HomeMy WebLinkAbout6.5 Motion to accept Sourcewell bid result for Uniform Rental and Cleaning Services in an amount to exceed $18,000.Mr�GauC �'d'+rt;�iect
UniformSubject Motion to accept Sourcewell bid result for
■Cleaning Services in an
amount•exceed it
Meeting February 15, 2022 - REGULAR MEETING OF THE MOUNT
PROSPECT VILLAGE BOARD -
Fiscal Impact true
Dollar Amount $18,000
Budget Source General and Water/Sewer Fund
Category CONSENT AGENDA
Type Action Item
Information
The proposed contract provides for the rental and cleaning of uniforms for Public
Works personnel.
The current labor agreement with the International Union of Operating Engineers
Local 150 requires the Village to provide work uniforms for all bargaining unit
employees (38 employees). In addition, field supervisors are also provided
uniforms (8 employees). In an effort to comply with this requirement, staff has
routinely let bids for a contract to supply and launder industrial work uniforms.
The current contract was initiated in 2017 and is due to expire September 2022.
As an alternative to the Village letting a bid for uniform rental and cleaning
services, staff looked to leverage economies of scale by utilizing joint purchasing
contract opportunities. The Village has found great success and savings by
utilizing existing contracts with other municipalities and government agencies.
Staff looked at different purchasing cooperatives and municipal partnering
initiatives to identify a uniform service contract that best addressed the needs of
the Village. Research found that Sourcewell has an active contract for uniform
rental and cleaning services.
The contract award and pricing proposal are attached. The contract was awarded
1
to UniFirst Corporation of Wilmington, Massachusetts.
This contract award is for a five (5) year (2022 - 2027) uniform rental and
cleaning service contract. It also includes an annual escalator of 5% for years
three (3) - five (5). There are no increases in the first or second years of the
contract.
The bid pricing is extremely competitive. The cost to provide requisite uniform
rental and cleaning services under the Sourcewell contract is $18,000 annually.
This pricing is 42% lower than current contract pricing. Presently, the Village pays
$31,200 to provide uniforms and cleaning to 46 employees. The $18,000 annual
cost is equivalent to the uniform rental and cleaning expenses incurred in 2017;
the first year of the Village's current uniform contract.
UniFirst is also the Village's provider of uniforms and cleaning services. UniFirst
has met the Village's expectations over the last five (5) years. In addition, a
steering committee comprised of Public Works personnel confirmed their
satisfaction with UniFirst's product and service.
Public Works is a member of Sourcewell and is eligible to participate in this
contract. This Sourcewell contract is publicly bid and satisfies the public bidding
requirements of the Village of Mount Prospect Purchasing Policy.
Alternatives
1. Accept the Sourcewell joint bid result for the procurement of uniform rental
and cleaning services in an amount not to exceed $18,000.
2. Action at discretion of Village Board.
Staff Recommendation
Accept the Sourcewell joint bid result for the procurement of uniform rental and
cleaning services from Unifirst Corporation in a not -to -exceed amount of
$18,000.
ATTACHMENTS:
MT PROSPECT PUBLIC WORKS Uniform Contract Proposal.pdf
RFP and Addend ums-040920 Uniforms.pdf
2
PAGE 1 OF 3
UnFirst NEW ACCOUNT ❑ EXISTING ACCOUNT ❑�
INSTALLATION DATE
MM/DD/YYYY
CUSTOMER SERVICE AGREEMENT
COMPANY NAME (Customer) MT PROSPECT PUBLIC WORKS
ADDRESS 1700 W CENTRAL ROAD
MOUNT PROSPECT. IL 60056
LOC. NO. 081
ROUTE NO. H6860
DATE 01/20/2022
PHONE (847)- 870-5640 SIC/NAICS 9111
The undersigned (the "CUSTOMER") orders from UniFirst Corporation and/or UniFirst Holdings, Inc. d.b.a. UniFirst and/or UniFirst Canada LTD.
("UNIFIRST") the rental service(s) at the prices and upon the conditions outlined:
ITEM DESCRIPTION
LOST/
DAMAGED
REPLACEMENT
CHARGE
NO. OF
SERVICE PERSONS/
FREQUENCY ISSUE PER
PERSON
TOTAL N0. OF
CHANGES/
PIECES
PRICE PER
CHANGE/
PIECE
STANDARD/
NON-
STANDARD'
TOTAL FULL
SERVICE
TOTAL
VAL-U-LEASE z
0101 LSSHT-CHINO-100 %COTTON W
24.86
1
13
86
.14
S
12.04
0102 LSSHT-65/35 WORKSHIRT
18.10
1
2
8
.14
S
1.12
0201 SSHT-CHINO 100 %COTTON W
23.59
1
8
40
.14
5.60
0202 SSHT-65/35 WORKSHIRT
15.43
1
2
13
.14
AS
1.82
03FE POLO -LS KNIT TECASAFE FR
124.08
1
1
3
.34
1.02
04MMSS POLO -100% POLY NO PKT M
2191
1
24
134
.13
17.42
07WWS SSHRT - CANVAS WEAVE
35.47
1
16
90
.32
S
28.80
08AP LSPOLO-3.8 OZ POLY MICRO
28.99
1
1
6
.14
S
.84
08WWLS SHIRT -CANVAS WEAVE
37.90
1
19
95
.32
S
30.40
09FR PNT- MENS INDURA ULTSFT 90
64.70
1
6
56
.34
S
19.04
IOA4 PNT-WOS 65/35 CARGO FLAT
39.34
1
1
11
.35
S
3.85
IOA9 SHORT WOS 65/35 CARGO CHI
33.62
1
1
3
.30
S
.90
IOFR PNT- MENS INDURA ULTASFT 90
64.70
1
6
66
.38
S
25.08
IOWWPNT-FLT FRT CANV WEAV 60/
37.97
1
4
39
.35
S
13.65
Minimum weekly charge applies, equal to 75% of the initial weekly install value.
11 a
Garment preparation per piece
p
.85
Name emblem per piece
1.35
Company emblem per piece
2.40
Direct Embroidery: Wearer name per piece
Company name per piece
Automatic Linen Replacement
GARMENT MAINTENANCE PROGRAM
NO
LINEN MAINTENANCE PROGRAM
NO
Non -stock sizes per piece
20%
Special cuts per piece
3.00
Restock/Exchange per piece
3.00
Automatic Wiper Replacement
Automatic Linen Replacement
DEFE (See description on reverse side)
10.00
PAYMENT TERMS: C.O.D. ❑ E.F.T. ❑ Approved Charge' 0
v,u
NO PRICE INCREASE FOR 2 YEARS, PRICE INCREASE CAPPED AT 5 % ONCE A YEAR THEREAFTER. ALL PREP CHARGES WAIVED FOR
FIRST 30 DAYS AFTER RENEWAL SIGNED.
