Okaloosa County BOCC — October 2, 2012 — Agenda

CONTRACT # C12-1994-PUR ARAMARK UNIFORM SERVICES PROVIDE UNIFORM SERVICES EXPIRES: 09/30/2015 CONTRACT This agreement is made as of this day of , 2012, by and between Okaloosa County, Florida, a political subdivision of the State of Florida (hereinafter referred to as the “County” and Aramark Uniform Services, a division of Aramark Uniform & Career Apparel, LLC. a company authorized to do business in the State of Florida. ARTICLE 1 CONDITIONS & RESPONSIBILITIES SECTION 1.1 — PURPOSE: The purpose of this agreement is to establish the terms and conditions under which the County will contract for providing uniform services for Okaloosa County employees as per Bid # PUR-53-12. SECTION 1.2 - COUNTY RESPONSIBILITIES: The responsibilities of the County are as follows: The County will provide access to all County departments using the uniform service for pickup and re-delivery. SECTIN 1.3 - VENDOR RESPONSIBILITIES: The responsibilities of the Vendor are as follows: Provide uniforms and cleaning as per Bid # PUR 53-12. ARTICLE 2 COMPENSATION SECTION 2.1 - COMPENSATION: The County shall pay the Vendor as listed in this proposal attached hereto. SECTION 2.2 - ADDITIONAL WORK: Payment for any addition work requested of the Vendor by the County that is beyond the scope of this agreement shall be the sole responsibility of the requesting party and shall be in accordance with the County’s purchasing rules and regulations. SECTION 2.3 - PAYMENTS: The County shall be responsible for making all payments promptly to the Vendor upon completion of all work. Payment shall be monthly. ARTICLE 3 TERM This agreement is effective from October 1, 2012 through September 30, 2015 on full execution by both parties and will be for a period of three (3) years. This agreement may be renewed for an additional 3-year period at the mutual agreement of both parties. ARTICLE 4 HOLD HARMLESS To the fullest extent permitted by law, Vendor shall indemnify and hold harmless County, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness or intentional wrongful conduct of the vendor and other persons employed utilized by the Vendor in the performance of this agreement. ARTICLE 5 INSURANCE LIMITS OF LIABILITY — The insurance required shall be written for not less than the following limits unless law requires higher amounts: COVERAGE LIMIT 1. Workers Compensation a. State Statutory b. Employers Liability $1 million each accident 2. Business Automobile $1 million each occurrence (Combined Single Limit) 3. Commercial General Insurance $1 million each occurrence (Combined Single Limit) 4. Professional Liability $1 million each occurrence (Combined Single Limit) 5. Personal & Advertising Injury $250,000 NOTICE OF CLAIMS OR LITIGATION — The contractor agrees to report any incident or claim that results from performance of this agreement. Within ten (10) days of the Contractor's knowledge, the County Representative shall receive written notice describing the incident or claim. In the event such incident or claim involves injury or property damage to a third party, verbal notification shall be given the same day to the Contractor becomes award of the incident or claim. A detailed written report is to be made within ten (10) days. CERTIFICATE OF INSURANCE A. All insurance shall include the interest of all entities names in and its respective agenis, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional insured has other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company's liability under this policy shall not be reduced by the existence of such other insurance. | B. Certificates of insurance, in duplicate, indicating the job site and evidencing all required | coverage must be submitted to and approved by Okaloosa County prior to the commencement of any of the work. The certificate holder(s) shall be as follows: Okaloosa County 602-C North Pearl St. | Crestview, Florida 32536 Cc. All policies shall expressly require 30 days written notice to Okaloosa County at the address set out above, or the cancellations of materials alterations of such policies, and the Certificates of Insurance, shall so provide. D. All certificates shall be subject to Okaloosa County’s approval of adequacy of protection and the satisfactory character of the Insurer. E. The. Certificates of Insurance shall. disclose any and all deductibles or self-insured retentions (SIRs). Deductible or SIRs in excess of $10,000 will not be accepted unless specifically approved in writing by Okaloosa County. All deductibles or SIRs, whether approved by Okaloosa County or not, shall be the contractor's full responsibility. In particular, the contractor shall afford full coverage as specified herein to entities listed as Additional Insured. In