HomeMy WebLinkAboutC4 Uniform Services RFPCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Daryl R. Grigsby, Director of Public Works
Prepared By: Ryan Betz, Administrative Analyst
SUBJECT: REQUEST FOR PROPOSALS TO FURNISH UNIFORM AND LINEN
SERVICES – SPECIFICATION NO. 91304
RECOMMENDATION
1) Approve the “Request for Proposals to Furnish Uniform and Linen Services, Specification No.
91304”.
2) Authorize staff to distribute the Request for Proposals
3) Authorize the City Manager to execute an agreement if the contract price is within the available
annual budget of $74,200 for uniform services.
DISCUSSION
Background
Where appropriate, the City contracts with private vendors to deliver a wide range of operations
and maintenance services, including such diverse activities as transit operations, parking meter
coin collection, sidewalk steam cleaning, tree trimming, janitorial maintenance and others.
Generally these vendors either have expertise in a particular area or can perform services at a
competitive price to supplement and extend the services delivered by City forces. The City
currently contracts with a private vendor to provide uniform and linen services. These services
include uniforms for field level staff and linens (towels and walk-off mats) for city owned
facilities.
Request for Proposals
The existing contract for uniform and linen services expires on October 31, 2014. Staff
recommends approval to advertise and distribute a Request for Proposals (RFP) to furnish
uniform and linen services for the City of San Luis Obispo. This RFP covers contract uniform
and linen services from December 1, 2014 to November 30, 2018 with an option to extend the
term annually, not to exceed two years total. This timeline meets our MOA requirements and
provides the vendor time to provide uniform services on December 1st. The timing of the new
contract will allow the City to implement the newly adopted emblem as part of the new
uniforms. This will be a critical element in the City’s phased implementation of the Council-
approved Style Guide.
This RFP covers contract uniform and linen services for the following City Departments:
• Public Works (uniforms & linens)
• Utilities (uniforms & linens)
• Parks & Recreation (Golf Course linens)
• Police (linens)
• Fire (linens)
8/19/14
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RFP for Uniform and Linen Services (91304) Page 2
The Request for Proposals Process
With construction contracts, awarding a contract to the firm with the lowest price usually works
well. However, with operations and maintenance contracts this approach has created problems on
occasion with low bidders supplementing their original bid with continual requests for price
adjustments. In general, consequences have included marginal, often unacceptable, work and
strained relations between City representatives and contractors. With uniform and linen services
contracts in particular, past problems with low bidders have included:
1) Threadbare uniforms long overdue for replacement
2) Ill-fitting uniforms
3) Sloppy and unsightly repair work
4) Repairs to worn and damaged uniforms when replacement would have been more
appropriate
5) Inconsistent laundering service, where employees have been left with no clean
uniforms
To avoid this type of situation, the City has used a specification for operations and maintenance
contracts that calls for proposing firms to submit two sealed envelopes. One includes a
qualifications proposal (including general information, references, list of current organizations
for which the firm provides services, and insurance information), and the second represents their
price proposal. The specification then outlines the following three-phase selection process:
1) A review committee opens the qualifications proposal and selects three to five firms for
follow-up interviews.
2) The review committee interviews the selected firms and ranks them.
3) The review committee opens the submitted price proposals and uses price information to
further evaluate the proposals and recommend the best firm.
It is important to emphasize that while price is not the sole criterion for awarding a contract, it is
still a factor in determining the best firm. Although the price for the top-ranked firm might be
within budget, the price for the second-ranked firm might be substantially lower, and the
committee might choose to recommend the second-ranked firm, particularly if that firm were
ranked as a close second to the top-ranked firm. This selection process has been used
successfully over the last nine years for at other operations and maintenance contracts. It has
attracted proposals from well-established companies and resulted in excellent quality service at
reasonable prices.
Longer Contract Term
Most Public Works operations and maintenance contracts have an initial term of four years with
a City option to extend for additional one year terms, not to exceed two years total. Longer
contract term years have the following advantages:
1) Allows contractors to recover startup and capital costs over a longer period.
Consequently, contract prices can be lower.
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RFP for Uniform and Linen Services (91304) Page 3
2) Makes budgeting for contract costs more predictable because contract prices remain
stable.
3) Eliminates frequent and time-consuming contract solicitations.
