The proposals will be evaluated and further discussions may be held before announcement of the firm selected.

Transcription

1 June 18, 2018 TO: Prospective Proposers RE: Request for Quotation (RFQ) Uniform Rental and Cleaning Services The Greater Dayton Regional Transit Authority (RTA) is interested in receiving quotes from firms interested in Rental & Cleaning of Maintenance Uniforms. Your firm is invited to submit a quote. In order to be considered, please ensure that one (1) original and three (3) copies of your proposal are received by the undersigned no later than June 29, 10:00 a.m. Quotes may be mailed, delivered or sent by delivery service addressed to the undersigned at Greater Dayton Regional Transit Authority, 4 S. Main Street, Dayton, OH Please allow additional working days for the internal delivery of mailed quotes in addition to the U.S. Postal Service delivery. Affirmative Action Assurance (AAA) Approval: The RTA requires firms to submit with their quote the AAA approval from the City of Dayton Human Relations Council. In order to complete the AAA application process, the vendor must first log onto the City of Dayton s vendor certification portal, CityBOTS ( and complete the online AAA form. Please find directions on completing the application process in Part IV, Proposal Submission, City of Dayton s AAA Approval Certification. This process may take up to ten (10) business days to complete. DBE Participation: It is the policy of the Department of Transportation (DOT) that DBE s, as defined in 49 CFR, Parts 23 and 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds under this Agreement. Although the DBE goal for this procurement is 0%, RTA welcomes DBE participation. The proposals will be evaluated and further discussions may be held before announcement of the firm selected. The successful vendor will receive a blanket purchase order in accordance with the effective date stated in this Request for Quotation. No written notification of the award will be sent. The RTA reserves the right, as the interest of the RTA requires, to postpone, accept or reject any and all quotes and to waive any informality in the quotes received.

2 A quote may be withdrawn by personal, written, or telegraphic request received from the proposer prior to the scheduled opening date. No quote may be withdrawn for a period of 60 days after the opening date. If you have any questions relating to this solicitation, please contact me at (937) Sincerely, Tamea Wiesman Tamea Wiesman, CPPB Sr. Purchasing Agent Attachment page 2

3 PART I UNIFORM RENTAL AND CLEANING SERVICES SCOPE OF WORK / SPECIFICATIONS The RTA Maintenance Department employees are an integral part of the RTA. They are often in the public view, and it is important to RTA that they portray a clean and professional appearance at all times. The RTA requires uniform rental and cleaning services for approximately 130 employees as follows: RTA Hourly Maintenance Employees Inventory Specialists Material Control Specialists Apprentices The following specifications are to be strictly adhered to in supplying uniforms. 1. The supplier shall adhere to these specifications and shall furnish new uniforms cut for both men and women. Please advise if some garments are available in only men s or unisex sizes. Men s or unisex sizes must be available in size Small. 2. Sizes: The majority of uniforms required range from Small to 5XL with lengths up to 36 ; however shirts and jackets up to 7XL and pants with a waist of 52 are also required at this time. Address in your proposal how your firm will supply these or any other Big/Tall sizes required. If your solution requires the use of a different garment than specified, please provide details. 3. Additional uniforms required after the award of the contract for new employees shall be new. 4. Uniform material will be either cotton or polyester blend, unless otherwise specified, as selected by the employee at the beginning of the contract. See #5 for additional details regarding blends. Only the specific items and styles, as specified herein are permissible. Additionally, once the contract has been awarded and the employee has made his/her uniform choices, they WILL NOT be able to make any changes to their selection unless approved by RTA management. All employees will be measured for proper size prior to furnishing the uniforms. 5. All employees uniforms will consist of dark green jackets and trousers and dark green shirts. Dark green shirts are the preferred color. Approx. 80% of the workforce will require the dark green shirts to have yellow reflective striping (Enhanced Visibility). Approximately 20% of the work force will require 100% cotton work uniforms (pants and shirts). All jackets are to have yellow reflective striping (Enhanced Visibility). ALL employees will wear matching uniforms, meaning the pants and shirts will be of the same material - No mismatch of blends. Employees in safety sensitive electrical jobs will be required to wear 100% cotton (Line Crew, B&G, and Utility Mechanical). a. The employees will be able to choose either a short or long sleeve shirt at the beginning of the contract. Employees WILL NOT be permitted to make any changes to their selections unless approved by RTA management. page 3

