Uniform Rental and Laundry Service

The vendor is required to provide for uniform rental and laundry service for the maintenance operations department.
- The rented uniforms shall remain the property of the vendor and the uniforms shall be laundered exclusively by the vendor.
- The maintenance operations director, or designee, shall approve all increases in the number of uniforms placed in service.
- Description of uniforms
• All initial issues of uniforms shall be new, unwashed, shirts and trousers for all employees who are assigned to wear uniforms as of the effective date of this contract.
• Coveralls shall be washed before delivery to assure correct fit
• Employees shall be offered any combination of long sleeved and short sleeved shirts in their initial uniform complement, and their choice of slim, regular, or full-cut trousers.
• Provide woman’s cut shirts and trousers for female employees.
• Garments shall be fitted to each employee by actual physical measurements
• Shirts shall be 65% polyester and 35% cotton blend fabric, 100% cotton fabric, or fire-retardant fabric, permanent press treated, 4.2-ounce fabric
• Shirts shall be provided in long and short-sleeves, both from the same manufacturer, two sewn-on breast pockets with buttons, with shirttails to tuck into trousers.
• Shirts shall be provided in two colors based on employees’ classifications: bright, safety orange or blue.
• Trousers shall be offered in 65% polyester and 35% cotton blend fabric, 100% cotton fabric, or fire-retardant fabric
• Trousers shall be 7.0-ounce fabric. trousers shall be provided in slim, regular and full fit, no cuffs, two front pockets, belt loops, zipper fly, and sewn-on back pockets with buttons
• Trousers can also be in the form of a cargo trouser.
• Cargo trousers will have a pocket in the thigh area of each leg, secured by a button or snap, in addition to the criteria listed above for trousers.
• Trousers requiring arc rating will be arc flash PPE category 2 with a minimum arc rating of 8 cm2
• Coveralls shall be 100% cotton, mechanic’s design, with zipper closure, buttons or snaps will not be acceptable.
• Coveralls shall be provided in two colors based on employees’ classifications: bright, safety orange or blue.
• The fire-retardant fabric must meet agency standards to include agency 70e standards, agency 2112 standards, and all other recognized industry standards for arc rated clothing, flame resistance, and protection of industrial personnel. coveralls requiring arc rating will be arc flash PPE category 3 with a minimum arc rating of 25 CM2
• All garments shall be marked with the date issued and with a number to identify the employee, or the name of the employee, to whom it was issued
• Wash and stain-removal chemicals used will be hypoallergenic and/or garments will be rinsed and processed in a manner that prevents employees from having any allergic reactions.
• Provide the city with safety data sheets (SDS) for all chemicals and cleaning agents used to clean the garments with the bid.
• The vendor’s bid price should anticipate that many of the uniforms will be used in severe service conditions.
• Some employees are engaged in work with heavy petroleum oils, grease, asphalts, cut-back asphalts, latex and oil-based paints, and chemical sprays, and work in brush which exposes the clothing to tears from twigs and branches.
• Some employees are exposed to poison oak that may contaminate the uniforms
• The director for maintenance operations, or designee, will be the sole judge of excessive wear or fading.
- Inventory tracking (initial issue, inventory, changes):
• Contractor shall issue new standard or flame resistant (fr) coveralls/uniforms to employees at the beginning of the contract period as specified by maintenance operations
• The contractor shall maintain sufficient stock to provide completely new uniform sets for newly hired employees within five days of the city notifying vendor to provide uniform compliment.
• At time of contract award, the division designee will contact the account representative to determine quantities, volumes, frequency of pickup and general overall program administration.
• The number of changes per employee per week shall be at the discretion of maintenance operations and is subject to change to meet changing requirements of the city operations
• Provide at time of contract award an inventory system to track uniforms picked up from city /dropped off to city.
• City shall have access to this inventory system weekly to ensure garments submitted for laundry, repair or replacement are tracked to mitigate uniform shortages / overages.
- Uniform repairs:
• The vendor shall repair rented uniforms and towels and keep them in good condition at all times
• Repairs will be made in such a way as to uphold the objectives of the contract
• The vendor will have adequate control to ensure that all broken buttons, broken zippers, and torn and stained uniforms are repaired or replaced by the next scheduled delivery day for the city’ s employees.
• The maximum size of a mending patch is to be two-inches square. no more than three mending patches shall be applied to any garment.
• The director of maintenance operations, or designee, will be the sole judge of acceptability.
- Replacement of uniforms:
• Uniforms that do not meet the above criteria or are excessively frayed or stained, and/or otherwise do not meet the city's standard of quality, shall be immediately replaced with a garment acceptable to the city
• Garments issued to replace damaged items, to correct or accommodate employees’ sizes, or adjust shirt sleeve lengths may be from a pool of used garments originally issued to city employees and maintained for the city.
• Vendor shall replace garments to accommodate employees upon request of the employee, and authorization of the director of maintenance operations, or designee, at the contract price stated in the proposal.
• All used garments issued as replacements or as of uniforms must be acceptable to the director of maintenance operations, or designee, for maintenance staff.
• The vendor shall absorb all losses caused by expected wear and tear
• The director of maintenance operations, or designee, will make the final determination as to whether damage to garments is expected wear and tear or is compensable as damage.
- Contract Period/Term: 7 years
- Questions/Inquires Deadline: March 26, 2025