PROJECT NAME: M UNIFORM RENTAL/LAUNDRY SERVICES

REQUEST FOR PROPOSAL TO: ALL PROSPECTIVE BIDDERS DATE: MARCH 27, 2017 BID MANAGER: Pamela Dawson, Administrative Assistant BID DUE DATE: April 13, 2017 at 10:00 AM PROJECT NAME: M-17-04 UNIFORM RENTAL/LAUNDRY SERVICES 1. PROJECT DESCRIPTION The Cosumnes Community Services District (District) is seeking proposals from qualified bidders to provide rental/laundry services for work uniforms. 2. PROJECT LOCATION: Big Horn Shop: 7012 Big Horn Blvd., Elk Grove, CA 95758 Elk Grove Regional Park Shop: 9950 Elk Grove-Florin Road, Elk Grove, CA 95624 3. COSUMNES COMMUNITY SERVICES DISTRICT The Cosumnes Community Services District is an independent special district focusing on essential quality of life services including parks and recreation, fire protection and emergency medical services. The CSD is comprised of three departments: Administrative Services, Fire, and Parks and Recreation. The CSD serves the park and recreation needs of approximately 175,000 residents within a 157 square-mile jurisdiction that includes the City of Elk Grove and unincorporated areas of Sacramento County. Within the jurisdiction, the CSD maintains and operates 680 acres of parkland; 350 of acres of landscaped medians, corridors and greenbelts; two aquatic complexes; three community centers; five recreation centers; a skate park; three dog parks; 17 miles of trails and a nine-hole golf course. 4. SCOPE AND SCHEDULE OF SERVICES Scope and Schedule of Services are set forth in the attached ATTACHMENT A, incorporated herein by this reference. Questions or comments regarding this RFP must be put in writing and received by the District no later than 10:00 AM, April 6, 2017. Correspondence shall be addressed to PamDawson@csdparks.com. Responses from the District will be posted, in writing, as an addendum to the bid form, on the website at www.yourcsd.com by 3:30 PM April 6, 2017. 1 P a g e

5. BID FORM All Proposals shall be made upon the Bid Form, attached hereto as ATTACHMENT B. Submission of Proposals and Samples for Fitness Testing All proposals and samples for Fitness Testing are due by 10:00 AM, April 13, 2017, and shall be submitted to: Cosumnes Community Services District Park Operations: Pam Dawson 9355 E. Stockton Blvd., Suite 185 Elk Grove, CA 95624 Proposals received after the time specified above will be disqualified. Bidder agrees that this bid constitutes a firm offer to District which cannot be withdrawn for ninety (90) days from and after the Bid Due Date or until a contract is fully executed by the District and a Bidder, whichever is earlier. The Bidder shall submit one (1) hard copy of its proposal in a sealed envelope, addressed as noted above, bearing the Bidder s name, address, and clearly marked M-17-04 UNIFORM RENTAL/LAUNDRY SERVICES. The uniform samples for fitness testing are to be clearly and permanently marked, with the Bidders name and RFP number: M-17-04. The samples will be exposed to fitness testing, which involves the sample uniforms being worn by Park Operations staff, and exposed to various materials and substances Park Operations staff experience during their normal course of daily work. Bidders shall pick up soiled garments at the above address on April 20, 2017 between 9:00AM and 12:00PM. Bidders shall return tested garments, cleaned and pressed to the above address on April 26, 2017 between 9:00AM and 3:00PM, for final evaluation. The samples are to be provided to the District at no charge and with no charges for the one time laundry service for the testing process. Bidders may pick up the samples after testing is complete, from the District s address listed above between May 5, 2017 and May 10, 2017. Samples not picked up will be disposed of. The District is not responsible for replacing samples deemed unusable as a result of the fitness testing process. 6. ATTACHMENTS The attachments below are included with this Request for Proposals (RFP) for your review and submittal. Items identified with an asterisk (*) shall be filled out, signed by the appropriate representative of the bidder and returned with submittal, along with samples of clothing (refer to Attachment A for sizes and garments): 2 P a g e