4 b. Name patches and RTA logo patches will be provided by the supplier, and the supplier will sew them on each employee shirt and jacket. Lettering on the name patches is to be ½ height block style embroidery. The name patches shall be 1¾ x 3½ in size and are to be white patches with dark green borders and embroidery to coordinate with the RTA logo patch. The RTA logo is a two-color logo: PMS 361 (dark green) and PMS 382 (light green). An example of the logo is attached. The logo shall be embroidered on a 1¾ x 3½ patch with a white background. Color separated artwork can be provided to successful proposer upon request. A sample patch must be submitted by the successful vendor to RTA for approval prior to production. Sample shall be submitted to Tamea Wiesman, Purchasing Agent. c. The name patch shall be over the left pocket on the shirts. The RTA logo patch shall be over the right pocket on the shirts. The name patch shall be on the left chest of the jackets, and the RTA logo patch shall be on the right chest of the jackets. d. Amalgamated Transit Union patches are not included under this contract. The RTA will not be responsible for any production or application costs of the Amalgamated Transit Union patches, and the cost for these patches should not be reflected in the unit prices quoted. If hourly Maintenance employees elect to have the union patch added, not at the expense of RTA, it shall be placed on the left arm of shirts or jackets. 6. To ensure a clean change of uniform each day of a five-day workweek, the supplier shall be required to supply eleven uniforms for each employee - five for cleaning, five in the locker and one on the employee. The supplier shall be required to supply one change of jackets - one for cleaning and one on the employee. 7. Supplier shall provide unit prices for jackets in two ways: a. Seasonal wear. Jackets would be in use by RTA for approximately 8 months per year, approximately October through May. b. Year-round. Jackets would be kept in use year-round. RTA shall have the right to determine which method best meets the needs of the Authority. 8. Supplier shall provide weekly laundry/cleaning services for uniforms and jackets. This cost will be reflected in the supplier s unit prices. It should be noted that this is a transit vehicle maintenance environment, and due to the nature of the work, uniforms will be in contact with greases, oils, paints, etc. A heavy duty wash cycle may be required. Excessively stained uniforms will not be accepted by RTA. 9. The supplier will have a designated representative that will count or scan uniforms in the presence of an RTA representative, at a designated time and day during normal working hours. Supplier will ensure that their designated representative will pick up and deliver uniforms on the same day and time each week. On site counting is not mandatory if an electronic pick-up and delivery report is provided on a weekly basis. page 4

5 10. Each proposer shall describe in detail their Quality Assurance program and method of tracking uniforms, invoicing, and reporting shortages, as well as any additional reports available to RTA to assist in managing this uniform program. 11. All stitches on the uniforms must be of the proper tension and size so as to avoid puckering after the shirt has been laundered. Buttonholes shall be well made. 12. Supplier shall permit authorized personnel of the RTA to visit and inspect the supplier s facility. 13. Each proposer is to furnish a sample of the following uniform articles with their quote as a condition of responsiveness. All samples will be returned. Item 1(a) or (b) Work Shirt, polyester/cotton blend (Yellow reflective striping-enhanced visibility) Item 2 (a) or (b) Work Shirt, 100% cotton Item 3 Work Pants, polyester/cotton blend (Yellow reflective striping-enhanced visibility) Item 4, Work Pants, 100% cotton 14. Each proposer is to furnish a color catalog or pictures and full item descriptions and specifications for all items on the quote form. 15. Supplier must provide hampers and numbered, locking storage lockers where employees may place dirty uniforms and pick up clean uniforms. A picture of the lockers being provided, along with their dimensions, must be included with the quote. Lockers shall be located in three buildings on the RTA Longworth Campus; i.e. 600 Longworth St., 601 Longworth St., 705 Longworth St., 901 Ludlow St. and 940 S. Veterans Blvd. The cost of the locker rental will be reflected in the price of the clothing. (Note: The 705 locker location will be moved to 901 Ludlow St. at some point during the contract term.) 16. All uniforms will be supplied by one company for a two-year period. At any time during the contract period, if an employee has garments and needs upgrades, good quality used garments will be accepted. 17. Supplier will be required to do on-site fittings at RTA during 1 st, 2 nd, and 3 rd shifts. Exact times and dates to be at the discretion of RTA. Supplier is required to take measurements during on-site fittings to ensure proper fit of uniforms. 18. Notification of award will be made no later than July 11, All employees are to be in uniform on August 17, 2018, including those requiring extended sizes (Big and Tall). In order to accomplish this, Vendor must be prepared to conduct on-site fittings (measurements) and exhibit sample garments at RTA the week of July 16, 2018, or as requested by RTA. 19. Invoices MUST be broken down by the following RTA departments or separate invoices must be provided by department. Maintenance Building & Grounds/Janitors Infrastructure/Line Crew ADA Mechanics page 5

