**IMPORTANT NOTICE**

ONLINE BIDDING PROCESS

  • Bid pricing must be submittedonline through Alameda CountyStrategic Sourcing Supplier Portal.
  • The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
  1. Exhibit A – Bid Response Packet, Bidder Information and Acceptancepage
  2. Must be signed by Bidder
  3. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
  4. Must be signed by Bidder
  5. Must be signed by SLEB Partner if subcontracting to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.

COUNTY OF ALAMEDA

REQUEST FOR QUOTATIONNo.901455

for

JANITORIAL UNIFORM PURCHASE

For complete information regarding this project, see RFQ posted ator contact the County representative listed below. Thank you for your interest!
Contact Person: Nai Saephanh, Procurement & Contracts Specialist
Phone Number: (510) 208-9619
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

April7, 2016

through

Alameda County, GSA-Procurement

Strategic Sourcing Supplier Portal

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FORQUOTATIONNo. 901455

SPECIFICATIONS, TERMS & CONDITIONS

for

JANITORIAL UNIFORM PURCHASE

TABLE OF CONTENTS

Page

I.STATEMENT OF WORK...... 4

A.INTENT...... 4

B.SCOPE...... 4

C.BIDDER QUALIFICATIONS...... 4

D.SPECIFIC REQUIREMENTS...... 5

II.CALENDAR OF EVENTS...... 10

E.NETWORKING / BIDDERS CONFERENCES...... 10

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS...... 11

F.NOTICE OF RECOMMENDATION TO AWARD...... 11

G.TERM / TERMINATION / RENEWAL...... 12

H.BRAND NAMES AND APPROVED EQUIVALENTS...... 12

I.QUANTITIES...... 12

J.PRICING...... 13

K.AWARD...... 13

L.METHOD OF ORDERING...... 15

M.INVOICING...... 15

N.LIQUIDATED DAMAGES...... 16

O.ACCOUNT MANAGER / SUPPORT STAFF...... 16

IV.INSTRUCTIONS TO BIDDERS...... 17

P.COUNTY CONTACTS...... 17

Q.SUBMITTAL OF BIDS...... 17

R.RESPONSE FORMAT...... 19

ATTACHMENTS

EXHIBIT A -BID RESPONSE PACKET

EXHIBIT B - INSURANCE REQUIREMENTS

EXHIBIT C - VENDOR BID LIST

EXHIBIT D - LOGO SAMPLE

EXHIBIT E - DELIVERY LOCATIONS

EXHIBIT F - LIQUIDATED DAMAGES

EXHIBIT G - SAMPLE CONFIRMATION OF ORDER FORM

EXHIBIT H-SAMPLE QUARTERLY PERFORMANCE REPORT

Specifications, Terms & Conditions

for Janitorial Uniform Purchase

I.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms, and conditions to describe the janitorial uniforms that will be purchased by the General Services Agency, Building Maintenance Department (BMD) – Janitorial.

The County intends to award a three year contract (with option to renew) to the bidder selected as the lowest responsible bidder whose response meets the County’s requirements.

B.SCOPE

The General Services Agency, Building Maintenance Department (BMD) – Janitorial provides maintenance and operation services to over 135 County owned and leased facilities. These buildings include offices, detention facilities, the Veterans’ Building, firing ranges, parking structures, and training facilities. BMD provides the maintenance services required to ensure clean, safe, and functionally operative facilities. BMD janitorial staff averages about 145 employees per year.

BMD is seeking a qualified vendor with access to multiple factories to ensure staff uniforms are available within five to ten business days from initial request. BMD purchases uniforms which includes uniform tops and pants for both men and women. In addition, uniforms may also include, but not limited to, smocks, zip-front shirts, and front button shirts, which will all require a logo application. Uniforms will be purchased by BMD as needed for new hires, temporary employees, and current staff when clothing becomes worn out due to normal wear and tear by employees.

C.BIDDER QUALIFICATIONS

1.BIDDER Minimum Qualifications

a.Bidder shall be regularly and continuously engaged in the business of providing uniform clothing for at least three years. Experience must be demonstrated by references provided by Bidder at the time of the bid.

b.Bidder must have established relationships with a minimum of three production factories. Bidder must be in good financial standing with these suppliers. Accounts must be demonstrated by trade references provided by Bidder at the time of the bid and will be verified.

c.Bidder shall possess all permits, licenses, and professional credentials necessary to supply product and perform services as specified under this Request for Quotation(RFQ).