Attachment A Scope of Services Attachment B Bid Form* Attachment C Sample Agreement for Professional Services Attachment D Cost Proposal Forms (Section I and II)* 7. AWARD OF CONTRACT The District shall award the Contract for the Service to the Bid that is deemed most advantageous to the District. The Board of Directors of the Cosumnes Community Services District reserves the right to reject any or all proposal and to waive any informality in any Proposal. 8. PROPOSED TIMELINE RFP issued March 27, 2017 Deadline for questions, clarifications April 6, 2017 Proposals due April 13, 2017 Pick up soiled garments 9:00 AM 12:00 PM on April 20, 2017 Drop off cleaned garments 9:00 AM 3:00 PM on April 26, 2017 Bidder interviews (if needed) May 2, 2017 Bidder selection May 9, 2017 Bidder can pick up samples May 5, 2017 to May 10, 2017 Board review and approval June 7, 2017 Contract awarded June 8, 2017 Work commences July 1, 2017 9. INFORMATION TO BE SUBMITTED (to be submitted in this order only) These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Bidder s understanding of the District s requirements and its approach to successfully provide the products and/or services on time and within budget. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation. All proposals shall address the following items in the order listed below and shall be numbered 1 through 5 in the proposal document. 9.1 Chapter 1 Proposal Summary This chapter shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this 3 P a g e

Proposal and how to communicate with them. Limit this Chapter to a total of three (3) pages including the separate sheet. 9.2 Chapter 2 Profile on the Proposing Bidders(s) This chapter shall include a brief description of Bidder s company size as well as the proposed local organization structure. Include a discussion of the bidder s financial stability, capacity and resources. Additionally, this section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Bidder where litigation is still pending or has occurred within the last five years or (b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years. 9.3 Chapter 3 Qualifications of the Bidder This chapter shall include a brief description of the Bidder s qualifications and previous experiences on similar or related projects within the last three (3) years. Bidder to provide three (3) references with a good contact email address. 9.4 Chapter 4 Work Plan or Proposal This chapter shall present a well-conceived service plan. Include a full description of roll-out and weekly services. This section of the proposal shall establish that the Bidder understand the District s objectives and work requirements. 9.5 Chapter 5 Proposal Costs Sheet and Rates The chapter shall include information relevant to a determination whether the fee is fair and reasonable in light of the services to be provided. Bidder to complete and submit Attachment D, Sections I and II. 10. PAYMENT The prices paid for the various items in the bid proposal shall include full compensation for furnishing all labor, materials, tools, equipment, and incidentals necessary to complete the services as provided in these specifications. Whenever it is specified that the Bidder is to do work or furnish services of any class for which no price is fixed in the bid proposal, it shall be understood that the Bidder is to do such work or furnish services without extra charge or allowance or direct payment of any kind. The cost of doing such work or furnishing services is to be included in the price bid for such other services, as the Bidder may consider appropriate. 11. INSURANCE REQUIREMENTS The Bidder must provide evidence of commercial general liability and professional liability insurance from an insurance company authorized to be in business in the State of California in an amount of not less than One Million Dollars ($1,000,000) for each 4 P a g e

occurrence. Contracted Bidder will be required to provide an insurance certificate naming the District as additionally insured. Bidder must provide certificate showing active policies of automobile liability, commercial general liability and property damage insurance from an insurance company authorized to be in business in the State of California. The following statement must appear on the certificate: "Additional insured endorsement names the Cosumnes Community Services District its directors, agents or employees are included as additional insured." 12. REVIEW AND SELECTION PROCESS District staff will evaluate the proposals provided based on the following criteria: 12.1 Quality and completeness of proposal; 12.2 Fitness Test: all sizes and type provided, quality of garments, quality of washing/detergent used, shrinkage and how the garment looks when returned from laundry service (i.e. clean and pressed), and that Fire Resistant (FR) meets category 2 rating; 12.3 Quality, performance and effectiveness of the goods and services to be provided by the Bidder; 12.4 Bidder s experience, and/or Bidder s prior record of performance with District or others in similar venues; 12.5 References; 12.6 Cost to the District; 12.7 Bidder s financial stability; 12.8 Bidder s ability to perform the work within the time specified, proximity to District and availability during business hours; 12.9 Bidder s ability to provide future maintenance, repairs and services; and 12.10 Bidder s compliance with applicable laws, regulations, policies (including District policies), guidelines and orders governing prior or existing contracts performed by the bidder. The Park Operations Division will make a recommendation to the District Board of Directors. The acceptance of the proposal will be evidenced by written Notice of Award from the District to the successful Bidder and posted on the District s website at www.yourcsd.com. 13. ORAL INTERVIEWS 5 P a g e