4) Reduces the inevitable disruption that occurs whenever there is a change in
contractor. The transition period for such a change usually requires temporary but
intensive supervision from City staff while the new contractor becomes comfortable
with the work.
Schedule
The following is an outline of the anticipated schedule for proposal review and contract award:
DATE DESCRIPTION
8/26/14 Advertise and Distribute RFP
9/26/14 Proposals Due
9/29/14 City Staff Complete Written Proposal Evaluation
10/2/14 Conduct finalist interviews
10/3/14 Finalize staff recommendation
10/17/14 Award contract
10/24/14 Execute contract
12/01/14 Start work
CONCURRENCES
Stakeholders from the Utilities, Fire, Police and Parks and Recreation Departments have
reviewed the RFP and concur with the alternate award criteria. The City Attorney and the
Director of Finance & Information Technology have previously reviewed and concurred with the
alternative award criteria being used.
FISCAL IMPACT
Funding for Uniform and Linen Services is found in the 2014-15 Public Works, Utilities, Parks
& Recreation, Police and Fire Department budgets. A total collective available annual budget of
$74,200 from multiple operating programs City-wide, is available to support contract uniform
and linen services. This amount assumes a Consumer Price Index (CPI) increase of 2.0%. Future
CPI increases will be included in the operating programs budget as part of the 2015-17 Financial
Plan.
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RFP for Uniform and Linen Services (91304) Page 4
Fiscal Impact Summary 14-15 Approved Budget
8 General Fund Programs in Public Works 32,800
4 Sewer Fund Programs 19,400
3 Water Fund Programs 11,400
1 General Fund Program in Police 600
1 General Fund Program in Fire 3,400
1 Parking Fund Program 4,400
1 Golf Course Fund Program 900
1 Whale Rock Fund Program 1,300
Total $74,200
ALTERNATIVE
1. Do not approve the RFP and continue on a month to month agreement with the current
contractor. Staff does not recommend this alternative because a long term contract provides
the City a more competitive price and consistent service delivery.
ATTACHMENTS:
1) Uniform and Linen Services, Specification No. 91304 Request for Proposals
2) City’s Style Guide – Clothing and Uniforms
\\chstore6\Team\Council Agenda Reports\2014\2014-08-19\RFP for Uniform Services\CAR -
RFP for Uniform Services.docx
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Attachment 1
The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
990 Palm Street San Luis Obispo, CA 93401
Request for Proposals
To Furnish
UNIFORM AND LINEN SERVICES
Specification No. 91304
The City of San Luis Obispo is requesting sealed proposals to furnish uniform and linen services under
Specification No. 91304 over a four-year term (with an option to extend for another three years). All
proposals must be received by the Department of Finance (990 Palm St) by 3:00 p.m. on SEPTEMBER
26, 2014.
Proposals received after said time will not be considered. Each proposal shall be submitted to the
Department of Finance in a sealed envelope plainly marked with the proposal title, specification number,
proposer name, and time and date of the Qualification Proposal opening (SEPTEMBER 26, 2014 at 3:30
pm in the Council Chamber). Proposals shall be submitted using the forms provided in the specification
package.
Obtaining a Specification Package
Download from the City’s Web site www.slocity.org - Bids & Proposals page
Pick up a copy of the RFP at the above address
Mail a request to the City of San Luis Obispo Finance Department at the above address
Fax a request to the City of San Luis Obispo at 805-781-7401 – include company name, street
address, phone, fax, email and the name of the contact person.
Requests must include the RFP title and specification number.
A list of companies that have requested a copy of the proposal is maintained on the web page.
Additional information may be obtained by contacting Ryan Betz (805) 781-7589.
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Attachment 1
Specification No. 91304
TABLE OF CONTENTS
A. Description of Work 1
B. General Terms and Conditions 6
C. Special Terms and Conditions 23
D. Form of Agreement 27
E. Proposal Submittal Forms 32
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Section A
DESCRIPTION OF WORK
1. General Description of Work. The Contractor shall furnish a stock of new uniforms to the City and
shall periodically pick up, launder, and deliver these uniforms as specified. The Contractor shall furnish
an inventory of towels, dust mops, and floor mats to the City and shall periodically exchange this
inventory for a newly laundered inventory as specified. The unit prices submitted on the price proposal
form shall include the price of all labor, material, and equipment required to:
a. Furnish the required inventories, including uniform patches for division names and employee names
b. Pick up items to be laundered each week
c. Launder all items
d. Mend and replace items as requested
e. Deliver laundered items with shirts, pants, shorts, and jackets on hangers and all other items folded
2. Estimated Inventories and Weekly Launderings/Exchanges. The following table shows the estimated
inventory of uniforms and linen needed by the City along with the estimated number of weekly
launderings and exchanges. This table is intended only to show the approximate average volume of
contract activity. Actual inventories and launderings/exchanges will depend primarily on the size of the
City workforce and preferences for style and fabric.