6 Material Control Specialist 20. Shortages: RTA will report all shortages and/or incorrect deliveries to the contractor as soon as they are found. It is important that RTA maintain sufficient uniforms on hand for the employees. Weekly employee uniform delivery shortages and/or issues will be corrected by the contractor by the next business day after notification of the shortage. Failure to do so will result in documentation to the contract file. Repeated failures may result in termination of the contract. 21. Exchanges: Employees may exchange garments for a different size during the contract period at no additional charge. 22. The supplier is to give full credit to the RTA for any employee who is on vacation or on sick leave/disability/workers compensation, etc. Monthly, RTA will provide a faxed list to Vendor broken down by week and department number detailing any such credits due. Credits received must refer to the proper RTA department/account number. 23. RTA shall promptly notify vendor and turn in uniforms of employees who have left RTA employ, retired, etc. RTA shall be responsible for laundry fees of returned items; however, vendor shall then immediately discontinue invoicing of the individual s uniform service with no penalty to RTA. 24. Supplier shall mend/repair all reported defects in the uniforms and jackets. This cost will be reflected in the supplier s unit prices. RTA employees shall affix a repair tag to garments in need of attention and place in pick-up bin. Vendor shall also inspect all garments weekly to detect those needing repair or replacement. Heavily stained or damaged garments shall be replaced rather than repaired. Normal wear and tear replacement garments cannot be billed. It should be noted that this is a transit vehicle maintenance environment, and due to the nature of the work, uniforms will be in contact with greases, oils, and in some cases, battery acids. This shall be considered normal wear and tear, and excessively worn/torn/soiled/stained uniforms and jackets shall be replaced as necessary at no additional charge, at the sole discretion of RTA Management, to improve and ensure the professional appearance of all employees. On average, a half dozen employee positions lend themselves to excessive, regular, and ongoing soil/wear and will require semi-annual uniform replacements throughout the contract period. This is to be considered normal wear and tear and should be factored into your unit prices. The contractor will be allowed one week to provide replacement uniforms. Supplier must provide a statement outlining uniform replacement costs in the event an article is lost/not returned or vandalized. These are the only instances in which RTA shall incur replacement costs. All other replacements due to wear and tear from the vehicle maintenance environment shall be conducted at no additional charge to RTA. page 6

7 UNIFORM SPECIFICATIONS Item 1 Color Fabric Blend Finish Closure Collar Cuffs Facings Pockets Other WORK SHIRT To be available in short sleeve or long sleeve Dark Green/Yellow reflective striping-enhanced Visibility 4¼ oz. (+/- ½ oz.) Leno-weave or approved equal 65% Dacron polyester/35% cotton poplin Durable press with soil release Six or seven buttons with vertical buttonholes, gripper at neck Two-piece, lined with sewn-in stays One piece, fully lined Stitched-down front Two button-through hex style with angled bartacks Separate two-piece yoke Item 2 Color Fabric Blend Finish Closure Collar Cuffs Facings Pockets Other WORK SHIRT - To be available in short sleeve or long sleeve Dark Green 5 or 6 oz. (+/-½ oz.) twill or approved equal 100% combed cotton Preshrunk Six or seven buttons with vertical buttonholes, gripper at neck Two-piece, lined; no stays One piece, fully lined Stitched-down front Two button-through hex style with angled bartacks Separate two-piece yoke; polyester and polycore thread on main seams (Continued on next page) page 7

8 Item 3 Color Fabric Blend Finish Closure Waistband Pockets Silhouette WORK PANTS POLY/COTTON Dark Green 7 ¾ oz. (+/- ½ oz.) twill or approved equal 65% Dacron polyester/35% cotton Pre-cure crease resistant Heavy duty brass ratcheting zipper, button closure Inner-lined for body and shape, rokap construction Two slack style front pockets, two set in hip pockets; darts over hip pockets for better fit Slight taper Item 4 Color Fabric Blend Finish Closure Waistband Pockets Silhouette WORK PANTS 100% COTTON Dark Green 8 ¼ oz. (+/- ½ oz.) preshrunk twill or approved equal 100% carded cotton Vat dye Heavy duty brass ratcheting zipper, button closure Inner-lined for body and shape, rokap construction Two slack style front pockets, two set in hip pockets; darts over hip pockets for better fit Slight taper Item 5 Color Fabric Blend Finish Closure Pockets Silhouette WORK PANTS JEAN-CUT Dark Green 8 oz. (+/- ½ oz.) twill or approved equal 65% Dacron polyester/35% cotton No-iron Heavy duty brass ratcheting zipper, button closure 4 double-stitched, jean-style pockets Boot cut page 8