Approved charge: CUSTOMER agrees to make payments within 30 days of invoice The undersigned agrees to the attached Customer Service AgreementTerms
receipt. A late charge of 11h% per month (18% per year) for any amount in arrears and attests to have the authority to execute for the named CUSTOMER, and to approve
may be applied ° use of any personalization- Including logos or brand Identities -that has been requested.
SALES REP: HECTOR RAUL VELAZQUEZ 01/20/22 ACCEPTED:
SALES REP (Print Name) DATE CUSTOMER (Signature) DATE
ACCEPTED':
LOCATION MANAGER (Signature)
DATE
CUSTOMER (Print Name and Title)
LOCATION MINIGER (Pant Name and Tii EMAIL
' Off sizes of other ise Standard Merchandise are deemed to be Non -Standard Merchandise. All returned checks and declined credisdebit cards subject to $35 processing fee.
Merchandise which Is Val -U -Leased Is not cleaned by UnfErst. 'This Agreement is effective only upon acceptance by UniFlrst Location Manager.
s Charge status contingent upon continuing creditworthiness and may be revoked st Uninists discretion.
PRINT & SIGN (2) COPIES ON LEGAL -SIZE (8'/"x 14") PAPER: 13 LOCAL UNIR RST COPY (SCANNED COPY TO CORPORATE OFFICE) 0 CUSTOMER COPY Form d1253R- Rev. MS,3
PAGE 2OF3
UnFirst NEW ACCOUNT ❑ EXISTING ACCOUNT ❑�
INSTALLATION DATE
MM/DD/YYYY
CUSTOMER SERVICE AGREEMENT
COMPANY NAME (Customer) MT PROSPECT PUBLIC WORKS
ADDRESS 1700 W CENTRAL ROAD
MOUNT PROSPECT. IL 60056
LOC. NO. 081
ROUTE NO. H6860
DATE 01/20/2022
PHONE (847)-870-5640 SIC/NAICS 9111
The undersigned (the "CUSTOMER") orders from UniFirst Corporation and/or UniFirst Holdings, Inc. d.b.a. UniFirst and/or UniFirst Canada LTD.
("UNIFIRST") the rental service(s) at the prices and upon the conditions outlined:
ITEM DESCRIPTION
LOST/
DAMAGED
REPLACEMENT
CHARGE
NO. OF
SERVICE PERSONS/
FREQUENCY ISSUE PER
PERSON
TOTAL N0. OF
CHANGES/
PIECES
PRICE PER
CHANGE/
PIECE
STANDARD/
NON-
STANDARD'
TOTAL FULL
SERVICE
TOTAL
VAL-U-LEASE z
1001 PNT 100% COTTON PLAIN
32.35
1
9
90
.19
S
17.10
1002 PNT-65/35 SOFTWILL PLAIN
42.77
1
25
66
.19
S
12.54
11WWPNT-CARGO CANVAS WEAV 60/
42.77
1
25
255
.35
S
89.25
121A7WSHORT-CARGO CANV WEAV
38.11
1
38
113
.33
S
:j
37.29
Minimum weekly charge applies, equal to 75% of the initial weekly install value.
11 a
Garment preparation per piece
p
.85
Name emblem per piece
1.35
Company emblem per piece
2.40
Direct Embroidery: Wearer name per piece
Company name per piece
Automatic Linen Replacement
GARMENT MAINTENANCE PROGRAM
NO
LINEN MAINTENANCE PROGRAM
NO
Non -stock sizes per piece
20%
Special cuts per piece
3.00
Restock/Exchange per piece
3.00
Automatic Wiper Replacement
Automatic Linen Replacement
DEFE (See description on reverse side)
10.00
PAYMENT TERMS: C.O.D. ❑ E.F.T. ❑ Approved Charge' 0
v,u
NO PRICE INCREASE FOR 2 YEARS, PRICE INCREASE CAPPED AT 5 % ONCE A YEAR THEREAFTER. ALL PREP CHARGES WAIVED FOR
FIRST 30 DAYS AFTER RENEWAL SIGNED.
Approved charge: CUSTOMER agrees to make payments within 30 days of invoice The undersigned agrees to the attached Customer Service AgreementTerms
receipt. A late charge of 11h% per month (18% per year) for any amount in arrears and attests to have the authority to execute for the named CUSTOMER, and to approve
may be applied ° use of any personalization— Including logos or brand Identities—that has been requested.
SALES REP: HECTOR RAUL VELAZQUEZ 01/20/2022 ACCEPTED:
SALES REP (Print Name) DATE CUSTOMER (Signature) DATE
ACCEPTED':
LOCATION MANAGER (Signature)
DATE
CUSTOMER (Print Name and Title)
LOCATION MINIGER (Pant Name and Tii EMAIL
' Off sizes of other ise Standard Merchandise are deemed to be Non -Standard Merchandise. All returned checks and declined credisdebit cards subject to $35 processing fee.
Merchandise which Is Val -U -Leased Is not cleaned by UnfErst. 'This Agreement is effective only upon acceptance by UniFlrst Location Manager.
s Charge status contingent upon continuing creditworthiness and may be revoked st Uninists discretion.
PRINT & SIGN (2) COPIES ON LEGAL -SIZE (8'/"x 14") PAPER: 13 LOCAL UNIR RST COPY (SCANNED COPY TO CORPORATE OFFICE) 0 CUSTOMER COPY Form d1253R- Rev. MS,4
PAGE 3OF3
CUSTOMER SERVICE AGREEMENTTERMS
REQUIREMENTS SUPPLIED. Customer orders from UniFirst Corp. ("UniFirst") the rental garments and/or other items of the type specified in this Agreement ("Merchandise")
and related pickup/delivery and maintenance services (collectively with Merchandise, "Services') for all of Customer's requirements therefor, at the prices and upon the terms
and conditions set forth herein. Additional Services requested by Customer, verbally or in writing, will also be covered by this Agreement. All rental Merchandise supplied to
Customer remains the property of UniFirst. Customer warrants that it is not subject to, and that this Agreement does not interfere or conflict with, any existing agreement for the
supply of the Merchandise or Services covered.
PERFORMANCE GUARANTEE. UNIFIRST GUARANTEES TO DELIVER HIGH-QUALITY SERVICE ATALL TIMES. All items of Merchandise cleaned, finished, inspected,
repaired, and delivered by UniFirst will meet or exceed industry standards, or non -conforming items will be replaced by the next scheduled delivery day at no cost to Customer.
Items of rental Merchandise requiring replacement due to normal wear and tearwill be replaced at no costto Customer, save for any applicable personalization and setup charges.
