCT RENTAL PRICING 2024:
ITEM # DESCRIPTION UNIT PRICE
X20476 VEST/HI VIS/FR/SAFETY/YELLOW $ 1.224
X23390 WOMENS PANT STRETCH $ 0.376
X270 CARGO PANT $ 0.309
X271 WOMENS SHIRT NO PKT $ 0.428
X280 FR CARHARTT JEAN $ 0.590
X290 CARHARTT FR CARPENTR $ 0.389
X294 CARHARTT FR WORK SH $ 0.402
X330 COTTON WORK SHIRT $ 0.227
X340 COTTON WORK PANTS $ 0.239
X361 JCKT/INNER/WTRPRF/NV $ 1.960
X370 CARGO SHORTS $ 0.473
X381 CARHARTT 5 PKT JN $ 0.376
X382 CARHARTT CARP JN $ 0.376
X390 WOMENS PANT SUSAN $ 0.643
X391 CARHARTT FR CVRL $ 0.740
X394 CINTAS DENIM JEAN $ 0.376
X59294 CARHARTT FR WORK SH $ 1.817
X59925 LAB COAT/POPLIN $ 0.268
X60694 FR CTN/BLEND WORK SH $ 0.402
X61324 DENIM JEAN FR $ 0.564
X65777 FR JK 9.5OZ 88C/12N $ 2.017
X65858 88/12 JACKET LINER $ 2.017
X677 PERMA LINED JKT $ 0.469
X71692 WORKSHIRT $ 0.340
X74634 FR FULL SWING JACKET $ 4.573
X76006 CARPENTER JEAN RK $ 0.376
X76008 88/12 FR COVERALL $ 0.740
X76011 DICKIES CARGO SHORT7 $ 0.362
X76027 F STRETCH INDST PANT $ 0.165
X76227 HI VIS VEST $ 0.248
X76465 CVRLL HIVIS LS ANSI $ 1.412
X894 DENIM JEAN $ 0.376
X910 COTTON COVERALLS $ 0.430
X912 COVERALL $ 0.363
X935 COMFORT SHIRT $ 0.201
X945 COMFORT PANT $ 0.214
X970 HIP LENGTH JKT $ 0.483
2 of 2
Addendum A
Location #: 0464
Contract # 210535235
Main Corporate Code ➞ New CC 13218 GPO: 210321258 MLA: 210582673 Customer/Participating Agency: CITY OF PALO ALTO
FACILITY SERVICES PRODUCT PRICING 2024:
ITEM # DESCRIPTION RENTAL FREQ. INVENTORY UNIT PRICE
X10184 3X5 ACTIVE SCRAPER WEEKLY ANY $ 2.690
X10184 3X5 ACTIVE SCRAPER BIWEEKLY ANY $ 4.037
X10196 3X5 TRAFFIC MAT WEEKLY ANY $ 2.690
X10197 4X6 TRAFFIC MAT BIWEEKLY ANY $ 4.037
X10197 4X6 TRAFFIC MAT WEEKLY ANY $ 2.690
X10198 3X10 TRAFFIC MAT WEEKLY ANY $ 4.037
X10202 3X10 XTRAC MAT ONYX WEEKLY ANY $ 10.348
X1405 HAND SANITIZER SVC WEEKLY ANY $ 5.500
X1919 2X3 WELLNESS AF MAT ONYX BIWEEKLY ANY $ 2.700
X1919 2X3 WELLNESS AF MAT ONYX WEEKLY ANY $ 1.960
X2160 SM SHOP TWL-RED WEEKLY ANY $ 0.080
X2173 GLASS TOWEL-RED WEEKLY ANY $ 0.214
X2477 3X5 SCRAPER MAT WEEKLY ANY $ 1.345
X2477 3X5 SCRAPER MAT BIWEEKLY ANY $ 2.690
X2720 BATH TOWEL-WHITE WEEKLY ANY $ 0.295
X6273 LOCKER STAND WEEKLY ANY $ -
X8000 LOCKER 8 COMP HANGER WEEKLY ANY $ -
X8071 SIG SANT ALC FM RFL BIWEEKLY ANY $ -
X8072 SIG SANT SVC BIWEEKLY ANY $ 6.000
X84030 3X10 GRAY MAT BIWEEKLY ANY $ 2.422
X84030 3X10 GRAY MAT WEEKLY ANY $ 2.422
X84302 3X5 SAFETY MAT WEEKLY ANY $ 4.037
X84330 3X5 GRAY MAT WEEKLY ANY $ 1.613
X84330 3X5 GRAY MAT BIWEEKLY ANY $ 1.613
X84430 4X6 GRAY MAT BIWEEKLY ANY $ 2.613
X84430 4X6 GRAY MAT WEEKLY ANY $ 2.017
X84430 4X6 GRAY MAT BIWEEKLY ANY $ 2.017
X9326 800 ABFOAM SOAP SVC WEEKLY ANY $ 5.880
X9327 800 ABFOAM SOAP REFILL MONTHLY ANY $ -
X9982 AUTO SOAP DISP - WH WEEKLY ANY $ 0.653
Dear Mayor and Council Members,
On behalf of City Manager Ed Shikada, please see staff responses below for questions from Council
Member Tanaka on the Monday, June 17 Council Meeting and Tuesday, June 18 Council Meeting.
Monday, June 17th Council Meeting Questions
Item 15: Approval of a Funding Agreement with Federal Railroad Administration to Receive
$6 Million for the Preliminary Engineering and Environmental Documentation Phase for the
