sr-041211-3f (2)City Council Meeting: April 12, 2011
Agenda Item: ~~
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Award of Uniform and Floor Mat Rental and Cleaning Services Bid
Recommended Action
Staff recommends that City Council authorize the City Manager to:
1. Amend Purchase Order No. 16955 for Aramark Uniform Services, a
Pennsylvania based company, for services including uniform and floor mat rental
and cleaning for a period of two mohths in an amount not to exceed $15,000, for
a total FY 2010-11 amount of $75,000:
2. Amend Bid No. 2952 to Aramark Uniform Services for services including uniform
and floor mat rental and cleaning for afive-year period and two additional one-
year renewal options at the same prices for a total not to exceed of $525,000
over the seven-year term.
Executive Summary
Staff recommends award of bid to Aramark Uniform Services for uniform and floor mat
rental and cleaning services at specified unit prices. The agreement with the current
vendor, Aramark, expired on March 28, 2011. Staff recommends amending the current
purchase order with Aramark for two months in the amount of $15,000 while Aramark
reissues uniforms and a new purchase order is established. The estimated expenditure
for FY 2010-11 is $75,000 and the total estimated expenditure for the potential seven-
year period is $525,000. Based on the substantial initial investment made by the
company to provide these services, it is recommended that an exception to the standard
five-year term for this agreement be made.
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Background
The City of Santa Monica supplies approved uniforms along with any and all personal
protective equipment as necessary to employees who are required to wear uniforms.
Professional laundering, cleaning, repairing and replacement of garments ensures.that
uniforms are well maintained. The same vendor has historically provided floor mats
which prevent dirt and grime from being tracked into the City facilities and shop towels
which are used by Big Blue Bus maintenance staff while repairing and maintaining City-
owned vehicles. The current agreement with Aramark expired on March 28, 2011.
Discussion
On March 28, 2006, the City Council awarded Bid No. 2900 to Aramark Uniform
Services for the Big Blue Bus. The term of the agreement expired on March 28, 2011.
In February 2010, the City published Notices Inviting Bids to provide uniform and floor
mat cleaning and rental services in accordance with City specifications for all other City
departments except the Big Blue Bus. One bid was received and publicly opened on
March 24, 2010. Aramark Uniform Services was the sole bidder and on June 22, 2010,
the Council awarded Bid No. 2952 to Aramark Uniform Services. In December 2010,
Big Blue Bus staff contacted the City's Purchasing division to initiate a bid process for
uniform and floor mat cleaning services. Given the award of Bid No. 2952 in June 2010,
Aramark was contacted regarding the possibility of extending service to the Big Blue
Bus. On January 4, 2011, the City received documentation from Aramark extending the
same prices, terms, and conditions as quoted in Bid No. 2952 to the Big Blue Bus.
Aramark's performance and service has been satisfactory and they are able to supply
all of the services required by the Big Blue Bus at the same price as the rest of the City.
Based on these criteria, staff recommends that Bid No. 2952 be amended to provide
uniform and floor mat rental. and cleaning services to the Big Blue Bus.
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Financial Impacts & Budget Actions
The total amount of the purchase order to be awarded to Aramark Uniform Services is
$75,000. Funds are available in the amount of $75,000 as follows:
$10,500 in account 41651.511972
$19,000 in account 41651.544199
$32,000 in account 41652.511972
$13,500 in account 41653.511972
Budget authority for subsequent years will be requested in each budget cycle for
Council approval
Prepared by: Ralph Merced, Transit Maintenance Manager
Approved:
Forwarded to Council:
~~
S eph nie Negriff
D ec r of Transit Services
c ,
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Rod Gould
City Manager
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