Customer expressly waives the right to terminate this Agreement during the initial term or any extension thereof for deficiencies in the quality of Services unless: (1) complaints
are first made in writing to UniFirst which set forth the precise nature of any deficiencies; (2) UniFirst is afforded at least 60 days to correct any deficiencies complained of; and
(3) UniFirst fails to correct those deficiencies complained of within 60 days. In the event Customer complies with the foregoing and UniFirst fails to correct such deficiencies,
Customer may terminate this Agreement by written notice to UniFirst, providing that all previous balances due to UniFirst have been paid in full and that all other conditions
to terminate have been satisfied. Any delay or interruption of the Services provided for in this Agreement by reason of acts of God, fires, explosions, strikes or other industrial
disturbances, or any other cause not within the control of UniFirst, shall not be deemed a breach or violation of this Agreement. INo AU&Q IFZ1:,.1(➢tr4vvall 01/21/22 11 j
TERM AND RENEWAL. This Agreement is effective when signed by both the Customer and UniFirst Location Manager and continues in effect for 60 months after installation
of Merchandise (for new customers) or any renewal date. Tkai -
otice of„n„pp al.f
PRICES AND PAYMENTS. Prices are based on 52 weeks of service per year. Any increase(s) to Service Frequency could result in additional charges. On an annual basis,
the prices then in effect will be increased by the greater of the annual percent increase in the Consumer Price Index -AII Urban Consumers, Series ID: CUUROOOOSAG, other
goods and services, or by 5%. Additional price increases and other charges may be imposed by separate written notice or by notation on Customer's invoice. Customer may,
however, decline such additional increases or charges by notifying UniFirst in writing within 10 days after receipt of such notice or notation. If Customer declines said additional
price increases, UniFirst may terminate this Agreement. Customer also agrees to pay the other charges and minimum weekly charge herein specified. Charges relating to a
wearer leaving Customer's employ can be terminated by (1) giving notice thereof to UniFirst and (2) returning or paying for any missing Merchandise issued to that individual.
Any Merchandise payments required pursuant to this Agreement will be at the replacement price(s) then in effect hereunder. If an authorized Customer representative is not
available to receive and acknowledge delivery of Merchandise, Customer authorizes UniFirst to make delivery and assumes responsibility for related charges/invoices.
If Customer fails to make timely payment, UniFirst may, at any time and in its sole discretion, terminate this Agreement by giving written notice to Customer, whether or not
UniFirst has previously strictly enforced Customer's obligation to make timely payments. Customer agrees to pay, and will pay, all applicable sales, use, personal property, and
other taxes and assessments arising out of this Agreement.
DEFE CHARGE. Customer's invoices may also include a DEFE charge to cover all or portions of certain expenses including:
D = DELIVERY, or expenses associated with the actual delivery of Services and Merchandise to Customer's place of business, primarily Route Sales Representative
commissions, management salaries, vehicle depreciation, equipment maintenance, insurance, road use charges and local access fees.
E = ENVIRONMENTAL, or expenses (past, present, and future) UniFirst absorbs related to wastewater testing, purification, effluent control, solids disposal, supplies and
equipment for pollution controls and energy conservation, and overall regulatory compliance.
F = FUEL, or the gas, diesel fuel, oil, and lubricant expenses associated with keeping UniFirst's fleet vehicles on the road and servicing its customers.
E = ENERGY, primarily the natural gas UniFirst uses to run boilers and gas dryers, plus other local utility charges.
MERCHANDISE. Customer acknowledges and agrees to notify all employees that Merchandise supplied is for general occupational use and, except as expressly specified
below, affords no special user protections. Customer further acknowledges that: (1) Customer has unilaterally and independently determined and selected the nature, style,
performance characteristics, number of changes and scope of all Merchandise to be used and the appropriateness of such Merchandise for Customer's specific needs or
intended uses; (2) UniFirst does not have any obligation to advise, and has not advised, Customer concerning the fitness or suitability of the Merchandise for Customer's intended
use; (3) UniFirst makes no representation, warranty, or covenant regarding the performance of the Merchandise (including without limitation Flame Resistant and Visibility
Merchandise); and (4) UniFirst shall in no way be responsible or liable for any injury or harm suffered by any Customer employees while wearing or using any Merchandise.
Customer agrees to indemnify and hold harmless UniFirst and its employees and agents from and against all claims, injuries, or damages to any person or property resulting
from Customer's or Customer's employee use of the Merchandise, whether or not such claims, injuries or damages arise from any alleged defects in the Merchandise.
Flame Resistant ("FR") Merchandise supplied hereunder is intended only to prevent the ignition and burning of fabric away from the point of high heat impingement and to
be self -extinguishing upon removal of the ignition source. FR items will not provide significant protection from burns in the immediate area of high heat contact due to thermal
transfer through the fabric and/or destruction of the fabric in the area of such exposure. FR items are designed for continuous wear as only a secondary level of protection.
Primary protection is still required for work activities where direct or significant exposure to heat or open flame is likely to occur.
Visibility Merchandise is intended to provide improved conspicuity of the wearer under daylight conditions and when illuminated by a light source of sufficient candlepower at night.
It is Customer's responsibility to determine the level of conspicuity needed by wearers under specific work conditions. Further, Customer agrees that Visibility Merchandise alone
does not ensure conspicuity of the wearer and that additional safety precautions may be necessary. The Visibility Merchandise supplied satisfied particularANSI/ISEA standards
only when they were new and unused and only if so labeled. Customer acknowledges that usage and laundering of Visibility Merchandise may adversely affect its conspicuity.
Healthcare/Food-Related Customer acknowledges that: (1) UniFirst does not guarantee or warrant that the Merchandise selected by Customer or that processed garments
delivered by UniFirst will be appropriate or sufficient to provide a hygienic level adequate for individual Customer's needs; and (2) optional poly -bagging' is recommended
to reduce the risk of cross -contamination of Merchandise, and the failure to utilize such service may adversely affect the efficacy of UniFirst's hygienic cleaning process.
(` Poly -bag services incur additional charges.)
If any Merchandise supplied hereunder is Merchandise that: (1) UniFirst does not stock for whatever reason (including due to style, color, size or brand); (2) consists of
non-UniFirst manufactured or customized FR Merchandise; or (3) consists of Merchandise that has been permanently personalized (in all cases known as "Non -Standard
Merchandise"), then, upon the discontinuance of any Service hereunder at any time for any reason, including expiration, termination, or cancellation of this Agreement, with
or without cause, deletion of any Non -Standard Merchandise from Customer's Service Program, or due to employee reductions (in each case a "Discontinuance of Service"),
Customer will purchase at the time of such Discontinuance of Service all affected Non -Standard Merchandise items then in UniFirst's inventory (in-service, shelf, as well as any
manufacturer's supplies ordered for Customer's use), paying for same the replacement charges then in effect.