Grade Separation Projects at Churchill Avenue, Meadow Drive, and Charleston Road
crossings. CEQA status – statutorily exempt per CEQA section 15262; this funding agreement
will partially fund CEQA/NEPA review of the grade separation projects.
1. Given the projected total expenditure of over $500 million, what specific measures are in place to
secure the remaining funding beyond the initial $20 million? Please outline the timeline and plan
for managing financial risks, including potential cost overruns, and how the city will ensure
transparency and accountability in fund management.
Staff response: The city plans to secure additional funding for future phases through continuous
grant applications, phased funding, partnerships with VTA and PCJPB, and budget appropriations.
The timeline for this funding agreement includes phased completion by June 2027 with regular
updates to the Rail Committee and City Council.
2. What analyses of alternative solutions to grade separation, such as advanced traffic management
systems or improved public transportation, have been conducted? Please provide detailed
findings and comparative data, including the criteria and metrics used to determine that grade
separation is the most viable solution. What were the key limitations or drawbacks of these
alternatives?
Staff response: Several years of work and analyses have been conducted and details can be found
on connectingpaloalto.com.
3. With reliance on $14 million from Measure B funding, what contingency plans are in place should
these funds be delayed or insufficient? How can the city avoid reallocating budgets from other
critical services and projects? Additionally, what analyses have been done to assess the long-term
impact on the city's overall budget and resource allocation, and how will the city ensure minimal
disruption to essential services?
Staff response: The $14 million from Measure B funding is already programmed into the VTA budget
and $6 million in FRA funding is already committed and awarded. Contingency plans include seeking
additional grants and phased implementation.
Item 19: Authorization for the City Manager or Designee to Negotiate and Execute a Line
of Credit totaling $31 Million to Address Regional Wastewater Treatment Fund Cashflow
as Recommended by the Finance Committee; CEQA Status – Not a Project
1. While the $31 million line of credit addresses immediate cash flow issues, what are our long-
term strategies to resolve the underlying financial problems causing these shortfalls? What
strategies can ensure sustainable financial health?
Staff response: The long-term strategy will be to continue using the low-interest rate State
Revolving Fund to the greatest extent possible and leverage secondary financing when cash flow
is required. Ongoing monitoring, project and fiscal planning, and stakeholder engagement
enable the development of strategies for sustainable fiscal health.
2. How does this line of credit fit into Palo Alto's overall long-term financial strategy? What plans are in place to prevent similar cash flow issues in the future, and how will this LOC impact our
financial sustainability over the next decade?