9 Item 6 Color Fabric Blend Closure Waistband Pockets Silhouette WORK PANTS Women s Half Elastic Dark Green 8 ¼ oz. (+/- ½ oz.) cotton twill 65% polyester/35% cotton twill Heavy duty brass ratcheting zipper, hook & eye closure Inner-lined for body and shape, half-elastic waist Two slack style front pockets Straight leg Item 7 Color Fabric Blend Finish Closure Collar Cuffs Pockets Length Other HIP LENGTH JACKET Dark Green/Yellow reflective striping-enhanced Visibility 7 ½ oz. (+/- ½ oz.) twill or approved equal 65% Dacron polyester/35% cotton Durable press with soil release Solid brass zipper Two-piece, topstitched Two-position adjustable Two on-seam pockets and patch pocket on left sleeve Hip length Permanently lined with black quilted nylon taffeta Item 8 Color Fabric Blend Finish Closure Collar Cuffs Waistband Pockets Length Other TEAM JACKET Dark Green/Yellow reflective striping-enhanced Visibility Twill or approved equal 65% Dacron polyester/35% cotton Durable press with soil release Solid brass zipper Ribbed Ribbed Ribbed Two slash pockets and patch pocket on left sleeve Waist length Permanently lined with black quilted nylon taffeta page 9

10 Item 9 Color Fabric Blend Closure Pockets Silhouette OPTIONAL CARGO WORK PANTS POLY/COTTON (Vendors are not required to quote this item in order for their quote to be considered.) Dark Green 8 oz. (+/- ½ oz.) poly/cotton twill or approved equal 65/35 polyester/cotton Heavy duty brass ratcheting zipper, button closure Two pleated cargo pockets with flaps. Back patch pockets with buttondown flaps Relaxed Fit Item 10 Color Fabric Blend Closure Pockets Silhouette OPTIONAL CARGO WORK PANTS 100% COTTON (Vendors are not required to quote this item in order for their quote to be considered.) Dark Green 8 oz. (+/- ½ oz.) wrinkle resistant cotton twill or approved equal 100% cotton Heavy duty brass ratcheting zipper, button closure Two pleated cargo pockets with flaps. Back patch pockets with buttondown flaps Relaxed Fit page 10

11 PART II SPECIAL CONDITIONS page 11

12 SPECIAL CONDITIONS REQUEST FOR CLARIFICATION OR APPROVED EQUALS: Where brand names or specific items or processes are used in the specifications, consider the term "or equal" to follow. However, a request for approval for any proposed substitution as an approved equal must be submitted in writing to the RTA, no later than June 22, Acceptance of any proposed substitution will be at RTA's discretion. The quoter shall supply the RTA with performance data, samples and special guarantees as a condition of acceptance of any proposed substitution. An item of material shall be considered equal to the item so named in the specifications if: (1) it is at least equal in quality, durability, appearance, strength, and design; (2) it will perform at least equally the function imposed by the general design for the material or equipment being purchased; and (3) it conforms substantially, even with deviations, to the detailed requirements for the item in this specification. Approved equals, changes or modifications to the specifications will be made by written addendum and sent to all bidders of record and posted on the RTA Procurement website. AFFIRMATIVE ACTION ASSURANCE (AAA) CERTIFICATION from the City of Dayton, Human Relations Council All firms will be required to comply with all Equal Employment Opportunity laws and regulations and file with RTA's DBE Officer, if requested, an Affirmative Action Assurance Plan, consistent with RTA's non-discriminatory policy, subject to RTA approval. All proposers must submit with their proposal a copy of the from the City of Dayton s Human Relations Council (HRC), stating that their application for Affirmative Action Assurance (AAA) certification has been approved. Failure to furnish a copy of the AAA approval from the City of Dayton s HRC may be cause for rejection of the proposal. In order to receive the AAA approval , vendor must first log onto the City of Dayton s vendor certification portal, CityBOTS ( and complete the online AAA form. To obtain CityBOTS login credentials, vendor must go to click the Request Login button, and follow the instructions. (If vendor s Tax ID number does not exist in the City of Dayton s CityBOTS database, they will need to contact the HRC s Business & Technical Assistance team at bta@daytonohio.gov or (937) to set up a CityBOTS account.) Once the online AAA form is submitted for approval, the HRC will process it within 5 business days. Vendor will then receive an explaining the status of their AAA certification. If an approval is not received by the proposal due date, vendor is to write Application Pending on the applicable line on the SUMMARY OF PROPOSAL REQUIREMENTS form attached. A copy of the approval must be received within five (5) business days after the proposal due date. The proposal of any firm, who in RTA s judgment has failed to comply with such laws and regulations, may be considered non-responsive, and may be rejected. TAX-EXEMPT: The RTA is exempt from payment of all taxes, and taxes must not be included in the quoted price. Necessary exemption certificates shall be furnished to the successful proposer upon request. page 12