D.SPECIFIC REQUIREMENTS

  1. Product Requirements:
  1. Uniforms for Lead Janitor Option:

(1)Button-Up Shirts

(a)Style: Button down collar; poplin; short sleeves; for both men and women

(b)Material: Polyester/cotton blend

(c)Striped color: Dark blue with lighter blue stripes

(d)Logo: ½-Inch above upper left-side pocket (See Exhibit D for example)

(e)Two double layer stitched large pockets: one on each upper breast

(f)No-iron, non-shrink materials

(g)Machine-washable

(2)Pants

(a)Style: Heavy duty industrial pants; permanent press; fly-front; both men and women

(b)Material: 7.5 ounce polyester/cotton twill

(c)Color: Dark blue

(d)No-iron, non-shrink materials

(e)Machine-washable

  1. Uniforms for Janitor or Janitor Supervisor Option:

(1)Zip-Front Shirt

(a)Style: Notch collar; separating zipper in front between the pockets; short sleeves; for both men and women

(b)Material: Polyester/cotton blend

(c)Color: Grey

(d)Logo: ½-inch above upper left-side pocket (See Exhibit D for example)

(e)Three double layer stitched large pockets: one on the upper left-side breast; two on the bottom right-side and bottom left-side

(f)No-iron, non-shrink materials

(g)Machine-washable

(2)Pants

(a)Style: Heavy duty industrial pants; permanent press;and fly-front for both men and women

(b)Material: 7.5 ounce polyester/cotton twill

(c)Color: Black

(d)No-iron, non-shrink materials

(e)Machine-washable

  1. Logo Option (Embroidery):

(1)½-inch tall script lettering

(2)Logo: “County of Alameda” upturned half circle; “GSA” straight underneath (see Exhibit D for example)

(3)Lettering Color:

(a)Lead Janitor Option, Button-up Shirts – white lettering

(b)Janitor or Janitor Supervisor Option, Zip-Front Shirt – black lettering

***Contractor must maintain current material (including color) through life of contract***

  1. ON-SITE MEASURING:
  1. Vendor will be required to measure employees for their uniforms. Vendor will be required to make site visits to take measurements of all employees with pending uniform requests, all newly hired employee uniforms upon request, and replacement uniforms as needed. Any BMD employee that cannot make the scheduled fittings will visit the vendor location to be fitted during vendor business hours or specify his/her size, in writing, through their supervisor.
  2. SAMPLES:
  1. Biddershallsubmit sample items which are identical to the items quoted in their response to this RFQ, meeting the specification above in quality, material, color, and stitching.
  2. Samples shall include the proposed embroidery work of the County logo (please see Exhibit D). Logo may be affixed to sample or in a draft format.
  3. Samples shall be identified with supplier’s name, manufacturer’s name, and model.
  4. Sample items shall be submitted at no charge to the County.
  5. Samples shall be delivered within one week of receipt of the notification from the County.
  6. All samples shall be submitted by April 14, 2016 by 2:00 p.m.to the following address:

GSA-Procurement

1401 Lakeside Drive, Suite 907

Oakland, CA 94612

RFQ 901455- Janitorial Uniform Purchase

Attn: Nai Saephanh

  1. Samples shall be examined by the County as to design, tailoring, workmanship, and compliance to specifications. If a sample item or any part of the clothing sample is deemed to be unacceptable, at the sole discretion of the County, the vendor will be given no further consideration.
  2. Any bidder desiring the return of their samples may request them. The cost of returning the samples shall be borne on the bidder.
  3. Bidderfurther agrees that the items provided to the County under contract will meet or exceed the quality of samples submitted.

Sample Retention - A full set of samples of items listed in the contract shall be retained by the County from any vendor awarded a contract as a result of this RFQ at no cost to the County. These samples shall be used to judge fit, fabric, and workmanship of stock garments shipped during the life of the contract.

  1. ADMINISTRATIVE REQUIREMENTS:
  1. Provision of uniform items:

1)County staff shall have the ability to place order via telephone, email, or online.

2)Items ordered by County shall be verified using a written “Confirmation of Order”(please see Exhibit G) from the vendorand sent via e-mail to the requesting authority within 24 hours of request receipt.

(a)Confirmation of Order shall include the following details:

(i.)Name of requesting Supervisor

(ii.)Date of request

(iii.)Delivery location

(iv.)Employee’s name

(v.)Size

(vi.)Quantity

(vii.)Confirmation number

(b)Vendor shall not consolidate any “Confirmation of Orders” with other Supervisors, locations,or prior requests. The confirmations will be cross-references with future invoices.

3)Acceptable delivery time for items listed on the bid form is at a maximum of 10 business days. Any item not received within 10 business day shall be by reduced by 10% of the cost stated on the bid form;items exceeding 15 days will be reduced by 15% of the cost; and items exceeding 30 days will be reduced by 50% of the cost.

  1. Vendor shall fill any quantity ordered by the County within 10 business days regardless of minimum required by its contracted factory.
  2. After 12 months of service on this contract, the awarded vendor shall procure and maintain stock equal to 15% of the prior 12-month purchases. The County shall have immediate access to this 15% stock for each item listed on the bid form.
  3. Substitution of Items Ordered:

(1)In the event an item is agreed for substitutions due to manufacturer discontinuance or other unforeseen events, the substituted item shall adhere to the same quality, color, fabric, fit, construction, and embroidery as the initial contracted items.

(2)Vendor is only allowed to substitute an item of equal or better quality than the original item(s) with prior approval from BMD janitorial management.

