CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 26-022, Uniform and Hazard Protective Clothing Rental Program, to Cintas Corporation for an amount not to exceed $257,670 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 and 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.
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 the manufacturer's requirements to maintain the flame-retardant treatment, which Cintas provides.
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.
Other personal protective gear, shop towels, and floor mats are also covered under this contract, if needed.
DISCUSSION:
Staff has identified an approved cooperative contract, Omnia Partners Cooperative Contract: 001299, through Cintas Corporation, for the procurement of uniforms/hazard protective clothing.
This is a two-year agreement. In the second contract year, the agreement allows for up to a 3.2% increase in pricing.
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)
The Electric Utility will require $120,000, DPW will require $70,000, and the Water Utilities will require $67,670 in funds for the two-year term.
The term of the contract is two years from the date of award through February 28, 2028.
FISCAL IMPACT:
CIP #: N/A
Hazard clothing and uniform rental services are expensed to the Laundry Services account listed below. The 2026 budget included $151,500 for uniform services across the Electric Utility, Water Utilities, and Public Works. The first year of this award is within the amount budgeted for these services in 2026. Staff will ensure sufficient funding is included in future budgets to support the second year of this award.
|
Account Number |
Fund Description |
Total Budget Amount |
|
40271300-531306 |
Electric Utility Fund |
$82,000 |
|
41101500-531306 |
Water Utility Fund |
$34,500 |
|
31101100-531306 |
General Fund |
$35,000 |