THE BOROUGH O F HAN O V ER 44 FREDERICK STREET HANOVER, PEN N A. 1733 1 7 17-637-3877 FA X 717-637-2805 AN EQUAL OPPORTUNITY BOROUGH INVITATION TO BID October 5, 2018 Sealed bids will be solicited by The Borough of Hanover for furnishing the rental service of work uniforms including pick-up and delivery, laundering and clea ning, and alterations and repairs, as specified. Copies of the specifications and other documents are enclosed. Bids will be opened at a public meeting to be held Friday mornin g, November 16, 2018 at 10:00 AM in the Hanover Borough Council Chamber, 44 Frederick Street, Hanover, Pennsylvania. All bids must be plainly marked "RENTAL UNIFORM BID" a nd be submitted in sealed envelopes to the Office of the Borough Secretary, 44 Frederick Street, Ha nover, Pennsylvania by no later than 10:00 AM on the date of opening. Council reserves the right to reject any or all bids or to award a contract as in their opinion is considered to be in the best interests of The Borough of Hanover. THE BOROUGH OF HANOVER /~~~ \(. ~WV'-/ Michael R. Bowersox Borough Manager Enclosure
SECTION I -BID FORMS Ladies and Gentlemen: I/We, having examined the invitation to bid, bid form, instructions to bidder, special instructions, and uniform requirement specifications, hereby propose to furnish the rental service of work uniforms including furnishing same, pick-up and delivery, laundering and cleaning, and alterations and repairs as specified with the same to be delivered to designated locations or various departments of The Borough of Hanover for the unit prices as follows: UNIT PRICE TOTAL PRICE A. Uniform - Summer issue to be T-Shirt with pocket and pants I shorts. Winter issue to be long sleeve shirt and Pants, or sleeve length as p referred by individual. Color to be determined at time of bid award. 1. Seventy-five (75) employees- each to be furnished with five (5) changes of T- shirts and Shirts either long or short sleeve, per employee, per week. 22 shirts $ $ t-shirt $ $ shirts 2. Seventy-five (75) employees- each to be furnished with five (5) changes of pants and cargo pants per employee, Per Employee per Week per week 11 pants or sevenpantsl four (4) shorts$ $ reg. per employee, 7 pants I 4 shorts employees choice $ Per Employee $ cargo per Week GRAND TOTAL all items based on estimated quantities: $ Per Week B. Provide the following services on an asneeded basis for garments owned by The Borough of Hanover: 1. Pick-up and delivery, laundering and cleaning as needed for Carhartt's, overalls and coveralls, including insulated coveralls: $ Per Garment Page 2 of 12
C. Purchase of insulated coveralls, approximately 15-20: 1. 65 I 35 poly I cotton and twill shell [and a 7.25 ounce quilted lining]. Features include chest pockets, front hip pockets, side entry slits, elastic side waist band, back hip and tool pocket. Color to be selected by Borough to match uniform bid colors: $ Per Garment D. Purchase of non-insula.ted coveralls approximately 15-20: 1. 65 I 35 poly I cotton and twill shell. Features include chest pockets, front hip pockets, side entry slits, elastic side waistband, back hip and tool pocket. Color to be selected by Borough to match uniform bid colors: $ Per Garment E. Purchase of Insulated Carhartt Overalls, app roximately 20-25: 1. 100% cotton - quilted mid weight, waist to hem lining surrounded by 12 oz. 100% cotton duck fabric. Elastic suspenders, leg zipper (open to knee), tool pockets and bib pockets. Brown in color. F. Purchase of Non-Insulated Carhartt Overalls, approximately 20-25: 1. 100% cotton - mid weight, 100% cotton duck fabric. elastic suspenders, leg zipper (open to knee), tool pockets and bib pockets. Brown in color. $ $ Per Garment Per Garment Page 3 of 12
It is understood and agreed that title or ownership of Item A, the uniform garments, shall remain vested in the successful bidder. The Borough will reimburse the successful bidder for uniforms not returned when employee terminates, does not turn in all issued uniforms, when garments are damaged intentionally, or employee decides to no longer utilize uniform issued garments at the specified prices stated below: *1. Shirts each *2. P ants each *3. Cargo Pants each *4. Pocket T -Shirts each *5. Shorts each *6. Cargo shorts each It is understood and agreed that the quantities specified above are approximate and that the successful bidder will bill The Borough of Hanover on the basis of actual uniform inventory times the unit price. The total price specified is, therefore, for the sole purpose of permitting The Borough of Hanover to determine the lowest bidder. It is further understood that