Estimated
Inventory
Item
Description
Estimated
Weekly Launderings/Exchanges
803 Industrial Work Shirt – Cotton 365
187 Industrial Work Shirt – Poly/Cotton 85
198 Polo Shirt – Poly/Cotton 90
792 Industrial Work Pants – Cotton 360
275 Industrial Work Pants – Poly/Cotton 125
154 Work Shorts – Cotton 70
143 Twill Coveralls – Poly/Cotton 65
13 Lab Coat – Poly/Cotton 5
90 Team Jacket (Waist) – Poly/Cotton 9
50 Bomber Jacket – Nylon/Fleece 5
950 Shop Towel – 18” X 18” 950
2 Shop Towel Waste Can N/A
3 Fender Cover 3
500 Bath Towel 500
390 Dish Towel 390
20 Glass Towel – 16” X 29” 20
80 Bar Towel – 16” X 19” 80
17 Walk Off Floor Mat – 3’ X 10’ 17
24 Walk Off Floor Mat – 4’ X 6’ 24
44 Walk Off Floor Mat – 3’ X 4’ 44
8 Scraper Floor Mat – 3’ X 4’ 8
15 Dust Mop – 36” 15
7 Dust Mop – 24” 7
3. Uniform Requirements.
a. Manufacturer. Red Cap or equal or better.
b. Colors. Work shirts shall be available in light blue, gray, tan, high-visible yellow and orange. Polo
shirts shall be available in navy blue. Pants and shorts shall be available in navy blue, charcoal gray
and dark green. Coveralls shall be available in light blue. Jackets shall be available in navy blue and
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dark green.
c. Sizes. The Contractor shall furnish correctly fitting uniforms for each employee. Pants and shirts
shall be available in sizes and cuts to fit both men and women. The Contractor shall anticipate the effects
of shrinkage – particularly for all-cotton garments. If necessary, the Contractor shall replace uniform
garments when excessive shrinkage renders a poor fit or poor appearance.
d. Expandable Waistbands. Expandable waistbands shall not be included on pants and shorts unless
specifically requested by the employee.
e. Identification Patches. Each shirt, coverall, and jacket shall have three patches:
(1) An embroidered City of San Luis Obispo emblem, 3 ¾ inches in diameter,
attached to the left sleeve about 1/2 inch below the shoulder seam.
(2) An embroidered division name emblem, 1-1/2 inches tall and 3-1/2 inches
wide, with 3/4 inch royal blue lettering (Holland Title preferred font) on a light
blue background, attached above the right breast pocket area. Division names
shall include the following:
Building Maintenance
Fleet
Golf Course
Park Maintenance
Parking
Reservoir Operations
Signal Maintenance
Stormwater
Street Maintenance
Tree Maintenance
Fire
Water Customer Service
Water Distribution
Water Quality Lab
Water Reclamation
Water Treatment
Wastewater Collections
(3) An embroidered employee name emblem, 1-1/2 inches tall and 3-1/2
inches wide, with 3/4 inch royal blue lettering (Holland Title preferred font) on
a light blue background, attached above the left breast pocket area.
The City shall pay for an initial stock of 2,500 City of San Luis Obispo emblems. The
prices for the division name emblems and the employee name emblems shall be included
in the unit prices proposed for shirts, coveralls, and jackets. When uniforms are furnished
for a new employee, the Contractor shall sew on required patches within two weeks of
receiving notice to do so. To avoid chaffing, the Contractor shall not sew on required
patches with monofilament thread.
f. Badge Eyelets. To accommodate official pinned badges, badge eyelets shall be
available to attach over the left breast pocket of some work shirts.
g. New Uniforms for All Employees. The Contractor shall furnish new uniforms for all
employees at the beginning of the contract. The contractor shall furnish new uniforms for
all employees on December 1, 2014 and again on December 1, 2016 and again on
December 1, 2018 if the original contract term is extended. In addition, where polo shirts
are used, the Contractor shall furnish new polo shirts on December 1st of every year.