Staff response: This LOC enables the Wastewater Treatment Enterprise Fund to leverage SRF
funding, continue critical capital repairs and improvements and collaborate with partner
agencies while avoiding impacts upon the City’s treasury. As a part of the 5-year CIP planning,
staff works with various State program(s) and our fiscal advisor in concert with the Finance
Committee and Council to develop long-term financial strategies.
3. Considering our existing debt obligations, what are the projections for how this additional $31
million line of credit will affect our future borrowing terms and costs? Can you provide a
comparative analysis of borrowing scenarios with and without the LOC, and explain how we
plan to justify these costs to our constituents?
Staff response: The LOC debt service is around one percent or less of the Wastewater
Treatment Enterprise Fund annual operating budget and is not anticipated to impact the
borrowing capacity of the Wastewater Treatment Fund. The comparative scenario is to not
issue the $31 million LOC and instead leverage the City’s treasury, which is not in the best
interest of the City and does not align with the partner agency collaborations for this regional
utility enterprise. Costs will be covered by the City and respective partner agencies for the
purpose of financing utility project repairs and improvements.
Item 25: Approval of a Professional Services Contract Number C24188127 with
Telecommunications Engineering Associates (TEA) in an Amount Not to Exceed $834,882
for Public Safety Radio Network Maintenance and Construction for a Period of Five (5)
Years; CEQA Status: Not a Project
1. Given the critical importance of communication systems for the Police and Fire Departments,
elaborate on the stakeholder engagement process undertaken. What detailed feedback was
gathered from these departments regarding their satisfaction with TEA’s past services, and
how did this influence the decision to renew the contract?
Staff response: The primary stakeholders for this contract are technical staff in Public Safety
departments and Public Works. Meetings were conducted with the stakeholders and feedback
was gathered by staff that work with the vendor. The feedback was one input used to evaluate
the suitability of the vendor selected for the projects.
Item 27: Approval of: (1) Contract No. C24187724 with LensLock, Inc (Lenslock) for
replacement of the police public contact audio/video system for a five (5) year term in an
amount not to exceed $1,128,225; and (2) Police Audio/Video Technology Surveillance Use
Policy; CEQA status – categorically exempt
1. Given the expenditure of $1,128,225, what specific technological improvements does this
system offer over our current equipment? How will these enhancements directly impact the
quality and reliability of police-public interactions in measurable terms? Without explicit data,
what assurances can we offer regarding the tangible benefits justifying this expenditure?
Staff response: Due to extenuating circumstances, the report from staff to the City Council and
public is being released on Thursday, June 13, 2024. As outlined in the report, the current
technology is at the end of its useful and supported life and replacement is necessary. This new
equipment ensures continued operable and supported equipment for daily business of police
officers. Audio and video equipment is used for officer safety, liability and internal control,
training and education, and transparency and community trust providing reliable police-public
interaction recordings. Recordings are used to support investigations, prevent misconduct, and
in limited instances corrective behavior as necessary including administrative reviews such as
those evaluated by the Council’s Independent Police Auditor.
2. Specify the privacy protections and data security measures the new LensLock system will
implement compared to our existing system. What protocols will prevent unauthorized access
and ensure data integrity? What assurances can we provide that these measures will be
robust and effective?
Staff response: Consistent with both the Surveillance Use Policy and the Information
Technology Department security policies, this provider meets required levels of security and
staff have outlined access authorities as required by the surveillance use policy as well. The
Constitution, state laws, City policy, and professional standards balance the use of this
technology for civil liberties and privacy. PAPD also has an established policy to ensure the
technology is only used for legitimate law-enforcement purposes
3. Provide evidence on how the new LensLock system will aid our police department in
improving operational outcomes and meeting community needs and expectations. How will
this system enhance police efficiency, public safety, and community trust compared to our
current technologies? Without concrete evidence, how can we advocate for its adoption,
ensuring it aligns with our community's standards and requirements?
Staff response: Use of audio/video technology has evolved through policy directives driven by
City Council expectations and industry policing standards. This contract authorizes the purchase
of a tool, replacing an outdated legacy product, that supports the daily operations of policing in
the City while ensuring community trust and alignment with the community's expectations.