13 PAYMENT TERMS: Payments will be net 30 days after receipt of an invoice. Payment for services shall be at the quoted price. NATIONAL JOINT POWERS ALLIANCE & U.S. COMMUNITIES: RTA cannot utilize the NJPA, U.S. Communities contracts, or similar, as they do not include the required state and federal clauses required by the Federal Transit Administration (FTA). NON-WAIVER BY ACCEPTANCE OF PAYMENT: Neither the acceptance by the RTA of any services, the payment by the RTA for any services, nor both acceptance and payment, shall be deemed to waive, compromise, or affect in any manner the liability of the Contractor for any breach of contract, of warranty or of both contract and warranty. ACCESS: The Contractor should be aware that RTA is a constantly operating organization, with activity 24 hours a day, seven days a week. It is the intention of the RTA to protect RTA employees, customers and property from harm and to reduce RTA s liability exposure limits regarding safety and environmental infractions. RTA has retained the services of security guards who will grant access to gated areas at the Longworth Campus. Successful vendor will be provided the phone number to the RTA security office so that driver may call just prior to arrival so as not to slow his route schedule. Driver should not assume that if a gate is secure, he does not have ample access. INSURANCE: SUPPLIERS AND VENDORS INSURANCE REQUIRMENTS The Vendor shall maintain, at its own expense, throughout the period of the Contract and any extensions thereof the following minimum insurance coverages of the types and in the amounts described below that are applicable to the scope of work being performed: 1. Workers Compensation and Employer s Liability Insurance. Vendor must carry Workers' Compensation Insurance (including occupational disease) in compliance with Workers' Compensation statutes of any applicable jurisdiction in which the Work is to be performed. For the attainment of Workers Compensation in monopolistic states, including Ohio, coverage must be secured through the state fund. If Vendor is a qualified self-insurer in compliance with the laws of the state, this is also acceptable. A certificate of compliance from the appropriate workers' compensation bureau or board must be provided with the certificate of insurance. Vendor must also carry Employer s Liability Insurance with minimum limits of $500,000 each accident; $500,000 for disease (per employee); and $500,000 for disease (policy limit). This policy must include Ohio "Stop Gap" coverage. 2. Commercial General Liability Insurance. Vendor must carry Commercial General Liability Insurance written on ISO form CG (or its equivalent) with limits of $1,000,000 per occurrence and $2,000,000 in the aggregate. RTA (including its directors, officers, employees and volunteers) must be named as an additional insured on the CGL for liability arising out of the acts or omissions of the Vendor, including coverage for liability arising out of products and completed operations. The coverage afforded to RTA shall be primary to any other insurance carried by the RTA, and the RTA's coverage shall not contribute to any loss made pursuant to this coverage grant. page 13

14 3. Commercial Auto Liability Insurance. Vendor shall carry Commercial Automobile Liability Insurance covering all owned, leased and non-owned vehicles used in connection with the work to be performed under this contract, with limits of not less than $1,000,000 combined single limit per accident for bodily injury and property damage. RTA shall be afforded coverage under this policy for any liability arising out of the acts or omissions of Vendor. 4. Excess/Umbrella Insurance. Vendor shall carry Commercial Excess or Umbrella Liability Insurance over the Commercial General Liability, Employer's Liability and Commercial Automobile Liability policies in the amount of $1,000,000 combined single limit. The Excess/Umbrella policy is subject to all requirements of the underlying policies as set forth herein. 5. Pollution Liability Insurance. If the Work under this Contract includes the transportation of hazardous substances (including but not limited to fuel and oil) to, from or about RTA's premises, and/or the disposal of such substances at a waste disposal site, Vendor shall purchase and maintain pollution liability coverage of at least $1,000,000 per occurrence. This policy shall cover property damage, bodily injury and cleanup/pollution remediation costs caused by a pollution event and otherwise excluded under Vendor's Commercial General Liability or Commercial Automobile Liability policy. RTA shall be afforded protection under this policy as an additional insured, including coverage for claims arising out of Vendor's products and completed operations. 6. Aircraft/Watercraft Liability Insurance. If the Vendor is using aircraft or watercraft in performance of the Work under this contract, Vendor shall disclose this to RTA prior to contract execution. Vendor shall carry aircraft and/or watercraft liability insurance, including coverage for non-owned and hired craft, and RTA shall determine the appropriate limits which must be carried by Vendor. 7. Fidelity Bond/Crime. If Vendor or its employees will be on the premises of RTA in connection with performance of the Work under this contract, Vendor shall carry no less than $100,000 in Third Party Crime Coverage for the benefit of the RTA in the event of theft or other intentional harm to RTA's property by Vendor's employees. 8. Requirements common to all policies. a. Vendor shall be solely responsible for reimbursing any deductible amount to the insurer, even if payment is being made on behalf of RTA as an additional insured on Vendor's policy. Any deductibles or self-insured retentions in excess of $5,000 must be disclosed and approved in writing by RTA. b. Vendor waives all rights of recovery it may otherwise have against RTA including its directors, officers, employees and volunteers) to the extent these damages are covered by any of Vendor s insurance policies as required in this contract. c. All insurance required hereunder shall be placed with insurers that have a minimum A.M. Best s rating of A-/X and shall be licensed, admitted insurers authorized to do business in the state of Ohio. d. A certificate(s) of insurance showing that Vendor s insurance coverages are in compliance with the insurance requirements set forth below must be completed by the Vendor s insurance agent, broker, or insurance company after the contract has been awarded. All page 14

