CITY COUNCIL STAFF REPORT
MEETING DATE: June 17, 2015
PREPARED BY: Mario Iglesias, Interim Utility Business Manager/Public Works
APPROVED BY: City Manager
Title
UNIFORM SERVICE AGREEMENT - UTILITIES AND MAINTENANCE DIVISION
END
RECOMMENDATION(S)
RECOMMENDATION
Adopt a resolution approving a three-year agreement with Mission Linen Supply in the aggregate
amount of $83,037 with the option to be exercised by the City Manager to extend for an additional year at a cost not to exceed 105% of the approved first-year annual amount of $27,679 for uniforms and uniform services and authorizing the City Manager to execute and administer the agreement on behalf of City.
BODY
COUNCIL PRIORITIES, GOALS & STRATEGIES:
Ongoing Priorities
Preserving and cultivating public trust
2015 Focus Areas
Community Engagement Effectiveness
REPORT NARRATIVE:
The City's Utility and Maintenance teammates are in view of and interact with community members of Morgan Hill on a daily basis. These teammates are issued City identification and uniforms so citizens can be assured they are interfacing with official City representatives. Residents can identify a uniformed utility or maintenance worker in the field and can trust the information they are provided which improves overall service to the public. In addition, uniforms contribute to the health and safety of Utility and Maintenance teammates. Exposure to workplace chemicals, the sanitary sewer system and other contaminants are, at times, unavoidable. Personal protective equipment is issued and training for proper use of this equipment is provided by the City to mitigate these hazards. By leaving their uniforms at the workplace to be professionally cleaned, teammates avoid the risk of exposing their family members to potential contaminants carried home on their uniforms.
It is important to select a vendor who offers quality uniforms, reliable cleaning and replacement services, and is responsive when the City raises concerns. A Request for Proposals (RFP) was issued in April 2015 for the purpose of selecting such a vendor for a new three-year contract to provide uniforms and uniform services. The new contract covers the three-year period beginning in Fiscal Year 2015-16 and ending in Fiscal Year 2017-18. The contract authorizes the City Manager to extend the term of the agreement for a maximum period of one additional year if warranted with the provision that the cost to extend the contract does not exceed 105% of the first year cost of $27,679.
The City received three proposals with the lowest price for all the required uniforms and related services submitted by Mission Linen Supply of Salinas, CA. Unifirst Corporation and Railroad Cleaners were the other two companies responding to the City's RFP. Mission Linen Supply has been providing the City's Utility and Maintenance teammates with uniforms for the past four years and has satisfactorily met the City's requirements and Utilities and Maintenance teammates' expectations. Mission Linen Supply's bid is $27,679 for each of the three contract years (totaling $83,037 for three years) which is significantly lower than Railroad Cleaners and slightly lower than UniFirst Corporation's bid (see table below).
Estimate Estimate 3-YEAR
Company Year 1 Year 2 Year 3 TOTAL
Mission Linen $27,679 $27,679 $27,679 $83,037
UniFirst Corporation $27,810 $27,810 $27,810 $83,430
Railroad Cleaners $44,253 $44,253 $44,253 $132,759
The vendor will provide weekly drop-off-and-pickup service for uniforms at the City's Corporation Yard. This weekly interaction also provides the opportunity to resolve any uniform issues for individual teammates, and for the administrative team to clear up any questions or concerns regarding garment counts, garment condition, and invoicing. In addition, regularly-scheduled meetings with the company's management deal with the larger issues of contract administration and quality control.
COMMUNITY ENGAGEMENT: Not Applicable
Uniforms identify City teammates to the public and are an accepted practice in the municipal utility and maintenance industry. There was no community engagement in the process of making a recommendation on this uniform services contract.
ALTERNATIVE ACTIONS:
No alternative actions are presented.
PRIOR CITY COUNCIL AND COMMISSION ACTIONS:
On July 20, 2011, the City Council authorized the City Manager to enter into a three-year agreement with Mission Linen for uniform services. At the end of that period, the contract was continued for an additional year based on provisions of the agreement authorizing the City Manager to extend the term.
FISCAL AND RESOURCE IMPACT:
Funds for uniform services are budgeted in the FY 15-16 recommended budget, and costs are allocated on an as-used basis across Water Operations (Fund 650), Sewer Operations (Fund 640), Streets (Fund 010), and Parks (Fund 302); no further appropriation of funds is necessary.
CEQA (California Environmental Quality Act):
Not a Project
LINKS/ATTACHMENTS:
1. Resolution
2. Consultant Agreement for Mission Linen, including Exhibits A, B, C