Customer agrees not to contaminate any Merchandise with asbestos, heavy metals, solvents, inks, or other hazardous or toxic substances ("contaminants"). Customer agrees
to pay UniFirst for all Merchandise that is lost, stolen, damaged or abused beyond repair. As a condition to the termination of this Agreement, for whatever reason, Customer
will return to UniFirst all standard Merchandise in good and usable condition or pay for same at the replacement charges then in effect.
OBLIGATIONS AND REMEDIES. If Customer breaches or terminates this Agreement before the expiration date for any reason (other than for UniFirst's failure under the
performance guarantee described above), Customer will pay UniFirst, as liquidated damages and not as a penalty (the parties acknowledging that actual damages would be
difficult to calculate with reasonable certainty) an amount equal to 50 percent of the average weekly amounts invoiced in the preceding 26 weeks, multiplied by the number
of weeks remaining in the current term. These damages will be in addition to all other obligations or amounts owed by Customer to UniFirst, including the return of Standard
Merchandise or payment of replacement charges, and the purchase of any Non -Standard Merchandise items as set forth herein.
This Agreement shall be governed by Massachusetts law (exclusive of choice of law). If a dispute arises from or relates in any way to this Agreement or any alleged breach
thereof at any time, the parties will first attempt to resolve the claim or dispute by negotiation at agreed time(s) and location(s). All negotiations are confidential and will be
treated as settlement negotiations. Any matter not resolved through direct negotiations within 30 days shall be resolved exclusively by final and binding arbitration, conducted
in the capital city of the state where Customer has its principal place of business (or some other location mutually agreed), pursuant to the Expedited Rules of the Commercial
Arbitration Rules of the American Arbitration Association, and governed by the Federal Arbitration Act, to the exclusion of state law inconsistent therewith. The parties will agree
upon one (1) Arbitrator to settle the controversy or claim. The successful or substantially prevailing party in any proceeding, including any appeals thereof (as determined by the
Arbitrator/court) shall recover all of its costs and expenses including, without limitation, reasonable attorney fees, witness fees, and discovery costs, all of which shall be included
in and as a part of the judgment or award rendered hereunder. This provision for Arbitration is specifically enforceable by the parties; the Arbitrator shall have no power to vary
or ignore the provisions hereof; and, the decision of the Arbitrator in accordance herewith, may be entered in any court having jurisdiction thereof. Customer acknowledges that,
with respect to all such disputes, it has voluntarily and knowingly waived any right it may have to a jury trial or to participate in a class action or class litigation as a representative
of any other persons or as a member of any class of persons, or to consolidate its claims with those of any other persons or class of persons. If this prohibition against class
litigation is ruled to be unenforceable for any reason in any proceeding, then the prohibition against class litigation shall be void and of no force and effect in that proceeding.
MISCELLANEOUS. The parties agree that this Agreement represents the entire agreement between them. In the event Customer issues a purchase order to UniFirst at
any time, none of the standard pre-printed terms and conditions therein shall have any application to this Agreement or any transactions occurring pursuant hereto or thereto.
UniFirst may, in its sole discretion, assign this Agreement. Customer may not assign this Agreement without the prior written consent of UniFirst. Customer agrees that in
the event it sells or transfers its business, it will require the purchaser or transferee to assume all obligations and responsibilities under this Agreement, provided that such
assumption shall not relieve Customer of its liabilities hereunder and provided further that any failure by a purchaser or transferee to assume this Agreement shall constitute a
breach and early termination of this Agreement resulting in the obligation to pay all amounts on account thereof as set forth in this Agreement. Neither party will be liable for any
incidental, consequential, special, or punitive damages. In no event shall UniFirst's aggregate liability to Customer for any and all claims exceed the sum of all amounts actually
paid by Customer to UniFirst. In the event any portion of this Agreement is held by a court of competent jurisdiction or by a duly appointed arbitrator to be unenforceable, the
balance will remain in effect. All written notices provided to UniFirst must be sent by certified mail to the attention of the Location Manager. In Texas and certain other locations,
UniFirst's business is conducted by, and the term "UniFirst" as used herein means, UniFirst Holdings, Inc. d.b.a. UniFirst.
Farm #1253R- RP, 08r5
sa,,ircewOI III
V, rip 10"A
RFP #040920
REQUEST FOR PROPOSALS
for
Uniforms with Related Products and Services
Proposal Due Date: April 9, 2020, 4:30 p.m., Central Time
Sourcewell, a State of Minnesota local government agency and service cooperative, is requesting
proposals for Uniforms with Related Products and Services to result in a contracting solution for
use by its Participating Entities. Sourcewell Participating Entities include thousands of
governmental, higher education, K-12 education, nonprofit, tribal government, and other public
agencies located in the United States and Canada. A full copy of the Request for Proposals can be
found on the Sourcewell Procurement Portal[https://proportal.sourcewell-mn.gov]. Only
proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals
are due no later than April 9, 2020, at 4:30 p.m. Central Time, and late proposals will not be
considered.
Solicitation Schedule
Public Notice of RFP Published
Pre -proposal Conference
Question Submission Deadline
Proposal Due Date:
Opening:
Rev. 2/2020
February 20, 2020
March 11, 2020, 10:00 a.m., Central Time
April 1, 2020, 4:30 p.m., Central Time
April 9, 2020, 4:30 p.m., Central Time
Late responses will not be considered.
April 9, 2020, 6:30 p.m., Central Time **
** SEE RFP SUB -SECTION V. G. "OPENING'
Sourcewell RFP #040920
Uniforms with Related Products and Services
Page 1
6
ABOUT SOURCEWELL PARTICIPATING ENTITIES
A. SOURCEWELL
Sourcewell is a State of Minnesota local government agency and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates
a competitive public solicitation and contract award process for the benefit of its 50,000+
participating entities across the United States and Canada. Sourcewell's solicitation process
complies with State of Minnesota law and policies, conforms with Canadian trade agreements,
and results in cooperative contracting solutions from which Sourcewell's Participating Entities
procure equipment, products, and services.
Cooperative contracting provides participating entities and vendors increased administrative
efficiencies and the power of combined purchasing volume that result in overall cost savings. At
times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing
volume of their membership into a single solicitation and contract expanding the reach of
contracted vendors potential pool of end users.
Sourcewell uses a website -based platform, the Sourcewell Procurement Portal, through which
all proposals to this RFP must be submitted.
B. USE OF RESULTING CONTRACTS
In the United States, Sourcewell's contracts are available for use by:
• Federal and state government entities;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.