h. Uniforms for Newly-hired Employees. The Contractor shall furnish new uniforms for
newly-hired employees within two weeks of notification by the City. If the Contractor
cannot furnish these new uniforms within the two week, it may furnish used uniforms in
the interim. If used uniforms are provided temporarily, the Contractor shall not charge
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the City for their rental and laundering.
i. Repair of Damaged Uniforms. The Contractor shall furnish repair/replacement request
tags. Within one week of receiving a repair request on a repair/replacement tag, the
Contractor shall repair any uniform garment as required. To avoid chaffing, the
Contractor shall not perform required repairs with monofilament thread.
g. Replacement of Damaged Uniforms. Within one week of receiving a replacement
request on a repair/replacement tag, the Contractor shall replace the existing uniform
garment with a new uniform garment. The Contractor shall not repair a uniform garment
that has been submitted for replacement. If the uniform garment is replaced because of
loss or premature irreparable damage, the City shall pay for replacement at the prices listed
in the accepted price proposal. If the uniform garment is replaced because it has simply
worn out, the City shall not pay for replacement. The decision to repair or replace a
uniform garment shall rest solely with the City.
h. Appearance of Laundered Uniforms. The Contractor shall use laundering methods that
render the uniform garments clean, serviceable, professional-looking, and free of wrinkles.
4. Pickup and Delivery Locations.
City Hall – 990 Palm Street, San Luis Obispo
Corporation Yard – 25 Prado Road, San Luis Obispo
Police Department – 1042 Walnut Street, San Luis Obispo
Parking Offices – 1260 Chorro Street, San Luis Obispo
Sinsheimer Swim Center – 900 Southwood Drive, San Luis Obispo
Water Reclamation Facilities – 35 Prado Road, San Luis Obispo
Water Treatment Plant – Stenner Creek Road, San Luis Obispo
Whale Rock Reservoir – 108 Old Creek Road, Cayucos
Fire Station No. 1 – 2160 Santa Barbara Street, San Luis Obispo
Fire Station No. 2 – 136 North Chorro Street, San Luis Obispo
Fire Station No. 3 – 1280 Laurel Lane, San Luis Obispo
Fire Station No. 4 – 1395 Madonna Road, San Luis Obispo
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Section B
GENERAL TERMS AND CONDITIONS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer) shall
meet all of the terms and conditions of this specification. By virtue of its proposal submittal, the proposer
acknowledges agreement with and acceptance of all provisions of this specification.
2. Proposal Withdrawal and Opening. A proposer may withdraw its proposal without prejudice prior to
the time specified for the proposal opening by submitting a written request to the Director of Finance for
its withdrawal, in which event the proposal will be returned to the proposer unopened. No proposal
received after the time specified or at any place other than that stated in the “Request for Proposals” will
be considered. The City reserves the right to reject any or all proposals.
3. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make
or file, or to be interested in more than one proposal, except an alternative proposal when specifically
requested; however, an individual or business entity which has submitted a sub-proposal to a proposer
submitting a proposal, or who has quoted prices on materials to such proposer, is not thereby disqualified
from submitting a sub-proposal or from quoting prices to other proposers submitting proposals.
4. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged, but will be
permitted. However, any such oral communication shall not be binding on the City.
5. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60
days for examination and comparison. The City also reserves the right to waive non-substantial
irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and
accept the other, except to the extent that proposals are qualified by specific limitations. See the "special
terms and conditions" in Section C of these specifications for proposal evaluation and contract award
criteria.
6. Competency and Responsibility of Proposer. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of proposers. Proposers will provide, in
a timely manner, any and all information that the City deems necessary to make such a decision.
7. Contract Requirement. The proposer to whom award is made (the Contractor) shall execute a written
contract with the City within ten calendar days after notice of the award has been sent by mail to it at the
address given in its proposal. The contract shall be made in the form adopted by the City and
incorporated in these specifications.
8. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages, and
amounts specified in Section E of this specification within ten calendar days after notice of contract award
as a precondition to contract execution.
9. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate prior to
execution of the contract. Additional information regarding the City's business tax program may be
obtained by calling (805) 781-7134.
10. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all
capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work
hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances,
and regulations.