15 certificates (other than Ohio workers' compensation) shall provide for thirty (30) days written notice to RTA prior to cancellation or non-renewal of any insurance referred to therein. The certificate shall reference RTA's status as an additional insured with primary/noncontributory coverage under both the General Liability and Auto policies. e. Failure of RTA to certificate(s) or other evidence of full compliance with these insurance requirements (or failure of RTA to identify and/or object to a deficiency in the certificate(s) that is/are provided by Vendor) shall not be construed as a waiver of Vendor s obligations to maintain such insurance. RTA shall have the right, but no the obligation, to prohibit Vendor from beginning performance under this contract until such certificates or other evidence that insurance has been placed in complete compliance with the above insurance requirements is received and approved by RTA. Vendor shall provide certified copies of all insurance policies required above within ten (10) days of written request from RTA. f. By requiring insurance herein, RTA does not represent that coverage and limits will necessarily be adequate to protect Vendor, and such coverage limits shall not be deemed as a limitation on Vendor s liability under the indemnities granted to RTA. g. Any subcontractors engaged by Contractor to perform the Work shall comply with these insurance and indemnification provisions and shall provide primary/noncontributory coverage to RTA as set forth herein. page 15

16 Required Clauses this Request for Quote Please acknowledge you have read and comply. Summary of Quote Requirements The Federal Third Party Contracting Clauses & Required Submittals may be accessed at the Greater Dayton Regional Transit Authority (RTA) procurement website at http;//proc.greaterdaytonrta.org. On the top left of the screen, under Resources, click on RFQ Small Purchase Clauses & Submittals. In order for your quote to be considered, you must indicate below that you have read and will comply with the clauses that are marked as applicable to this RFQ. Quote Form Summary of Quote Requirements No Obligation by Federal Government Program Fraud and False or Fraudulent Statements or Related Acts Audit and Inspection of Records Federal Changes Nondiscrimination (EEO) Title VI, Civil Rights Act of 1964, Compliance Americans with Disabilities Act (ADA) Termination of Contract for Default Termination for Convenience of the RTA Disadvantaged Business Enterprise Participation (if applicable) N/A N/A N/A N/A N/A N/A N/A Incorporation of Federal Transit Administration (FTA) Terms Debarment and Suspension Cargo Preference Use of United State Flag Vessels Fly America Davis-Bacon Act Copeland Anti-Kickback Transit Employee Protective Provisions Drug and Alcohol Rules Patents Copyrights Trademarks Energy Conservation page 16

17 Recycled Products Certification of Contractor Regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form Certification of Lower-Tier Participants (Subcontractors) regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form (if applicable) N/A Affidavit of Contractor or Subcontractors Prevailing Wages Affirmative Action Assurance Certification Approval from the City of Dayton, Human Relations Council. SIGNATURE: NAME PRINTED: TITLE: COMPANY: DATE: page 17

18 The Greater Dayton Regional Transit Authority CERTIFICATION OF CONTRACTOR REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION The undersigned, an authorized official of the Proposer stated below, certifies, by submission of this proposal, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (If the undersigned is unable to certify to any of the statements in this certification, such official shall attach an explanation to this proposal). THE UNDERSIGNED CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEQ. ARE APPLICABLE THERETO. Name of Proposer: Address: City, State, Zip: Signature of Authorized Official: Title of Official: Telephone: Date: page 18

19 (Complete if applicable) The Greater Dayton Regional Transit Authority Certification of Lower-Tier Participants (Subcontractors) Regarding Debarment, Suspension, and Other Ineligibility and Voluntary Exclusion (THIS AFFIDAVIT TO BE COMPLETED BY THE SUCCESSFUL CONTRACTOR S SUB-CONTRACTORS AFTER NOTIFICATION OF AWARD HAS BEEN RECEIVED) The Lower Tier Participant [Subcontractor to the Primary Contractor(s)],, certifies by submission of this quote, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. If the above named Lower Tier Participant (Subcontractor) is unable to certify to any of the statements in this certification, such participant shall attach an explanation to this certification. The Lower-Tier Participant (Subcontractor),, certifies or affirms the truthfulness and accuracy of the contents of the statements submitted on or with this certification and understands that the provisions of 31. U.S.C. Section 3801 et seq. is applicable thereto. Signature and Title of Authorized Official Date NOTICE TO BIDDER: THIS CERTIFICATION SHALL BE COMPLETED BY ALL SUBCONTRACTORS WHICH WILL HAVE A FINANCIAL INTEREST IN THIS PROJECT WHICH EXCEEDS $25,000 OR SUBCONTRACTORS WHICH WILL HAVE A CRITICAL INFLUENCE ON OR A SUBSTANTIVE CONTROL OVER THE PROJECT. page 19