Bidders may be required to participate in an oral interview. Each Bidder s time slot for oral interviews will be determined randomly. Bidders who are selected shall make every effort to attend. If representatives of the District experience difficulty on the part of any Bidder in scheduling a time for the oral interview, it may result in disqualification from further consideration. 14. DISQUALIFICATION Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration: 14.1 Evidence of collusion, directly or indirectly, among Bidders in regard to the amount, terms or conditions of this proposal; 14.2 Any attempt to improperly influence any member of the evaluation team; 14.3 Existence of any lawsuit, unresolved contractual claim or dispute between Bidder and the District; 14.4 Evidence of incorrect information submitted as part of the proposal; 14.5 Evidence of Bidder s inability to successfully complete the responsibilities and obligation of the proposal; or 14.6 Bidder s default under any previous agreement with the District, which results in termination of the Agreement. -END OF SECTION- 6 P a g e

ATTACHMENT A SCOPE OF SERVICES UNIFORM RENTAL AND LAUNDRY SERVICES Request for Proposal M-17-04 Bidder will provide rental, laundering and delivery of uniforms to the Park Operations Division 2 locations. Big Horn Shop: 7012 Big Horn Blvd., Elk Grove, CA 95758 Elk Grove Regional Park Shop: 9950 Elk Grove-Florin Road, Elk Grove, CA 95624 Services shall include laundering and repair of rented uniforms. The bidder shall provide new, unused uniforms at no extra cost when the garment has reached the end of its lifespan. Bidder will furnish all materials and labor services required to provide this service as described in these specifications. Sample and fitness testing: Bidders are required to submit a sample at their own expense to be tested by the District. The samples are due, with the bid package, no later than 10:00 AM, April 13, 2017 and must be delivered to: Cosumnes Community Services District Park Operations: Pam Dawson 9355 E. Stockton Blvd., Suite 185 Elk Grove, CA 95624 Quantity Shirt Size Type Color 1 3XL Knit Polo (100% poly w/pocket) Navy 1 M Long Sleeve Work Shirt ARC Rating 8.7 Khaki (preferred) 1 XL Short Sleeve Work Shirt (poly/cotton blend) Khaki 1 M Long Sleeve Work Shirt (poly/cotton blend) Khaki Launder: Bidder shall launder and press rented garments. On occasion, District employees may launder rented garments themselves. Contract Terms: The District intends to award a three (3) year agreement with the option for two one year extensions. Rollover Contracts contract or price increases (other than what is agreed to by the District and Bidder in the agreement) will not be allowed. 7 P a g e

Inventory Tracking (Initial Issue, Inventory, Changes): Bidder shall issue new, unused standard, polo, or Flame Resistant (FR) uniforms to employees at the beginning of the contract period. Full time employees will be issued 11 shirts and part time employees will be issued 9 shirts. All new employees will receive new, unused shirts. Bidder shall track inventory of District-owned garments submitted for laundry, repair or replacement. This report shall be submitted to the District on a weekly basis for verification of garments submitted. Every six months, inventory of garments for each employee must be taken by District staff and Bidder. This data will be reconciled with inventory data from Bidder for verification of number of garments issued and assigned to each employee. Damaged/Repair/Replacement Items: The District shall verify and authorize any garment considered damaged beyond repair prior to Bidder replacement. Each damaged garment will be considered on a case by case basis. Wear and tear period shall be agreed upon between bidder and District as part of the agreement. [For example if a garment s lifespan is 30 cycles of use and laundering, but the garment fails within 15 cycles, then the District is only responsible for 50% of the cost of the uniform rental and the Bidder is responsible for providing a new uniform at no charge to the end of the cycle of 30.] Bidder shall provide new, unused uniforms at no extra cost when the garment has reached the end of its life span. Lost Items: The Bidder shall specify replacement costs for each item and the formula used in pro-rating the charges see Attachment D. Billing: Bidder shall submit invoices weekly. The invoice shall include account number, Districts account code for each location, names of employees, and the number and type of garment rented and cleaned or laundered. The invoices shall be emailed to designated District staff. Measurements of Individuals: Bidder shall be responsible for individual measurements and resultant fit of the uniforms. Bidder shall provide uniforms for all employees regardless of size or special fitting requirements. Bidder shall take employee measurements at various District locations. Bidder shall coordinate with the District for dates and times for measurements. Alterations may be required for certain individuals and Bidder shall supply cost associated with each uniform alteration. Route driver or Account Representative will be notified of new employees requiring fitting for new uniforms. 8 P a g e