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11. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply
with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations
and adopted codes during its performance of the work.
12. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is
required to pay.
13. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees,
and give all notices necessary.
14. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
15. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous to the
public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain
such fences, temporary railings, barricades, lights, signs and other devices and take such other protective
measures as are necessary to prevent accidents or damage or injury to the public and employees.
16. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved
by the City, to protect City property from injury or damage. If City property is injured or damaged as a
result of the Contractor's operations, it shall be replaced or restored at the Contractor's expense. The
facilities shall be replaced or restored to a condition as good as when the Contractor began work.
17. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for
the performance of this work that only persons authorized to work in the United States pursuant to the
Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the
performance of the work hereunder.
18. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not
engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment
of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of
such persons.
19. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder
by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or
any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal
government restrictions arising out of defense or war programs, then the time of completion may, at the
City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In
the event that there is insufficient time to grant such extensions prior to the completion date of the
contract, the City may, at the time of acceptance of the work, waive liquidated damages which may have
accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons
for such delay, and making a finding as to the causes of same.
20. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and
acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor (Net
30).
21. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that
the services of the Contractor are being performed in accordance with the requirements and intentions of
this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection
and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill
its contract requirements.
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22. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials
used by Contractor in preparing its invoices to City as a condition precedent to any payment to
Contractor.
23. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire
any interest direct or indirect or otherwise, which would conflict in any manner or degree with the
performance of the work hereunder. The Contractor further covenants that, in the performance of this
work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that
no one who has or will have any financial interest in performing this work is an officer or employee of the
City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at
all times be deemed an independent contractor and not an agent or employee of the City.
24. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect and hold
the City and its agents, officers and employees harmless from and against any and all claims asserted
or liability established for damages or injuries to any person or property, including injury to the
Contractor's employees, agents or officers which arise from or are connected with or are caused or
claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees,
in performing the work or services herein, and all expenses of investigating and defending against
same; provided, however, that the Contractor's duty to indemnify and hold harmless shall not include
any claims or liability arising from the established sole negligence or willful misconduct of the City, its
agents, officers or employees.
25. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the
contract, or its right, title or interest, or its power to execute such a contract to any individual or business
entity of any kind without the previous written consent of the City.
26. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully
abiding by any term or condition contained herein, the City may notify the Contractor in writing of such
defect or failure to perform; which notice must give the Contractor a ten calendar day notice of time
thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days specified in the
notice, such shall constitute a breach of the contract and the City may terminate the contract immediately
by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties,
obligations, responsibilities, or rights under the contract except, however, any and all obligations of the
Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any
manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services performed from the
beginning date in which the breach occurs up to the day it received the City's Notice of Termination,
minus any offset from such payment representing the City's damages from such breach. "Reasonable
value" includes fees or charges for goods or services as of the last milestone or task satisfactorily
delivered or completed by the Contractor as may be set forth in the Agreement payment schedule;
compensation for any other work, services or goods performed or provided by the Contractor shall be
based solely on the City's assessment of the value of the work-in-progress in completing the overall
workscope.
The City reserves the right to delay any such payment until completion or confirmed abandonment of the
project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting
of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation
quoted in its proposal.
27. Termination for Convenience. Whenever it may be in the City's best interest, the City may terminate
the agreement with 30 calendar days written notice.
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Section C
SPECIAL TERMS AND CONDITIONS
1. Proposal Submittal. Each proposal must be submitted on the forms provided in Section F of this
specification and accompanied by any other required submittals or supplemental materials. These forms
and other required materials must be submitted according to the procedures outlined in Section F.
In addition to the required forms, proposals should provide adequate information on the company to
allow reviewers to evaluate reliability, responsibility, quality, and suitability of the Contractor’s various
uniform garments and services, and understanding of the City’s needs.
Insurance Certificate. Each proposal must include a certificate of insurance showing:
1. The insurance carrier and its A.M. Best rating
2. Scope of coverage and limits
3. Deductibles and self-insured retention
The purpose of this submittal is to generally assess the adequacy of the proposer’s insurance coverage
during proposal evaluation. As discussed under paragraph 11 below, endorsements are not required until
contract award. The City’s insurance requirements are detailed in Section E.
Price Proposal Figures. The unit prices listed on the Price Proposal form must be entered in figures in
the spaces provided on the form.