20 PART III PROPOSAL FORMAT page 20

21 PART III - PROPOSAL FORMAT Section 1.0: Background and Experience 1.0 Background and Experience 1.1 Provide a description of the firm's background and experience as it pertains to the type of MAINTENANCE UNIFORM RENTAL & CLEANING SERVICES contained in the scope of work. 1.2 Provide a list of three (3) accounts of similar size for which you are currently providing services in a transportation/mechanical or similar environment. For each of the accounts, please submit the following: The company name, size, address, telephone and address of the contact who oversees uniform rentals on a daily basis. A brief description of the services currently being provided by your firm to the customer. 1.3 Provide a list of two (2) accounts of similar size for which you are no longer providing services. For each of the accounts, please submit the following: The company name, size, address, telephone and address of the contact who oversaw uniform rentals on a daily basis. A brief description of the services provided by your firm to the customer. 1.4 Considering your firm's current and projected workload, indicate your capacity to perform the work, if awarded the contract page 21

22 PART III - PROPOSAL FORMAT Section 2.0: Ability to Meet Uniform Specifications/Scope of work Please address your firm s ability to meet the specifications and scope of work, specifically in the following areas. 2.1 Styles 2.2 Color 2.3 Sizes 2.4 Proper fit of uniforms including alterations and special order Big/Tall sizes, including turnaround time 2.5 Locker Information page 22

23 PART III - PROPOSAL FORMAT Section 3.0: Quality of Service 3.0 Quality of Service 3.1 Provide in detail the procedures your firm has in place to insure the following: o o o o o o Clean, Complete, On Time Deliveries Repairs and/or Replacements are done as needed on a timely basis Quality Control Inspection Program Quality Guarantee Method of tracking and reporting Accurate invoices 3.2 Provide a description of the following: A. The number of qualified account representatives now employed (both full and parttime). Qualified means the account representatives meet the minimum training requirements of the firm. B. Experience of account representatives and support staff that will be assigned to RTA s account, if awarded this contract. page 23

24 PART III - PROPOSAL FORMAT Section 4.0: Proposal Evaluation and Selection Process 4.0 Proposal Evaluation and Selection Process 4.1 Although all material submitted will be considered by the RTA in the proposal evaluation and selection process, the primary basis of evaluation and selection shall be the documents specified in the Request for Quotation (RFQ). 4.2 Significant criteria for evaluation and selection include, but are not limited to the following, in descending order according to importance: Ability to meet uniform specifications/scope of work and special sizing requirements Quality of Service o o o o o o References Clean, Complete Orders Repair/Replace/Alterations Program Quality Control Inspection Program Quality Guarantee Personnel Reasonableness of cost 4.3 Method of Award: A. The proposals will be evaluated by a Selection Committee established by the RTA. Proposals will be evaluated on the criteria noted above. The total evaluation points, as separately determined by each Selection Committee member, will be added and each proposer will be ranked in numerical sequence, from the highest to the lowest score. B. RTA reserves the right to reject any or all proposals, to accept other than the lowest price proposal, to negotiate separately with any source whatsoever, and to accept the proposal considered to be most advantageous to the RTA. C. The RTA reserves the right to select the contractor on the basis of proposals received without seeking further information or clarification from proposers. D. Upon review of the proposals, the RTA staff will designate the most qualified proposers as finalists. These finalists may be invited to make an oral/visual presentation and participate in a question and answer session to clarify their proposal with the RTA Selection Committee members. E. If interviews or presentations are held, the Selection Committee may re-evaluate the proposals of those firms. F. If negotiations are held, they will be held with all proposed finalists in the competitive range. page 24

25 G. The RTA staff would then negotiate with the most highly qualified firms, as evidenced by the ranking given a proposer by the Selection Committee. H. Following the negotiations, each of the proposers in the competitive range will be afforded the opportunity to amend their proposal and submit their best and final offer. The best and final offers will then be evaluated using the same criteria as for the initial proposals, and the rankings adjusted. If there is one (1) proposal that is the most advantageous offer for the RTA, then an award may be made to that proposer. If not, the RTA reserves the right to request another best and final offer. I. If the RTA staff is unable to negotiate a satisfactory contract with the first-ranked proposer at a fair and reasonable price, negotiations will be formally terminated. J. Negotiations would be undertaken with the second-ranked proposer, and so on, until a satisfactory contract could be negotiated. K. Any matters concerning this procurement will be addressed directly to Tamea Wiesman, Greater Dayton Regional Transit Authority (RTA), 4 S. Main St., Dayton, Ohio or twiesman@greaterdaytonrta.org, in writing. The Selection Committee members are not to be contacted by any of the proposers regarding this Request for Quotation (RFQ). L. If additional information or clarification is required from a proposer, they will be contacted directly. Each proposer will be advised in writing of any award recommendations. page 25