there will be no additional charges such as: rental, replacement, fitting, emblem attachments, damage, upgrading, delivery, gasoline, stop charges, ecology, cleaning, makeup or any other fees. All additional fees must be added in contract price. It is further understood and agreed that the Borough Council may reject any or all bids or may award the contract as in their sole judgment would appear to be in the best interest of The Borough of Hanover. It is understood and agreed that the bid is for a price to hold firm for not less than forty-five (45) days. The following describes projects of a similar character that have been successfully completed by the bidder: YEAR CONTRACT WITH DESCRIPTION OF PROJECT Page 4 of 12
IT IS FURTHER UNDERSTOOD AND AGREED THAT THESE BIDS ARE FOR PRICES TO HOLD FIRM FOR A PERIOD OF NOT LESS THAN FORTY-FIVE (45) DAYS. DATE NAME OF COMPANY CONTACT PERSON BY: ADDRESS OF BIDDER CITY AND STATE TELEPHONE AND FAX NUMBER OF BIDDER EMAIL ADDRESS Page 5 of 12
SECTION II INSTRUCTIONS TO BIDDERS 2.01 Bids will be opened at a public meeting to be held Friday morning, November 16, 2018 at 10:00 AM in the Hanover Borough Council Chamber, 44 Frederick Street, Hanover, Pennsylvania. 2.02 All bids must be plainly marked "RENTAL UNIFORM BID" and be submitted to the Office of the Borough Secretary, 44 Frederick Street, Hanover, Pennsylvania by no later than 10:00 AM on the date of opening. 2.03 Cash, certified check, or bid bond to the order of The Borough of Hanover shall accompany each proposal in an amount of not less than (10%) percent of the total price with same being tendered in good faith as bid security. Such bid security shall be returned to all except the two (2) low bidders within three (3) days following the contract award. The bid security of the two (2) low bidders shall be returned immediately upon execution of the contract and filing of the performance bond as required by the successful bidder. In the event the successful bidder fails to comply with the requirements set forth herein, the performance bond shall become the property of The Borough of Hanover to cover any loss or damage that might occur to The Borough of Hanover. 2.04 The quantities specified are estimated, and represent the approximate requirements of The Borough of Hanover from January 1, 2019 to January 1, 2022. The Borough of Hanover shall not be penalized, nor shall prices be raised in case actual quantities are less than estimated. 2.05 The contract period shall cover the period from January 1, 2019 to January 1, 2022. The bid prices shall remain firm for 12 months and the successful bidder shall have the option to increase prices not to exceed the CPI each anniversary date of this agreement. This contract will not be a renewable one and the contract will be re-bid after the contract period has expired. 2.06 The successful bidder will enter into a written contract, the form of which is on hand in the Borough Secretary's Office, within fifteen (15) days after the award of said contract. 2.07 The successful bidder must furnish at his own expense a standard guaranty bond for the faithful performance of his contract, which bond shall include a guaranty of payment of all labor and materials required for the project. This bond shall include complete indemnification against any or all damages which the Borough may sustain by reason of any trouble directly or indirectly traceable to the execution of the contract. The bond shall be in such form as the Borough Solicitor may prescribe, with corporate security as he may approve, and shall be for the principal sum of the amount of the contract price. 2.08 The contractor shall, at his own expense, maintain such insurance as will protect him from claims under the Workmen's Compensation Act and from any other claims for damages for personal injury, including death, which may arise from operations under his contracts, whether such operations are by himself or by a sub-contractor, or by anyone directly Page 6 of 12