2. Proposal Evaluation and Contractor Selection. Proposals will be evaluated by a review committee
using the following three-phase review, selection, and contract award process:
Phase 1 – Proposal and Reference Review
The review committee will review the general proposal forms submitted (Information about the Proposer,
References, Statement of Past Contract Disqualifications, and Insurance Certificate) and contact
references. Three to five proposers will be selected for follow-up.
Phase 2 – Quality Review and Contractor Selection
Firms selected for follow-up will be required to submit one sample of each type and color of uniform
garment required and any forms for ordering new/replacement uniforms for a review period of 2
weeks. The review committee will evaluate the samples and make a final determination on the ranking of
the proposals based on qualifications and suitability of services.
Phase 3 – Evaluation of Price and Award of Contract
After ranking the firms based on qualifications the review committee will open the submitted price
proposals for the ranked firms. The review committee will then use this price information to further
evaluate the proposals and select the best firm based on a combination of qualifications and price.
In summary, through the process set forth above, the City will evaluate proposals and award a contract
based on the following criteria:
a. Understanding of the work required by the City
b. Quality, clarity, and responsiveness of the proposal
c. Demonstrated competence and qualifications necessary to successfully perform the work required by
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the City
d. Recent experience in successfully performing similar services
e. References in assessing Contractor reliability, responsibility, and quality
f. Suitability of the Proposer’s various uniform garments
g. Proposed compensation
As reflected above, contract award will not be based solely on price, but on a combination of factors as
determined to be in the best interest of the City. After evaluating the proposals and discussing them
further with the selected firms or the tentatively selected contractor, the City reserves the right to further
negotiate the proposed work and/or method and amount of compensation.
3. Proposal Review and Contract Award Schedule. The following is an outline of the anticipated
schedule for proposal review and contract award:
Advertise and Distribute RFP .............................................................8/26/14
Proposals Due ....................................................................................9/26/14
City Staff Complete Written Proposal Evaluation ..............................9/29/14
Uniform Review..................................................................................10/2/14
Finalize staff recommendation ............................................................10/3/14
Award contract ....................................................................................10/17/14
Execute contract ..................................................................................10/24/14
Start work ............................................................................................12/01/14
4. Labor Actions. In the event that the successful proposer is experiencing a labor action at the time of
contract award (or if its suppliers or subcontractors are experiencing such a labor action), the City
reserves the right to declare said proposer is no longer the best proposer and to accept the next best
proposal from a proposer that is not experiencing a labor action, and to declare it to be the best proposer.
5. Failure to Accept Contract. The following will occur if the proposer to whom the award is made (the
Contractor) fails to enter into the contract: the award will be annulled and an award may be made to the
next best proposer which shall fulfill every stipulation as if it were the party to whom the first award was
made.
6. Agreement Term. The term of the Agreement for this specification shall be from December 1, 2014
to November 30, 2018. If service is satisfactory, the City may extend the term for additional one year
terms, not to exceed two years total until November 30, 2020 by written notification to the
Contractor.
7. Compensation Adjustment. Original contract prices shall remain in effect through November 30, 2015.
Beginning in the year 2015, on December 1 of each year contract prices shall be increased by a
percentage equal to the percentage increase in the U.S. Consumer Price Index/All Urban Consumers
(CPI-U) from July in the previous year to July in the year of adjustment.
Example: The original contract price is $0.505 per item laundered. This price remains in effect until
November 30, 2015. The Consumer Price Index/All Urban Consumers (CPI-U) increases by 2.5 percent
between July 2014 and July 2015. On December 1, 2015 the contract price increases by 2.5 percent from
$0.505 per item laundered to $0.518 per item laundered. The new contract price applies to work
completed after December 1, 2015. This same process repeats the following year.
8. Contractor Invoices. The Contractor shall deliver a monthly invoice to the City that clearly identifies
the name of the contract and the contract specification number.
9. City Representative. The City's representative for all issues regarding the agreement for this specifica-
C4 - 14
Attachment 1
9
tion shall be the Public Works Administrative Analyst.
10. The City's Obligation for Lost or Destroyed Items. If any uniform or linen item furnished by the
Contractor is lost or destroyed while in the City's possession, the City shall pay for replacement at the cost
listed on the accepted price proposal form.