Marking, District Emblems, Name Patches: Bidder shall mark or label each leased, standard issue, polo, or FR item of clothing clearly but, inconspicuously, to permit identification of garments by each employee. All patching and threading on FR garments must be of same FR material. The Bidder shall furnish and sew on District logo and individual name patches on the front of garments. Name labels and District emblems, provided by Bidder shall be placed on every standard uniform, and District emblem (only) shall be placed on every polo and jacket. Design of the District emblems shall follow the District s logo specifications, below, and must receive approval by the District prior to initial issue. District Logo Specifications: Pick-up/Delivery: Bidder is responsible for pick-up and delivery of all leased and District-owned standard issue, polo, or FR uniform items. Bidder must supply bins to store soiled garments for pick up. Bidder will pick up soiled garments once a week from each location and deliver clean/pressed garments on hangers to the same location within one week. Bidder shall replace garments not properly washed and ironed within 2 working days. Locations: Park Operations Big Horn Shop: 7012 Big Horn Blvd., Elk Grove, CA 95758 Elk Grove Regional Park Shop: 9950 Elk Grove-Florin Road, Elk Grove, CA 95624 Bidder shall complete an itemized list of the leased standard issue, polo, or FR uniform items and quantity being picked up for laundering. Bidder shall submit a copy of the itemized list to the District for reconciliation when the clean garments are returned. 9 P a g e

Additional Specifications: Cleaning detergent needs to remove oil, grease and be odor free. Option for hypoallergenic. Turnaround time for new or replacement uniforms shall be 1-2 weeks. Mending and repairs to meet turnaround time of 1-2 weeks. Standard Issue: 1. Work shirt: 11 shirts for full time employees; 9 shirts for part time a. Color: light khaki. b. 65% Polyester/35% Cotton c. Short or long sleeve. d. Wrinkle resistant finish. e. 6-7 button plain fronts, plain facing folded straight and flat, long tuck in tail, two piece yoke. f. Two button-through pockets. g. Men s and women s sizes are preferred. 2. Work shirt ARC Rating 8.7 (up to 11 shirts for full time welder) a. Color: light khaki (preferred). b. Fire resistant. c. Work shirt with lined collar and cuffs. 3. Knit polo: 11 polo s for full time supervisors a. Colors: black, navy, green, gray. b. 100% Polyester. c. One chest pocket. 4. Slash pocket jacket (upon request) a. Color: spruce green. b. Sturdy and functional jacket with slash pockets. c. Permanently lined with black quilted lining. d. Two-piece topstitched collar with sew in stays. e. Two button side waist adjustment. f. Adjustable cuffs. g. Patch pocket on left sleeve (preferred). -END OF SECTION- 10 P a g e

ATTACHMENT B BID FORM PAGE 1 OF 2 TO: CSD Project Manager Re: THIS PROPOSAL IS SUBMITTED BY: (Firm/Company Name) 1. The undersigned Bidder proposes and agrees, if this Proposal is accepted, to enter into an agreement with the Cosumnes Community Services District to perform and furnish all services as specified or indicated in the Scope and Schedule of Services and in accordance with all other terms and conditions of the signed agreement. 2. In submitting this Bid, Bidder represents: (a) Bidder has reviewed the Scope and Schedule of Services; and (b) Bidder has performed all tasks, research, investigation, reviews, examinations, and analysis regarding this RFP; 3. In response to the RFP for the service referenced above, the undersigned Bidder hereby proposes to the Cosumnes Community Services District to perform the Services for unit prices per garments listed on Attachment D, Section I and II and to furnish all supplies, materials, labor, labor supervision, tools and equipment, and to perform all operations necessary to provide full Services per the attached Scope of Services. Bidder agrees that this Bid constitutes a firm offer to District which cannot be withdrawn for ninety (90) days from and after the Reply-By date, or until a contract is fully executed by the District and a Bidder, whichever is earlier. 4. The undersigned Bidder understands that District reserves the right to reject this Bid. 5. Notice of Award or request for additional information may be addressed to the undersigned Bidder at the address set forth below. 6. The undersigned Bidder acknowledges that District has reserved the right to delay or modify the commencement date. Contractor Information Company/Firm Name: Address: Telephone:( ) Fax: ( ) 11 P a g e

Email Address: I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Signature of Bidder Submitted Date Print Name Title 12 P a g e

