CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Contract 24-085, Uniform and Hazard Protective Clothing Rental Program, to Cintas Corporation for an amount not to exceed $278,100 and for a two-year term
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Per collective bargaining agreements, the City provides uniforms/hazard protective clothing for employee groups in the Department of Public Works (DPW), Electric Utility, and Water Utilities. Uniforms with the City logo are easily recognizable and reassure residents when City employees and crews are performing services in the area.
Upon award, the uniform company provides the following services:
1. Professional onsite employee uniform measurements
2. Altering and repair services
3. Available sizing for all staff members
4. Flame retardant rated shirts and pants
5. Quality fabrics for professional appearance
6. Uniform weekly laundering services; and
7. Pricing on a national level, still having the same local contract.
Contracting with commercial laundry services enhances employee safety by using stronger detergents and hotter water than is available for typical residential laundry. The detergents provide for a greater anti-bacterial cleaning effort as employees can encounter bacteria laden soil. The Electric and Water Utilities further enhance employee safety by providing flame retardant uniforms as required by OSHA 1910.269 and ASTM F1506. These items must be cleaned according to manufacturer requirements to maintain the flame-retardant treatment, which Cintas provides.
Other personal protective gear, shop towels, and floor mats are also covered under this contract, if needed.
DISCUSSION:
During the first year of the contract, staff negotiated a 0% price increase. However, for the second contract year, the agreement allows for a 3.2% increase. The cooperative agreement also includes price decreases for items used by the departments.
Increases may occur over the course of the contract if:
1. Any group using flame-retardant uniforms needs to increase the protection level due to changes in industry regulations (OSHA and ASTM) for personal protective equipment.
2. Changes in any group’s usage of the Uniform Advantage Program insurance offered by Cintas:
a. This covers abnormal damage charges for uniforms when turned in or when replacing garments and garment makeup charges for City logo and username embroidery on shirts.
3. Make-up charge
a. This is a one-time cost to create a new garment and is only applied to the cost of the garment when an employee is added, or a garment is replaced (due to size change, damaged)
An Omnia Partners Cooperative Contract: 001299 with Cintas Corporation has been identified for this procurement.
The Electric Utility will require $144,100, DPW will require $70,000, and the Water Utility will require $64,000 in funds for the two-year term.
The term of the contract is two years from date of award through February 28, 2026.
FISCAL IMPACT:
Uniform and laundering services are expensed to the account numbers listed below. A combined total of $142,600 is approved as part of the 2024 annual budget for these services. The remainder of the award will be budgeted accordingly for the duration of the contract.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31101100-531306 |
General Fund |
$30,500 |
|
31251100-531306 |
General Fund |
$3,600 |
|
40271300-531306 |
Electric Utility Fund |
$80,000 |
|
41101500-531306 |
Water Utility Fund |
$30,500 |