In Canada, Sourcewell's contracts are available for use by:
• Provincial and territorial government departments, ministries, agencies, boards,
councils, committees, commissions, and similar agencies;
Regional, local, district, and other forms of municipal government, municipal
organizations, school boards, and publicly -funded academic, health, and social service
entities referred to as MASH sector (this should be construed to include but not be
limited to the Cities of Calgary, Edmonton, Toronto, Calgary, Ottawa, and Winnipeg), as
well as any corporation or entity owned or controlled by one or more of the preceding
entities;
Rev. 2/2020
SourceweII RFP #040920
Uniforms with Related Products and Services
Page 2
7
Crown corporations, government enterprises, and other entities that are owned or
controlled by these entities through ownership interest;
Members of the Rural Municipalities of Alberta (RMA) and their represented
Associations, Saskatchewan Association of Rural Municipalities (SARM), Saskatchewan
Urban Municipalities Association (SUMA), Association of Manitoba Municipalities
(AMM), Local Authority Services (LAS), Municipalities Newfoundland and Labrador
(MNL), Nova Scotia Federation of Municipalities (NSFM), and Federation of Prince
Edward Island Municipalities (FPEIM).
For a listing of current United States and Canadian Participating Entities visit Sourcewell's
website (note: there is a tab for each country's listing): https://www.sourcewell-
mn.gov/sourcewell-for-vendors/member-locator.
Access to contracted equipment, products, or services by Participating Entities is typically
through a purchase order issued directly to the applicable vendor. A Participating Entity may
request additional terms or conditions related to a purchase. Use of Sourcewell contracts is
voluntary and Participating Entities retain the right to obtain similar equipment, products, or
services from other sources.
To meet Participating Entities' needs, public notice of this RFP has been broadly published,
including notification in the United States to each state -level procurement department for
possible re -posting.
Proof of publication will be available at the conclusion of the solicitation process.
II. EQUIPMENT, PRODUCTS, AND SERVICES
A. SOLUTIONS -BASED SOLICITATION
This RFP and contract award process is a solutions -based solicitation; meaning that Sourcewell
is seeking equipment, products, or services that meet the general requirements of the scope of
this RFP and that are commonly desired or are required by law or industry standards.
B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that Proposers will offer a wide array of equipment, products, or services at lower
prices and with better value than what they would ordinarily offer to a single government
entity, a school district, or a regional cooperative.
1. Sourcewell is seeking proposals for Uniforms with Related Products and Services,
including, but not to be limited to:
Rev. 2/2020
SourceweII RFP #040920
Uniforms with Related Products and Services
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a. Uniform apparel, uniform accessories, and footwear for the following uses and
applications:
i. Transportation, automotive, fleet, public works and utilities, manufacturing, and
warehouse personnel;
i. Parks & Recreation, facilities or grounds maintenance and custodial, administrative,
and mailroom personnel;
iii. Healthcare and food service personnel;
iv. Public safety personnel (fire, law enforcement, EMS, tactical, corrections, and
security);
v. Athletic and physical education competition and participation; and,
vi. Educational, academic and performing arts participation and events.
b. Rental and leasing services incidental to the offering of the uniform apparel, uniform
accessories, and footwear described in a. above;
c. Customization, personalization, alteration, fitting, and sizing services incidental to the
offering of the uniform apparel, uniform accessories, and footwear described in a.
above;
d. Laundry, cleaning, mending, and repair services incidental to the offering of the uniform
apparel, uniform accessories, and footwear described in a. above; and,
e. Proposers may also include an incidental offering of facility supplies and related services
(floor mats, mops, cleaning supplies, and related items) complementary to the offering
of the uniform apparel, uniform accessories, and footwear described in a. above. The
primary focus of this solicitation is on Uniforms with Related Products and Services.
2. This solicitation does not include the equipment, products, or services covered under
categories included in contracts currently maintained by Sourcewell:
a. Firefighting Personal Protective Equipment, Apparel, and Accessories, with Related
Cleaning and Maintenance Equipment (RFP #032620)
Proposers may include related equipment, accessories, and services to the extent that these
solutions are complementary to the equipment, products, or service(s) being proposed.
A Proposer may elect to offer a materials -only solution, a turn -key solution, or an alternative
solution. Generally, a turn -key solution is most desirable to Sourcewell and its Participating
Entities, however, it is not mandatory or required.
Generally, the solutions for Participating Entities are turn -key solutions, providing a
combination of equipment, products and services, delivery, and installation to a properly
operating status. However, equipment or products only solutions may be appropriate for
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situations where Participating Entities possess the ability, either in-house or through local third -
party contractors, to properly install and bring to operation the equipment or products being
proposed.
Sourcewell prefers vendors that provide a sole source of responsibility for the products and
services provided under a resulting contract. If Proposer requires the use of dealers, resellers,
or subcontractors to provide the products or services, the Proposal should address how the
products or services will be provided to Participating Entities and describe the network of
dealers, resellers, and/or subcontractors that will be available to serve Participating Entities
under a resulting contract.
Sourcewell desires the broadest possible selection of equipment, products, and services being
proposed over the largest possible geographic area and to the largest possible cross-section of
Sourcewell current and future Participating Entities.
C. REQUIREMENTS
It is expected that Proposers have knowledge of all applicable industry standards, laws, and
regulations and possess an ability to market and distribute the equipment, products, or services
to Participating Entities.
1. Safety Requirements. All items proposed must comply with current applicable safety or
regulatory standards or codes.
2. Deviation from Industry Standard. Deviations from industry standards must be
identified with an explanation of how the equipment, products, and services will
provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new,
current model; however, Proposer may offer certain close-out equipment or products if
it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the Proposal, equipment and
products must be delivered to the Participating Entity as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a
warranty that is the industry standard or better.
D. ANTICIPATED CONTRACTTERM
Sourcewell anticipates that the term of any resulting contract(s) will be four (4) years. Up to
two one-year extensions may be offered based on the best interests of Sourcewell and its
Participating Entities.
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Based on past volume of similar contracts, the estimated annual value of all transactions from
contracts resulting from this RFP are anticipated to be USD $50 Million; therefore, proposers
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are expected to propose volume pricing. Sourcewell anticipates considerable activity under the
contract(s) awarded from this RFP; however, sales and sales volume from any resulting contract
are not guaranteed.
F. MARKETING PLAN
Proposer's sales force will be the primary source of communication with Participating Entities.
The Proposer's Marketing Plan should demonstrate Proposer's ability to deploy a sales force or
dealer network to Participating Entities, as well as Proposer's sales and service capabilities. It is
expected that Proposer will promote and market any contract award.
G. ADDITIONAL CONSIDERATIONS
1. Contracts will be awarded to Proposers able to best meet the need of Participating
Entities. Proposers should submit their complete line of equipment, products, or
services that are applicable to the scope of this RFP.