(3)Samples of the suggested substitution shall be examined by the County as to design, tailoring, workmanship, and compliance to specifications. If a sample item or any part of the clothing sample is deemed to be unacceptable by the County, the vendor shall be notified immediately for adjusting.

(4)County must give its approval in advance and in writing that substitution for certain specified item(s) may be substituted by the vendor. No substitutions will be accepted without prior authorization.

(5)After 12 months of service on this contract the awarded vendor shall pull pending orders from the 15% stock until the substituted items are in stock for delivery. In the event vendor foresees the substituted items will take more than the 15% on hand, vendor shall increase the 15% stock to 30% immediately to ensure the County does not have employees out of uniform during the transition period.

(6)All uniform items must be available in all sizes throughout the contract and during any extension terms.

II.CALENDAR OF EVENTS

EVENT / DATE/LOCATION
Request Issued / February 26, 2016
Written Questions Due / by 5:00 p.m. onMarch 8, 2016
*Networking/Bidders Conference #1
(Online conference option enabled for remote participation) / March 7, 2016@ 2:00 p.m. / at:General Services Agency
Room 1107 (11thFloor)
1401 Lakeside Drive
Oakland, CA 94612
OR remotely @
*Networking/Bidders Conference #2 / March 8, 2016 @2:00 p.m. / at:Public Works Agency
OPS Conference Room
4825 Gleason Drive
Dublin, CA 94568
Addendum Issued / March 23, 2016
Response Due / April 7, 2016 by 2:00 p.m.
Samples Due / April 14, 2016 by 2:00 p.m.
Evaluation Period / April 7, 2016 – April 19, 2016
GSA Recommending Award Issued / May 19, 2016
GSA Consideration Award Date / May 27, 2016
Contract Start Date / June 1, 2016

*Includes a tutorial of how to register and use Online Bid Process.

Note:Award and start dates are approximate.

E.NETWORKING / BIDDERS CONFERENCES

1.The bidders conference held onMarch 7, 2016 will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone. Bidders may also attend this conference in person.

2.Networking/bidders conferences will be held to:

a.Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFQ.

b.Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.

c.Provide the County with an opportunity to receive feedback regarding the project and RFQ.

d.Provide the bidders with tutorials on how tobid online through Alameda County’s Strategic Sourcing Supplier Portal.

3.All questions will be addressed, and the list of attendees will be included, in an RFQAddendum following the networking/bidders conference(s).

4.Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms, and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

F.NOTICE OF RECOMMENDATIONTO AWARD

1.At the conclusion of the RFQresponse evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail, fax, or US Postal Service mail, of the contract award recommendation, if any, by GSA-Procurement. The document providing this notification is the Notice of Recommendation to Award.

The Notice of Recommendationto Award will provide the following information:

a.The name of the bidder being recommended for contract award; and

b.The names of all other parties that submitted proposals.

2.At the conclusion of the RFQresponse evaluation process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.

3.The submitted proposals shall be made available upon request no later than fivecalendar days before approval of the award and contract is scheduled to be heard by GSA.

G.TERM / TERMINATION / RENEWAL

1.The term of the contract, which may be awarded pursuant to thisRFQ, will be three years.

2.By mutual agreement, any contract which may be awarded pursuant to this RFQ, may be extended for an additional two-year term at agreed prices with all other terms and conditions remaining the same.

H.BRAND NAMES AND APPROVED EQUIVALENTS

1.Any references to manufacturers, trade names, brand names, and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must:

a.Clearly describe the alternate offered and indicate how it differs from the product specified;and

b.Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid as PDF attachments to your online bid submission.

2.The County reserves the right to be the sole judge of what is equal and acceptable and may require Bidder to provide additional information and/or samples.

3.If Bidder does not specify otherwise, it is understood that the referenced brand will be supplied.

I.QUANTITIES

Quantities listed herein are annual estimates based on past usageand are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

J.PRICING

1.All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFQ.

2.Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.

3.All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.

4.Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.

5.The price(s) quoted shall be the total cost the County will pay for this project including Sales, Use, or other taxes, and all other charges.

6.All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

7.Price quotes shall include any and all payment incentives available to the County.

8.Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.

9.Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

K.AWARD

1.The award will be made to the lowest responsible bidder who meets the requirements of these specifications, terms, and conditions.

2.Awards may also be made to the subsequent lowest responsible bidders who will be considered the Backup Contractors and who will be called in ascending order of amount of their quotation.

3.Small and Emerging Locally Owned Business: The County is vitally interested in promoting the growth of small and emerging local businesses by means of increasing the participation of these businesses in the County’s purchase of goods and services.

As a result of the County’s commitment to advance the economic opportunities of these businesses, Bidders must meet the County’s Small and Emerging Locally Owned Business requirements in order to be considered for the contract award. These requirements can be found online at:

For purposes of this bid, applicable industries include, but are not limited to, the following NAICS Code(s): 812331 and 448190.