Fiscal Note
In the 2017 Operating Budget, the applicable City departments have sufficiently budgeted for the uniform rental and related costs specified in the proposed contract. The proposed resolution authorizes a three-year contract for uniform rental and related costs for which future year operating budgets will continue to include sufficient budget authority.
Title
Authorizing the Mayor and City Clerk to sign a three -year contract with Cintas Corporation for uniform rental and related services for various City Departments, and authorizing the Purchasing Agent to sign up to two optional one-year renewals.
Body
WHEREAS, several departments within the City require uniforms for some employees, including but not limited to Engineering, Fleet Services, Monona Terrace, Streets Division, Parks Division, Parking Utility, Water Utility and Madison Metro; and,
WHEREAS, no proposals were received under the first or second Request for Proposal, 8412-0-2016-BP, 8412-1-2016-BP for uniform rental services; and,
WHEREAS, a third Request for Proposal (8412-2-2016-BP) was released; and,
WHEREAS, the proposal was received in reponse to the third bid and was evaluated using factors including compliance with the Living Wage and Sweatfree procurement ordinances, long term cost of service, service quality and technical approaches, qualifications and experience, uniform specifications, pick up and delivery services and other particulars of the uniform services industry; and,
WHEREAS, Cintas Corporation was the sole proposer who was able to meet both the Living Wage requirement and the Sweatfree ordinance; and was also the low bidder; and,
WHEREAS, Cintas Corporation has proposed pricing that will total approximately $87,000.00 per year for all City departments currently utilizing uniform services; and,
WHEREAS, under MGO 4.26, service contracts for more than three years must be authorized by the Common Council and signed by the Mayor and Clerk and this contract could be for up to five years; and,
WHEREAS, under MGO 4.26, multi-year service contracts averaging more than $50,000.00 per year require Council approval and this contract could exceed that amount if more departments or more staff require uniform services in the future,
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk are authorized to sign on behalf of the City a three year contract for uniform rental, embroidery, delivery, cleaning and related services for various City departments with Cintas Corporation, to be effective as soon as a final contract can be negotiated and signed by the Mayor; and,
BE IT FURTHER RESOLVED, that the initial contract may be renewed without increase in the contract prices for two additional terms of one hear each, upon mutual written agreement of the parties; and,
BE IT FINALLY RESOLVED, that the Purchasing Agent is authorized to sign agreement(s) to effectuate the above-mentioned renewals, if upon consultation with the affected departments s/he determinies such renewal to be in the City's best interest and the form of renewal document is approved by the City Attorney.