2. Proposers should include all relevant information in its proposal, since Sourcewell
cannot consider information that is not included in the Proposal. Sourcewell reserves
the right to verify Proposer's information and may request clarification from a Proposer,
including samples of the proposed equipment or products.
3. Depending upon the responses received in a given category, Sourcewell may need to
organize responses into subcategories in order to provide the broadest coverage of the
requested equipment, products, or services to Participating Entities. Awards may be
based on a subcategory.
4. A Proposer's documented negative past performance with Sourcewell or its
Participating Entities occurring under a previously awarded Sourcewell contract may be
considered in the evaluation of a proposal.
III. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Either Line -Item Pricing or Percentage Discount from Catalog Pricing, or a combination of
these:
a. Line -item Pricing is pricing based on each individual product or services. Each line must
indicate the Vendor's published "List Price," as well as the "Contract Price."
b. Percentage Discount from Catalog or Category is based on a percentage discount from
a catalog or list price, defined as a published Manufacturer's Suggested Retail Price
(MSRP) for the products or services. Individualized percentage discounts can be
applied to any number of defined product groupings. Proposers will be responsible
for providing and maintaining current published MSRP with Sourcewell, and this
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pricing must be included in its proposal and provided throughout the term of any
Contract resulting from this RFP.
2. The Proposer's ceiling price (Ceiling price means that the proposed pricing will be
considered as the highest price for which equipment, products, or services may be billed
to a Participating Entity). However, it is permissible for vendors to sell at a price that is
lower than the contracted price;
3. The Proposer's pricing must be stated in U.S. and Canadian dollars (as applicable); and
4. All proposed pricing must be clearly understood, complete, and fully describe the total
cost of acquisition (e.g., the cost of the proposed equipment, products, and services
delivered and operational for its intended purpose in the Participating Entity's location).
Proposers should clearly identify any costs that are NOT included in the proposed product or
service pricing. This may include items such as installation, set up, mandatory training, or initial
inspection. Include identification of any parties that impose such costs and their relationship to
the Proposer. Additionally, Proposers should clearly describe any unique distribution and/or
delivery methods or options offered in the Proposal.
B. ADMINISTRATIVE FEES
Proposers are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell
facilitating the resulting contracts. The administrative fee is normally calculated as a percentage
of the total sales to Participating Entities for all contracted equipment, products, or services made
during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some
categories, a flat fee may be an acceptable alternative.
IV. CONTRACT
Proposers awarded a contract will be required to execute a contract with Sourcewell (see
attached template). Only those modifications the Proposer indicates in its proposal will be
available for discussion. Much of the language in the Contract reflects Minnesota legal
requirements and cannot be altered. Numerous and/or onerous exceptions that contradict
Minnesota law may result in the Proposal being disqualified from further review and
evaluation.
To request a modification to the Contract terms, conditions, or specifications, a Proposer must
complete and submit the Exceptions to Terms, Conditions, or Specifications table, with all
requested modifications, through the Sourcewell Procurement Portal at the time of submitting
the Proposer's Proposal. Exceptions must:
1. Clearly identify the affected article and section, and
2. Clearly note what language is requested to be modified.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the contract
document provided to the awarded vendor for signature.
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If a Proposer receives a contract award resulting from this solicitation it will have up to 30 days
to sign and return the contract. After that time, at Sourcewell's sole discretion, the contract
award may be revoked.
V. RFP PROCESS
A. PRE -PROPOSAL CONFERENCE
Sourcewell will hold an optional, non -mandatory pre -proposal conference via webcast on the
date and time noted on page one of this RFP and on the Sourcewell Procurement Portal. The
purpose of this conference is to allow potential Proposers to ask questions regarding this RFP
and Sourcewell's competitive contracting process. Information about the webcast will be sent
to all entities that have registered for this solicitation opportunity through their Sourcewell
Procurement Portal Vendor Account. Pre -proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
Questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the
Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to
this RFP. Repetitive questions will be summarized into a single answer and identifying
information will be removed from the submitted questions.
All questions, whether specific to a Proposer or generally related to the RFP, must be submitted
using this process. Do not contact individual Sourcewell staff to ask questions or request
information as this may disqualify the Proposer from responding to this RFP. Sourcewell will not
respond to questions submitted after the deadline.
C�e1HH�►1�7_1
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an
addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to
potential Proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability
in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if
any, must be acknowledged by the Proposer by checking the box for each addendum. It is the
responsibility of the Proposer to check for any addenda that may have been issued up to the
solicitation due date and time.
If an addendum is issued after a Proposer submitted its proposal, the Sourcewell Procurement
Portal will WITHDRAW the submission and change the Proposer's proposal status to
INCOMPLETE. The Proposer can view this status change in the "MY BIDS" section of the
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Sourcewell Procurement Portal Vendor Account. The Proposer is solely responsible to check the
"MY BIDS" section of the Sourcewell Procurement Portal Vendor Account periodically after
submitting its Proposal (and up to the Proposal due date). If the Proposer's Proposal status has
changed to INCOMPLETE, the Proposer is solely responsible to:
i) make any required adjustments to its proposal;
ii) acknowledge the addenda; and
iii) ensure the re -submitted proposal is received through the Sourcewell Procurement Portal
no later than the Proposal Due Date and time shown in the Solicitation Schedule above.
D. PROPOSAL SUBMISSION
Proposer's complete proposal must be submitted through the Sourcewell Procurement Portal
no later than the date and time specified in the Solicitation Schedule. Any other form of
proposal submission, whether electronic, paper, or otherwise, will not be considered by
Sourcewell. Late proposals will not be considered. It is the Proposer's sole responsibility to
ensure that the proposal is received on time.
It is recommended that Proposers allow sufficient time to upload the proposal and to resolve
any issues that may arise. The time and date that a Proposal is received by Sourcewell is solely
determined by the Sourcewell Procurement Portal web clock.
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for
technical support posted in the portal. It may take up to twenty-four (24) hours to respond to
certain issues.
Upon successful submission of a proposal, the Portal will automatically generate a confirmation
email to the Proposer. If the Proposer does not receive a confirmation email, contact
Sourcewell's support provider at support@bidsandtenders.ca.
To ensure receipt of the latest information and updates via email regarding this solicitation, or
if the Proposer has obtained this solicitation document from a third party, the onus is on the
Proposer to create a Sourcewell Procurement Portal Vendor Account and register for this
solicitation opportunity.
Within the Procurement Portal, all proposals must be digitally acknowledged by an authorized
representative of the Proposer attesting that the information contained in in the proposal is
true and accurate. By submitting a proposal, Proposer warrants that the information provided
is true, correct, and reliable for purposes of evaluation for potential contract award. The
submission of inaccurate, misleading, or false information is grounds for disqualification from a
contract award and may subject the Proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
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• In substantial compliance with the requirements of this RFP or it will be considered
nonresponsive and be rejected.