11. Accuracy of the Specification. This specification is believed by the City to be accurate and to contain
no affirmative misrepresentation nor any concealment of fact. In preparing its proposal, the proposer and
all subcontractors named in its proposal shall bear sole responsibility for proposal preparation errors
resulting from any misstatements or omissions in this specification which could easily have been
ascertained by examining either the project site or accurate data in the City's possession. Although the
effect of ambiguities or defects in this specification will be as determined by law, any patent ambiguity or
defect shall give rise to a duty of the proposer to inquire prior to proposal submittal. Failure to so inquire
shall cause any such ambiguity or defect to be construed against the proposer. An ambiguity or defect
shall be considered patent if it is of such a nature that the proposer, assuming reasonable skill, ability, and
diligence on its part, knew or should have known of the existence of the ambiguity or defect.
Furthermore, failure of the proposer or subcontractors to notify City in writing of specification defects or
ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities
subsequent to submittal of the proposal.
To the extent that this specification constitutes a performance specification, the City shall not be liable for
costs incurred by the successful proposer to achieve the project’s objective or standard beyond the
amounts provided therefore in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged
ambiguity or defect in this specification, or any other matter whatsoever, the Contractor shall immediately
notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective
of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether
or not a change order, time extension, or additional compensation has been granted by City. Failure to
provide the hereinbefore described written notice within one (1) working day of contractor's becoming
aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative
role of the defect or ambiguity in this specification concerning the dispute.
C4 - 15
Attachment 1
10
Section D
FORM OF AGREEMENT (For review only. Do not fill out this form.)
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on by
and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as the City,
and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as the Contractor.
W I T N E S S E T H:
WHEREAS, the City requested proposals for to furnish uniform and linen service per Specification
No. 91304; and
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for
said uniform and linen services.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from December 1, 2014 to November 30, 2018.
If service is satisfactory, in the exercise of the City’s sole discretion, the City may extend the term for
additional one year terms, not to exceed two years total until November 30, 2020 by written notification to the
Contractor.
2. INCORPORATION BY REFERENCE. City Specification No. 91304, including, but not
limited to, the Scope of Work, the General Terms and Conditions, and the Special Terms and Conditions,
Insurance Requirements, and any amendments or addendums, and the Contractor's proposal dated [date], are
attached as Exhibit “A” and hereby incorporated in and made a part of this Agreement.
3. THE CITY'S OBLIGATIONS. For providing uniform and linen services as specified in
this Agreement, the City will pay and the Contractor shall receive therefor payments based upon the actual
work received by the City at the monthly prices proposed by the Contractor and accepted by the City.
4. THE CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by the City, the Contractor agrees with the
City to do everything required by this Agreement and the said specification.
C4 - 16
Attachment 1
11
5. AMENDMENTS. Any amendment, modification or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the City Engineer of the City.
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding or representation not reduced to writing and specifically incorporated herein shall
be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon
the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City Ryan Betz
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor Name
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both the City and the Contractor do
covenant that each individual executing this Agreement on behalf of each party is a person duly authorized
and empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and
year first above written.
CITY OF SAN LUIS OBISPO
________________________________
Katie Lichtig
City Manager
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
J. Christine Dietrick
City Attorney
C4 - 17
Attachment 1
12
Section E
INSURANCE REQUIREMENTS
Operation & Maintenance Contracts
The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries
to persons or damages to property that may arise from or in connection with the performance of the work
hereunder by the Contractor, its agents, representatives, employees or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 20 10 Prior
to 1993 or CG 20 10 07 04 with CG 20 37 10 01 or the exact equivalent as determined by the City).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1
(any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage.
If Commercial General Liability or other form with a general aggregate limit is used, either the
general aggregate limit shall apply separately to this project/location or the general aggregate limit
shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to
and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or
the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on behalf of the Contractor; products and
completed operations of the Contractor; premises owned, occupied or used by the Contractor; or
automobiles owned leased, hired or borrowed by the Contractor. The coverage shall contain no
special limitations on the scope of protection afforded to the City, its officers, official, employees,
agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance
as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-
insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be
excess of the Contractor's insurance and shall not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit
is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30)
days' prior written notice by certified mail, return receipt requested, has been given to the City.
C4 - 18
Attachment 1
13
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less
than A.VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing required
coverage. Original endorsements effecting general liability and automobile liability coverage are also
required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind
coverage on its behalf. All endorsements are to be received and approved by the City before work
commences.
Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be
subject to all of the requirements stated herein.
C4 - 19
Attachment 1
14
Section F
PROPOSAL SUBMITTAL FORMS
A complete proposal must include the forms in this section plus the required insurance certificate.
These required proposal documents shall be enclosed in two separate sealed
envelopes.
The first envelope shall be labeled “Qualification Proposal” and shall include the following proposal
documents completed in full:
1. Information about the Proposing Firm
2. References
3. Statement of Past Contract Disqualifications
4. Insurance Certificate
The second envelope shall be labeled “Price Proposal” and shall include the Price Proposal form.
These envelopes shall be enclosed in a larger envelope that shall be sealed and addressed to the Department of
Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA 93401. In order to guard against
premature opening, the larger envelope should be clearly labeled with the proposal title, specification number,
and name of the proposing firm.
C4 - 20
Attachment 1
15
INFORMATION ABOUT THE PROPOSER
Specification No. 91304 Uniform and linen services
Firm Name
Mailing Address
City, State, ZIP
Phone Number
FAX Number
Business Type (proprietorship/partnership/corporation)
Years Operating under this Firm Name
Insurance Company’s A.M. Best Rating
Authorized Representative
Title of Authorized Representative
Signature of Authorized Representative and Date
C4 - 21
Attachment 1
16
CURRENT CONTRACTS
List twenty organizations to which your firm provides the services included within the scope of the
specification. Preferred organizations for this list are municipal government agencies. The City reserves the
right to contact each of the organizations listed for additional information.
If you do not provide service to twenty organizations, then list all organizations you provide service to.
Contract No. 1
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 2
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 3
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 4
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
C4 - 22
Attachment 1
17
Contract No. 5
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 6
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 7
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 8
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
C4 - 23
Attachment 1
18
Contract No. 9
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 10
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 11
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 12
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
C4 - 24
Attachment 1
19
Contract No. 13
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 14
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 15
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 16
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
C4 - 25
Attachment 1
20
Contract No. 17
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 18
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 19
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
Contract No. 20
Organization Name
Mailing Address
City, State, ZIP
Authorized Representative
Phone Number
C4 - 26
Attachment 1
21
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has
ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or
local government project because of the violation of law, a safety regulation, or for any other reason,
including but not limited to financial difficulties, project delays, or disputes regarding work or product
quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty of
perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Representative
C4 - 27
Attachment 1
22
PRICE PROPOSAL
The undersigned, who is authorized to represent the proposer and has carefully examined Specification
No. 91304, proposes to furnish the services described in Section A of Specification No. 91304 for the
prices quoted below in full:
Item
Description
(Manufacturer: Red Cap or equal or better
Catalog
Number
Price per
Laundering/
Exchange
Replacement
Cost to City
for Loss
Industrial Work Shirt – 100% Cotton
Industrial Work Shirt –
65% Poly/35% Cotton
High Visibility Work Shirt -
OSHA Class 3, Level 2 – 100% Polyester
Polo Shirt – 100% Polyester
Industrial Work Pant – 100% Cotton
Industrial Work Pant – 65% Poly/35% Cotton
Work Shorts – 65% Poly/35% Cotton
Twill Coveralls – 65% Poly/35% Cotton
Lab Coat – 65% Poly/35% Cotton
Team Jacket (Waist) – 65% Poly/35% Cotton
Work Style Industrial Jacket – 65% Poly/35% Cotton
Jean Pant - 100% Cotton
Cargo Pant – 65% Poly/35% Cotton
Dress Shirt – 60% Poly/40% Cotton
Shop Towel – 18” X 18”
Shop Towel Waste Can
Fender Cover
Bath Towel
Dish Towel
Glass Towel – 16” X 29”
Bar Towel – 16” X 19”
Walk Off Floor Mat – 3’ X 10’
Walk Off Floor Mat – 4’ X 6’
Walk Off Floor Mat – 3’ X 4’
Scraper Floor Mat – 3’ X 4’
Dust Mop – 36”
Dust Mop – 24”
Signature of Authorized Representative and Date
C4 - 28
Attachment 1
22
C4 - 29
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Employee Name01 City Emblem should always appear on the upper portion of the left sleeve and measure 3.75" in diameter
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3.75"Attachment 2 C4 - 31
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C4 - 32