26 PART III - PROPOSAL FORMAT Section 5.0: Proposal Format 5.0 Proposal Format The proposal submitted by your firm shall be organized in conformance with the following format: 5.1 Cover Letter 5.2 Executive Summary: The purpose of the Executive Summary is to provide a brief description of the proposal to the Selection Committee members. 5.3 Background and Experience: This section should include a brief description of the company's background, experience and prior work in the related field. 5.4 Ability to meet specifications/scope of work 5.5 Quality of Service 5.6 References 5.7 Cost and Pricing: This section shall contain cost and pricing information as further described in Section Submittals: This section shall contain the documents named below and found in Part II of the RFQ Package. 5.9 Proposal Submission: Summary of Proposal Requirements AAA Approval from the City of Dayton Human Relations Council Certification of Contractor Regarding Debarment, Suspension and Other Ineligibility and Voluntary Exclusions Certification of Lower Tier Participants (subcontractors) regarding Debarment, Suspension and other ineligibility and voluntary exclusion (if applicable) When submitting your proposal, it is imperative that the RTA receives one (1) original and three (3) copies of your firm s proposal. page 26

27 PART III - PROPOSAL FORMAT Section 6.0: Cost and Pricing 6.0 Cost and Pricing 6.1 Contract Type: The contract that may result from this Request for Proposal shall be a firm fixed price type contract. 6.2 Pricing Form: Each proposer shall submit in sufficient detail the cost to provide MAINTENANCE UNIFORM RENTAL & CLEANING SERVICES for a TWO YEAR PERIOD. 6.3 UNIT PRICE: The unit prices quoted shall remain firm during the entire contract period. Unit prices quoted must be all inclusive and include all environmental fees, delivery fees, fuel surcharges, service charges, etc. No ancillary charges shall be allowed. The proposer should provide pricing as follows: Item Description Vendor Item Number 1a. Work Shirt poly/cotton short sleeve WITH Yellow reflective striping-enhanced Visibility 1b. Work Shirt poly/cotton long sleeve WITH Yellow reflective striping-enhanced Visibility 2a. Work Shirt 100% cotton short sleeve 2b. Work Shirt 100% cotton long sleeve 3. Work Pants poly/cotton 4. Work Pants 100% cotton 5. Work Pants Jean Cut 6. Work Pants Women s half elastic Year One Weekly Rental & Cleaning Year Two Weekly Rental & Cleaning page 27

28 Item Description 7a. Hip Length Jacket seasonal wear WITH Yellow reflective striping-enhanced Visibility 7b Hip Length Jacket year round wear WITH Yellow reflective striping-enhanced Visibility 8a. Team Jacket seasonal wear WITH Yellow reflective striping-enhanced Visibility 8b. Team Jacket year round wear WITH Yellow reflective striping-enhanced Visibility 9. Optional: Work Pants Cargo - poly/cotton 10. Optional: Work Pants Cargo 100% cotton Vendor Item Number Year One Weekly Rental & Cleaning Year Two Weekly Rental & Cleaning SCHEDULE OF REPLACEMENT COSTS FOR LOST OR VANDALIZED ITEMS Item Description 1a. Work Shirt poly/cotton short sleeve WITH Yellow reflective striping-enhanced Visibility 1b. Work Shirt poly/cotton long sleeve WITH Yellow reflective striping-enhanced Visibility 2a. Work Shirt 100% cotton short sleeve 2b. Work Shirt 100% cotton long sleeve 3. Work Pants poly/cotton 4. Work Pants 100% cotton 5. Work Pants Jean Cut 6. Work Pants Women s half elastic 7. Hip Length Jacket WITH Yellow reflective striping-enhanced Visibility Vendor Item Number Unit Cost for Replacement Contract Year 1 Unit Cost for Replacement Contract Year 2 page 28

29 Item Description 8. Team Jacket WITH Yellow reflective striping-enhanced Visibility 9. Optional: Work Pants Cargo - poly/cotton 10. Optional: Work Pants Cargo 100% cotton Vendor Item Number Unit Cost for Replacement Contract Year 1 Unit Cost for Replacement Contract Year 2 OFFER: By execution below, Proposer hereby offers to furnish the goods and/or services as indicated herein. Name of Individual, Partner or Corporation Address City, State and Zip Code Address Telephone Number Fax Number Authorized Signature Title Date page 29