• Complete. A proposal will be rejected if it is conditional or incomplete.
• Submitted in English.
• Valid and irrevocable for 90 days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the Proposer.
F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a Proposer may withdraw its proposal.
G. OPENING
The Opening of Proposals will be conducted electronically through the Sourcewell Procurement
Portal. A list of all Proposers will be made publicly available in the Sourcewell Procurement
Portal after the Proposal Due Date, but no later than the Opening time listed in the Solicitation
Schedule.
To view the list of Proposers, verify that the Sourcewell Procurement Portal opportunities list
search is set to "All" or "Closed." The solicitation status will automatically change to "Closed"
after the Proposal Due Date and Time.
VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more contracts to responsive and responsible
Proposer(s) offering the best overall quality, selection of equipment, products, and services,
and price that meet the commonly requested specifications of Sourcewell and its Participating
Entities. The award(s) will be limited to the number of Proposers that Sourcewell determines is
necessary to meet the needs of Participating Entities. Factors to be considered in determining
the number of contracts to be awarded in any category may include the following:
• The number of and geographic location of:
o Proposers necessary to offer a comprehensive selection of equipment, products, or
services for Participating Entities' use.
o A Proposer's sales and service network to assure availability of product supply and
coverage to meet Participating Entities' anticipated needs.
• Total evaluation scores.
• The attributes of Proposers, and their equipment, products, or services, to assist
Participating Entities achieve environmental and social requirements, preferences, and
goals. Information submitted as part of a proposal should be as specific as possible
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when responding to the RFP. Do not assume Sourcewell's knowledge about a specific
vendor or product.
B. AWARD(S)
Award(s) will be made to the Proposer(s) whose proposal conforms to all conditions and
requirements of the RFP, and consistent with the award criteria defined in this RFP.
Sourcewell may request written clarification of a proposal at any time during the evaluation
process.
Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator
Scoring Guide (available in the Sourcewell Procurement Portal):
Conformance to RFP Requirements 50
Financial Viability and Marketplace Success 75
Ability to Sell and Deliver Service 100
Marketing Plan 50
Value Added Attributes 75
Warranty 50
Depth and Breadth of Offered Equipment, Products, or Services 200
Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a Proposer must be in writing, addressed to Sourcewell's
Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. The protest must be received no later than 10 calendar days'
following Sourcewell's notice of contract award(s) or non -award and must be time stamped by
Sourcewell no later than 4:30 p.m., Central Time.
A protest must include the following items:
• The name, address, and telephone number of the protester;
• The original signature of the protester or its representative;
• Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the issues to be resolved;
• Identification of the legal or factual basis;
• Any additional supporting documentation; and
• Protest bond in the amount of $20,000, except where prohibited by law or treaty.
Protests that do not address these elements will not be reviewed.
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D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any contract and a proposal may be rejected if it
is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals that contain
false statements or do not support an attribute or condition stated by the Proposer may be
rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP;
• Select, for contracts or for discussion, a proposal other than that with the lowest cost;
• Independently verify any information provided in a Proposal;
• Disqualify any Proposer that does not meet the requirements of this RFP, is debarred or
suspended by the United States or Canada, State of Minnesota, Participating Entity's
state or province; has an officer, or other key personnel, who have been charged with a
serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a
reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals
received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any Proposer;
and negotiate with more than one Proposer;
• Award a contract if only one responsive proposal is received if it is in the best interest of
Participating Entities; and
• Award a contract to one or more Proposers if it is in the best interest of Participating
Entities.
DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will
become public record in accordance with Minnesota Statutes Section 13.591, after negotiations
are complete. Sourcewell considers that negotiations are complete upon execution of a
resulting contract. It is the Proposer's responsibility to clearly identify any data submitted that it
considers to be protected. Proposer must also include a justification for the classification citing
the applicable Minnesota law.
Sourcewell will not consider the prices submitted by the Proposer to be confidential,
proprietary, or trade secret materials. Financial information, including financial statements,
provided by a Proposer is not considered trade secret under the statutory definition.
The Proposer understands that Sourcewell will reject proposals that are marked confidential
nonpublic, either substantially or in their entirety.
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Sourcewell
2/20/2020
Addendum No. 1
Solicitation Number: RFP 040920
Solicitation Name: Uniforms with Related Products and Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Is it possible to download the questionnaire tables from the Portal?
Answer 1:
After selecting "Start Submission", a proposer may navigate to Step 4 — "Preview Bid"
and select "Preview My Bid in PDF" if a downloadable PDF of the questionnaire tables is
desired.
End of Addendum
Acknowledgement of this Addendum to RFP 040920 posted to the Sourcewell
Procurement Portal on 2/20/2020, is required at the time of proposal submittal.
18
Sourcewell
2/21/2020
Addendum No. 2
Solicitation Number: RFP 040920
Solicitation Name: Uniforms with Related Products and Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Are vendors allowed to bid for only purchase of items, rather than rental and purchase?
Or is supplying rental items required?
Answer 1:
Each proposer, in its discretion, will propose the equipment, products, and services that
it deems to fall within Sourcewell's requested equipment, products, and services as
described in RFP Section II. B (Requested Equipment, Products and Services). Sourcewell
is seeking "... the broadest possible selection of equipment, products, and services being
proposed over the largest possible geographic area and to the largest possible cross-
section of Sourcewell current and future Participating Entities." A proposer is not
required to offer all possible items within the scope of the solicitation to be considered
for award. However, proposals are evaluated based on the criteria as stated in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 040920 posted to the Sourcewell
Procurement Portal on 2/21/2020, is required at the time of proposal submittal.
19
Sourcewell
2/27/2020
Addendum No. 3
Solicitation Number: RFP 040920
Solicitation Name: Uniforms with Related Products and Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Is there a list of items and brands that are requested? It is needed to give an accurate
cost of these items.
Answer 1:
Sourcewell utilizes a competitive, solutions -based solicitation approach that is not based
on detailed specifications or finite quantities for our cooperative contract awards. A
respondent is allowed to propose the entire line of products and services falling within
the scope of the RFP. Section II. B. of the RFP addresses the requested equipment,
products or services for this solicitation.
End of Addendum
Acknowledgement of this Addendum to RFP 040920 posted to the Sourcewell
Procurement Portal on 2/27/2020, is required at the time of proposal submittal.
20
Sourcewell
3/3/2020
Addendum No. 4
Solicitation Number: RFP 040920
Solicitation Name: Uniforms with Related Products and Services
Consider the following Questions and Answers to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Are we required to provide a specific list of our dealer network with our response? Or
can this list be generated as participating entities determine how they would like to be
serviced (i.e. local brick & mortar, industrial laundry, e-commerce, etc.)?