Tuesday, June 18th Council Meeting Questions
Item 4: Approval of Amendment Number 5 to Contract Number C20176363 With Magellan in
the Amount of $1,122,121 to Incorporate Additional Design and Technical Services for the
Fiber-to-the-Premises (FTTP) Pilot Project for a Revised Total Not-to-Exceed of $6,807,412
Over a Five-and-a-Half-Year Term; CEQA Status – Not a Project
1. In the event of resource constraints, what criteria will be used to prioritize between FTTP and
grid modernization projects? What decision-making framework and examples of successful
prioritization protocols are in place? How will these decisions be communicated to
stakeholders to ensure transparency and accountability?
Staff response: For the pilot, grid mod will take priority over FTTP since construction work will
be sequential. The electric construction contractor will perform both power and
telecommunication make-ready work on the utility pole before fiber can be lashed on the
poles. Some metrics of success include increased load capacity, adoption of distributed energy
resources (EV, PV, energy storage), number of homes passed/served, and 100% home
electrification.
2. What comprehensive plan does the city have to mitigate disruptions during FTTP and grid
modernization projects? What benchmarks or metrics will measure the success of these
mitigation efforts?
Staff response: The project’s phased approach allows for adjustments in response to
disruptions. By issuing new solicitations for subsequent phases, the City can adapt and mitigate
disruptions. Success metrics can be measured by adherence to project timeline and budget, cost
savings from joint work, and duration of neighborhood construction.
3. Provide examples where similar dual projects were successfully implemented. What key
technical challenges were faced, particularly in integration, and how were they overcome?
What specific metrics and benchmarks were used to evaluate their success?
Staff response: Palo Alto’s Upgrade Downtown was a multi-phase and multi-year project
including utility improvements (gas, fiber, water), traffic signal enhancements, parking
wayfinding signage, and pedestrian safety improvements. Coordinating construction activities
amongst the various contractors was one of the key challenges. Recurring project meetings and
open communication amongst departments, contractors, and businesses were critical to keep
the project within budget and timeline.
Item 5: Approval of General Services Contract Number C25188309 with Cintas Corporation
in the Amount of $2,124,293 to Provide for Rental and Laundering of Work Uniforms and
Miscellaneous Items for a Period of Five Years; CEQA Status – Not a Project.
1. Given the expenditure of $2,124,293, how can the city simplify the price comparison process
for constituents? What competitive bids were evaluated, what benchmarks and criteria were
used, and how did Cintas Corporation meet these compared to other vendors? Can you justify
this selection without detailed price comparison data in the staff report?
Staff response: The City may take advantage of cooperative purchasing agreements per the
municipal code (2.30.360). The agreement is with Omnia Partners which used a competitive bid
process that ensures competitiveness. This simplifies the comparison process by using an
established competitive schedule and streamlines the procurement process requiring less staff
time to complete.
2. Considering Cintas Corporation’s history of customer complaints and legal challenges, what
specific performance metrics from their previous contracts were reviewed? What examples of
past issue resolutions can assure us that similar problems will not occur with this contract?
How do we address the risk of service failures and justify this vendor choice to our
constituents?
Staff response: The City works closely with Cintas to ensure that the City's requirements are
met. By providing timely feedback to Cintas the City ensures its requirements are met, such as
when a change in delivery or uniform standard is needed. The contract allows for termination
should service failures occur.
3. With the provision for an additional 20% in services potentially increasing the contract value,
what financial controls are in place to monitor and approve these expenditures? What
predefined criteria are used for utilizing this additional service provision, and how will we
ensure rigorous oversight to prevent budget overruns? How will these financial controls be
communicated to maintain transparency and fiscal responsibility?
Staff response: The Cintas contract is entered into the City's enterprise resource planning (ERP)
system as a purchase order (PO). The PO has automated controls that prevent expenditures
from exceeding the contract amount. Invoices are paid against the PO after being reviewed by
staff to ensure compliance with performance standards. These controls are communicated to
staff to ensure transparency and fiscal responsibility. The PO is tied to the available budget that
is reviewed and if additional services are required, an amended PO would be processed. This
includes budget review and ensures fiscal control.