ATTACHMENT C PROFESSIONAL SERVICES AGREEMENT June 8, 2017 Request for Proposal M-17-04 [Insert Name] [Insert Address] [Insert City/State/Zip] Dear [Insert Name]: Re: Letter of Agreement for Uniform Rental/Laundry Service This letter shall be our Agreement regarding the Uniform Rental/Laundry Service described below ( Services ) to be provided by [Insert Name Of Person Or Firm And Indicate If It Is A Corporation, Partnership, Sole Proprietorship Or Other Legal Entity] ( Contractor ) as an independent contractor to the Cosumnes Community Services District (the District ). The Services to be provided include the following: The Services to be provided are more particularly described in the Scope of Services attached hereto as Attachment A and incorporated herein by reference. Contractor shall perform all Services under this Letter of Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California, and consistent with all applicable laws. Contractor represents that it, its employees and sub-contractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses, permits, qualification and approvals shall be maintained throughout the term of this Agreement. Compensation for the above services shall be based prices outlined on Attachment D, Section I and II. However, unless expressly agreed in writing in advance by the District, the cost to the District for the Services shall not exceed $6,000 per year. Contractor shall provide proof of commercial general liability and automobile insurance to the District in amounts and with policies, endorsements and conditions required by the District for the Services. If Contractor is an employer or otherwise hires one or more employees during the term of this Letter of Agreement, Contractor shall also provide proof of workers compensation coverage for such employees which meets all requirements of state law. The District shall be named as an additional insured on all insurance policies entered into on behalf or associated with this Agreement. Invoices shall be submitted to the District weekly by email to designated District staff as performance of the Services progresses. The District shall review and pay the approved charges on such invoices in a timely manner. Services shall begin July 1, 2017 and be completed by June 13 P a g e

30, 2020, District to have the option for two-one year extensions. The District may terminate this Letter of Agreement at any time with or without cause. If the District finds it necessary to terminate this Letter of Agreement without cause before completion of the Services, Contractor shall be entitled to be paid in full for those Services adequately completed prior to the notification of termination. Contractor may terminate this Letter of Agreement for cause only. Contractor shall defend, indemnify and hold the District, its officials, officers, employees, agents and volunteers free and harmless from any and all claims, demands, causes of action, expenses, liabilities, losses, damages and injuries to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Contractor, its officials, officers, employees, agents, contractors and subcontractors arising out of or in connection with the performance of the Services or this Agreement, including, without limitation, the payment of all consequential damages, attorneys fees, experts fees and costs, and other related costs and expenses. If you agree with the terms of this Letter of Agreement, please indicate by signing and dating where indicated below. An original, executed copy of this Letter of Agreement is enclosed for your records. COSUMNES COMMUNITY SERVICES DISTRICT Approved by: CONTRACTOR Reviewed and Accepted by Contractor: Approved as to Form: Signature Name Title Date 14 P a g e

Attachment D - Cost Proposal Bid Response Sheet Section I - Standard Work Uniforms Item Colors (Desired) Sizes Qty per Week (est) Rental unit cost per week (each) District owned garment Rental Bidder launders Extended price per week per garment/week Brand & Product Code (specify below) Replacement cost to District for damage to garments outside of normal wear and tear Normal Wear & Tear Period (Specify your W&T period, i.e. 12-24-36 months) 1. Work shirt: 65%/55% poly/cotton, short sleeve, wrinkle resistant, button front, with button through chest pockets, convertible collar w/stays. 2. Work shirt: 65%/55% poly/cotton, long sleeve, wrinkle resistant, button front, with button through chest pockets, convertible collar w/stays. 3. Work shirt: 100% cotton twill, fire resistance, ARC Rating 8.7, long sleeve, button front, with button through chest pockets, convertible collar w/stays. W: XS - XL Khaki 142 $ $ M: S-5XLT W: XS - XL Khaki 141 $ $ M: S-5XLT Khaki M: S-XL 11 $ $ 4. Knit Polo: 100% polyester, one chest pocket. Black, Navy, Green, Gray M: S-3XL 55 $ $ 5. Slash pocket jacket - sturdy jacket with slash pockets, permanently lined, two-piece topstitched collar, two button side waist adjustment, adjustable cuffs, patch pocket on left sleeve. Spruce Green W: XS - XL M: S-5XLT 37 $ $ Lost shirt cost formula: Proposer: CCSD UNIFORM RENTAL/LAUNDRY SERVICES PROPOSAL #: M-17-04

Attachment D Cost Proposal Bid Response Sheet Section II - Miscellaneous Charges Item Cost per Unit Providing and affixing patches with District logo $ Providing and affixing patches with individual name $ Environmental fees $ Other: Enter any additional charges not listed in the proposal. Any charges not listed in the proposal or herein will not be paid. $ Alterations: Please list the cost and type of alterations. If left blank it will be considered to be at no cost to the District. $ Proposer: CCSD UNIFORM RENTAL/LAUNDRY SERVICES PROPOSAL #: M-17-04