Answer 1:
It is left to the discretion of the proposer to determine the information necessary to
best describe the network of dealers, resellers, and/or subcontractors that will be
available to service Sourcewell Participating Entities as described in RFP Section II., B.
Proposals will be evaluated based on the criteria stated in the RFP.
Refer also to Sourcewell Contract Template Section 2., C. — Dealers, Distributors, and/or
Resellers. A request for modification to the Sourcewell contract template may only be
submitted with a proposal. To request a modification to the template Contract terms,
conditions, or specifications, a Proposer must complete and submit the Exceptions to
Terms, Conditions, or Specifications table, which is found as the final Table of Step 1 in
the proposal submission process.
Question 2:
Can our dealer network pay the administrative fees and provide the quarterly sales
reporting directly to Sourcewell or is the payment and reporting required to come from
the contract holder?
Answer 2:
21
Refer to Sourcewell Contract Template Section 8. — Report on Contracts Sales Activity
and Administrative Fee Payment. A single sales report and administrative fee remittance
is contemplated for each calendar quarter during the term of an awarded contract.
End of Addendum
Acknowledgement of this Addendum to RFP 040920 posted to the Sourcewell
Procurement Portal on 3/3/2020, is required at the time of proposal submittal.
22
Sourcewell
3/19/2020
Addendum No. 5
Solicitation Number: RFP 040920
Solicitation Name: Uniforms with Related Products and Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Due to issues related to Covid-19, will the deadline of the RFP submissions be extended?
Answer 1:
Sourcewell is monitoring the circumstances presented by the COVID-19 pandemic.
Based on the remaining time allowed, and the availability of the Sourcewell
Procurement Portal for 24/7 remote access with the ability of multiple account contacts
to collaborate, an extension to the due date is not anticipated at this time.
End of Addendum
Acknowledgement of this Addendum to RFP 040920 posted to the Sourcewell
Procurement Portal on 3/19/2020, is required at the time of proposal submittal.
23
SourcewellA,101p,
4/2/2020
Addendum No. 6
Solicitation Number: RFP 040920
Solicitation Name: Uniforms with Related Products and Services
Consider the following Questions and Answers to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Are contract holders permitted to decline sales orders from participating entities? If so,
what are the limitations, if any, for a contract holder declining sales to a participating
entity?
Answer 1:
Refer to the Sourcewell template Contract, Section 5. A. — Participation, relating to an
awarded vendor's obligation to make the contract available to Participating Entities. To
request a modification to the template Contract terms, conditions, or specifications, a
Proposer may complete and submit the Exceptions to Terms, Conditions, or
Specifications Form, which is found as the final Table of Step 1— Specifications in the
proposal submission process.
In addition, each proposer is expected to complete the table in Step 1 of the submission
process, entitled "Ability to Sell and Deliver Service", describing their capability to serve
Sourcewell participating entities, and describing any geographic area or participating
entity sector that will not be fully served through the proposed contract. Proposals are
evaluated based on the criteria stated in the RFP.
Question 2:
Will Sourcewell allow any deviations from the minimum insurance requirements
outlined in section 20 of the contract?
Answer 2:
To request a modification to the template Contract terms, conditions, or specifications,
24
a Proposer may complete and submit the Exceptions to Terms, Conditions, or
Specifications Form, which is found as the final Table of Step 1— Specifications in the
proposal submission process. The contract template will be completed and sent to each
awarded vendor, with inclusion of any exceptions stated in the proposer's Exceptions to
Terms, Conditions, or Specifications Form that are acceptable to Sourcewell, at the time
of award notification.
Question 3:
Can a contract holder and participating entity negotiate volume pricing lower than
contracted pricing that is not advertised or made available to other participating
entities? If so, does the exclusive, negotiated pricing between the two parties have to be
approved and documented with Sourcewell?
Answer 3:
Refer to RFP Section III. A. 2. "All proposed pricing must be ... [t]he Proposer's ceiling
price ... [which] means ... the highest price for which equipment, products, or services
may be billed to a Participating Entity. However, it is permissible for vendors to sell at a
price that is lower than the contracted price."
Question 4:
Does the contract allow contract holders to update pricing annually to account for
increasing labor and materials costs? How much notice must be given prior to
implementing price changes?
Answer 4:
Refer to the Sourcewell template Contract, Section 4 - Product and Pricing Change
Requests, for the process used to request a pricing modification during the term of an
awarded contract.
Question 5:
Are the responses to all of the questions in the RFP considered public?
Answer 5:
Sourcewell is subject to the Minnesota Government Data Practices Act. Reference
Section VI. E. of the Sourcewell RFP.
25
Question 6:
In the pricing strategy section are there any specific product or service line items that
are required for response.
Answer 6:
It is left to the discretion of each proposer to determine and propose the pricing
approach that aligns with their business methods and satisfies all the requirements of
RFP Article III - Pricing. Proposals are evaluated based on the criteria stated in the RFP.
Question 7:
Our company has multiple product lines in addition to garment and facilities services
rental. Can we submit our total enterprise offering for consideration to Sourcewell
participating public agencies.
Answer 7:
Sourcewell utilizes a competitive, solutions -based solicitation approach that is not based
on detailed specifications or finite quantities for our cooperative contract awards. A
respondent is allowed to propose the entire line of products and services falling within
the scope of the RFP. Section II. B. of the RFP addresses the requested equipment,
products or services for this solicitation.
Question 8:
How will new product or service lines be added to the contract?
Answer 8:
Refer to the Sourcewell template Contract, Section 4 - Product and Pricing Change
Requests, for the process used to request changes, additions, or deletions to product or
service lines during the term of an awarded contract.
End of Addendum
Acknowledgement of this Addendum to RFP 040920 posted to the Sourcewell
Procurement Portal on 4/2/2020, is required at the time of proposal submittal.
iZ
Sourcewell
4/3/2020
Addendum No. 7
Solicitation Number: RFP 040920
Solicitation Name: Uniforms with Related Products and Services
Consider the following Question and Answer to be part of the above -titled solicitation
documents. The remainder of the documents remain unchanged.
Question 1:
Due to the current worldwide health pandemic will there be an extension to the bid
deadline?
Answer 1:
Sourcewell is monitoring the circumstances presented by the COVID-19 pandemic.
Based on the remaining time allowed, and the availability of the Sourcewell
Procurement Portal for 24/7 remote access with the ability of multiple account contacts
to collaborate, an extension to the due date is not anticipated at this time.
End of Addendum
Acknowledgement of this Addendum to RFP 040920 posted to the Sourcewell
Procurement Portal on 4/3/2020, is required at the time of proposal submittal.
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