unemployed by either. Certificates of such insurance shall be filed with the Borough and shall be subject to its approval for adequacy of protection. 2.09 The Borough of Hanover is exempt from all State and Federal taxes. 2.10 All proposals shall remain firm for at least forty-five (45) days pending award of contract. 2.11 The Borough Council reserves the right to reject any or all bids or to award the contract as in their judgment would be to the best interests of The Borough of Hanover. 2.12 Every bidder is required to insert on the standard bidding blank the requested information regarding character and references; this will permit the Hanover Borough Council to judge his responsibility and workmanship. The Borough Council reserves the right to reject as not responsible any bidder whose responsibility, experience, and workmanship would appear not to meet the performance standards of good service. 2.13 Bidders must quote on all items appearing on the bid form. Failure to quote on all items disqualifies the bid. Alternate bids will not be considered. 2.14 Bids may be withdrawn upon written request ofthe bidder at any time prior to the day fixed in the advertisement for the bid opening. Negligence on the part of the bidder in preparing his bid shall not constitute a right to withdraw bid subsequent to the time of bid opening. 2.15 As the time and place fixed for opening bids, the contents of all bids will be made public for the information of all bidders and other interested parties, who may be present in person or by representation. Page 7 of 12
SPECIFICATIONS FOR FURNISHING UNIFORM GARMENT RENTAL, CLEANING AND MAINTENANCE SERVICES TO THE BOROUGH OF HANOVER. PENNSYLVANIA (Uniform Requirement Specifications) ARTICLE 3.01 GENERAL: SECTION III 1. The successful bidder shall furnish and deliver to various departments of the Borough as same are designated in the specifications and to such other departments of the Borough that may from time to time be designated uniform garment rentals on a weekly basis for the purpose of uniformly clothing certain service personnel in various departments as designated by the Hanover Borough Manager. 2. The uniform garments are to be furnished by the successful bidder and shall be maintained through laundering and/or cleaning plus repairing of same so as to provide a neat and clean appearance for designated personnel on a regular basis. An emblem consisting of the Hanover Borough's seal and the words spelled out, Borough of Hanover shall be attached above the left breast pocket of the shirt. The T-shirt garment will have a screen print emblem consisting of the Hanover Borough's seal and the words spelled out "Borough of Hanover" on the left breast pocket of the T-shirt. The name of the employee (to be designated following award) shall be attached over the right breast on the T-shirt and shirt garment in the manner mentioned above. 3. Garments furnished and services rendered shall be satisfactory to the Borough Manager. Services, which are not satisfactory, or uniforms that do not meet specifications will be rejected and shall be immediately removed from premises of the Borough at the expense of the contractor. 4. Pants/Shorts shall be marked with name of employee or other specific identification. Page 8 of 12
ARTICLE 3.02 GARMENT SPECIFICATIONS: The garments furnished shall conform to the specifications stated below: (Brand names are used for identification only, however garments supplied must be the same Brand Name for full inventory and term of this contract) RED KAP MFG. CORP., or equal, or REED MFG. CORP., or equal. 1. 65% Polyester/35% Cotton Shirt- Minimum Requirement Fabric: (Shirt) - 4. 71 ounce per square yard. 65% Dacron Polyester/35% combed cotton, colorfast, 1% pre-shrunk, Leno weave fabric. Buttons: Color to match body fabric. Collar Stays: Two (2) stays per shirt. Thread: Dacron Polyester/Cotton. Construction: o Yoke - two (2) piece separate from back panel; o Collar - convertible, lined, stays, sport type die cut; o Cuffs -long sleeves, die cut, lined; o Pockets - die cut, spade shape, 5" wide, 6" deep, pencil slot in left breast pocket, no flaps; o Panels -back panel cut to allow full swing freedom, front panel tapered to fit. Colors: To be selected. Three (3) different colors to be selected (at no extra cost to Borough). Sizes: o Neck- small, medium, large, extra-large; o Body and Sleeve- Body medium, long, extra-long, short sleeve, long sleeve, extralong sleeve if needed. Emblem: One with the employees name and one with The Borough Seal and The Borough of Hanover spelled out. 2. Pocket T-Shirt (OSHA approved) Fabric: Color: T-Shirt 5.6020 ounce, 100% pre-shrunk cotton T-shirt & screen printed emblem color to be selected Screen Print Emblem: One with the employees name and one with The Borough Seal and The Borough of Hanover spelled out. Pockets: Left breast pocket Page 9 of 12
3. Pants- Minimum Requirements General Description: Zipper fly, continuous waistband, relaxed fit, stayed down pockets, industrial pants. Fabrics: (Pant) - 65% Polyester and 35 % cotton style, work pant pre-shrunk, colorfast. Sizes: Waist- 28" through 54" (sizes 28-54 in 2" increments) Colors: To be selected after bid award. Zipper: Heavy Duty Zipper. Buttons: Color to match body fabric. Construction: o Seams -inseams single needle open or bursted. Raw edges surged. Sear seam double needle stagger stitched; o Pockets- Double-Stitched Pockets ( 2 hip and 2 rear) o Belt Loops- self material o Waistband - Lined Waistband. 4. Cargo Pants- Minimum Requirements General Description: Zipper fly, continuous waistband, relaxed fit, stayed down pockets, industrial cargo pants. Fabrics: (Cargo Pant) - colorfast. 65% Polyester and 35 % cotton style, work pant pre-shrunk, Sizes: Waist - 28" through 54" (sizes 28-54 in 2" increments) Colors: To be selected after bid award. Zipper: Heavy Duty Zipper. Buttons: Color to match body fabric. Construction: o Seams -inseams single needle open or bursted. Raw edges surged. Sear seam double needle stagger stitched; o Pockets -Double-Stitched Pockets (2 hip and 2 rear and 2 side) o Belt Loops - self material o Waistband - Lined Waistband. Page 10 of 12
5. Shorts -Minimum Requirements General Description: Zipper fly, continuous waistband, relaxed fit, industrial pants. Fabrics: (shorts)- 65% Polyester and 35% cotton style, pre-shrunk, colorfast. Sizes: Waist - 28" through 54" (sizes 28-54 in 2" increments) Colors: To be selected after bid award. Zipper: Heavy Duty Zipper. Buttons: Color to match body fabric. Construction: o Seams - inseams single needle open or bursted. Raw edges surged. Sear seam double needle stagger stitched; o Pockets - Double-Stitched Pockets o Belt Loops- button closure and reinforced belt loop. 6. Coverall- Minimum Requirements Fabric: 65/35 polyester/cotton and twill shell and 7.25 ounce quilted minimum for insulated coveralls. Features: Chest pockets, front hip pockets, side entry slits, elastic side waist band, back hip and tool pocket. Colors: To be selected. Sizes: S -XL, short, regular, and long lengths. 7. Carhartt Overalls Fabric: 100% cotton Duck Fabric, Mid Weight, waist to hem lining, double-layer knees for insulated overalls. Features: Elastic suspenders, leg zipper (open to knee), tool pockets and bib pockets. Colors: Brown and/or blue in color. Sizes: S- XL, short, regular, and long lengths. Page 11 of 12
SECTION IV SPECIAL INSTRUCTIONS 4.01 The successful bidder shall furnish the rental service of new work clothes including the pick-up and delivery, laundering and cleaning, alterations, repairs, zippers, buttons, etc. also the replacement of any garments to have them in presentable condition at all times during the contract period as per enclosed schedule and specifications. 4.02 Winter shall be the period from the first day of October until the thirtieth day of April. Summer shall be the period from the first day of May until the thirtieth day of September. 4.03 The successful bidder shall pick-up soiled garments and returns clean garments at least once weekly. Delivery shall be made to the following locations and any other location designated by the Borough. Public Works Garage, North Street; Sewerage Treatment Plant, O'Brien Lane; Tanger Complex, 228 High Street; Transfer Station, Barnhart Drive; Hanover Borough Office, 44 Frederick Street; Filter Plant, 235 Old Hanover Road; and the Water Dams. Delivery shall be made to all locations on the same day. Day of delivery shall be agreed to between the successful bidder and the Borough Manager following the award contract. Delivery day shall remain the same throughout the entire contract period unless a change is mutually agreed to by both parties of the contract. 4.04 The successful bidder shall deliver all cleaned Dacron, polyester/cotton garments on hangers for each individual uniform assignee. Coveralls for each individual assignee shall be delivered on hangers. All garments shall be processed and ready for wear when delivered. 4.05 In the event a new employee is hired by the Borough or if an employee loses or damages his uniform to the extent that it cannot be worn, the successful bidder shall immediately furnish a uniform for such employee on loan, at no cost to the Borough, until a replacement uniform is made up. 4.06 The price of the materials and/or services furnished the Public Bodies under the terms of this agreement shall be computed and paid as follows: Invoices received by the fifth day of the month will be paid on or before the third Wednesday of that month. 4.07 Payment will be made for the actual quantity of work clothes furnished either more or less than the estimated quantities at the unit prices quoted. 4.08 The clothes furnished shall be guaranteed by the successful bidder to be new and free of defects. Clothes showing defects shall immediately be replaced free of cost to the Borough. Page 12 of 12