no way will the entities listed as Additional Insured by responsible for, pay for, be damaged by, or limited to coverage required by this schedule due to the existence of a deductible or SIR. Specific written approval from Okaloosa County will only be provided upon demonstration that the contractor has the financial capability and funds necessary to cover the responsibilities incurred as a result of the deductible or SIR. F. in the event of failure of the contractor to furnish and maintain said insurance and to furnish satisfactory evidence thereof, Okaloosa County shall have the right (but not the obligation) to take out and maintain insurance on the project. All costs for the coverage will be paid by contractor upon presentation of a bill. ARTICLE 6 MISCELLANEOUS Section 5.1 - Assignment by Vendor: This agreement may not be assigned by the Vendor without the written consent of the County. Section 5.2 - Representatives: The authorized representatives of the County shall be: JACK ALLEN PURCHASING SERVICES MANAGER 602-C NORTH PEARL ST. CRESTVIEW FL 32536 850-689-5960 / 850-689-5998 (F) The authorized representative for Aramark Uniform Services, a division of Aramark Uniform & Career Apparel, LLC. shall be: Daga Ffoarnoy we beachtte Clive All notices required by this agreement shall be in writing to the representatives listed above. Section 5.3 - Representations of County: The County represents that this agreement has been duly authorized, executed and delivery by the Board of County Commissioners as the governing body of Okaloosa County in accordance with law, and it has the required power and authority to perform this agreement. Section 5.4 - Representations of Vendor: - Vendor represents that it is a corporation duly established under the laws of the State of Florida, qualified to do business in the State of Florida and this agreement has been duly authorized, executed and delivered in the State of Florida, and it has the required power and authority to performance this agreement. IN WITNESS WHEREOF, the parties have hereunto set their hands and seals, and such of them as are corporations have caused these present to be signed by their duly. authorized officers. OKALOOSA COUNTY, FLORIDA WITNESS: {TNESS BY: Don R. Amunds, Chairman CONTRACTOR WITNESS: BY: Yl Cw Conidun pate: (0- U/- 12 Jack Allen From: Holder, Allen [Allen. Holder@uniform.aramark.com] Sent: Friday, September 28, 2012 1:48 PM To: Jack Allen Ce: Holder, Allen; Gerritsen, Chris Subject: Request For Proposal- RFQ# PUR 53-12 Attachments: Request For Proposal Signed Documents & Pricing Page.pdf; Insurance Document.pdf; Flame Resistant Addendum.pdf; Email Questions.pdf Importance: High Jack Enclosed is The Request for Proposal Documents. Please let me know that you have received the above information and everything is in order. Okaloosa County RFQ-#: PUR 53-12 Due September 28, 2012 @ 4:00pm By Mail-Fax-E-Mail Kind Regards Allen Holder | Senior Account Executive | ARAMARK Uniform Services Tel: 800.627.6242. | Mobile: 229.221.8048 | Fax: 229.228.0166 allen.holder@uniform.aramark.com | www.aramark-uniform.com ARAMARK is recognized as one of the “World's Most Ethical Companies” by the Ethisphere Institute, as the industry leader in FORTUNE magazine's "World's Most Admired Companies," and as one of America's Largest Private Companies by both FORTUNE and Forbes magazines. = Please consider the environment before printing this e-maif Jack Allen, CPPB 1 Purchasing Services Manager Okaloosa County, Fl 850-689-5960 jallen@co. okaloosa LOCAL PREFERENCE DATA SHEET Refer to Special Bid Condition Does the state, county, municipalify or political subdivision in which your firm is located offer a preference to their local bidders? [If your firm is located in Okaloosa County, you will check “NO.”) If “YES,” listbelow the extent of such preference. YES x GA ~ Reciprocal Preference ARAMARK Uniform Services, a division of ARAMARK Uniform & Career Apparel, LLC Bidder's Company. Name Last Revised — 09/11/2012 NO x CA — None Authorized Signature ~ Manual Dean Scalia Authorized Signature - Typed Page 12 CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County. Commissioner, employee(s), elected officials{s), of if any of ifs agencies is also an owner, corporate officer, agency, employee, etc., of their business. indicate either “yes” [a county employee, elecied official, or agency is also associated with your business}, or “no”. If yes, give person{s} name(s) and position(s) with your business. YES NO x NAME(S) POSITION(S) Not applicable ARAMARK Uniform Services, a division of ARAMARK Uniform & Career Apparel, LLC FIRM NAME: _ . BY (PRINTED): Dean Scalia BY (SIGNATURE): aw oad TITLE: Director of Business Planning ADDRESS: 115 N. First St. Burbank, CA 91502 PHONE NO. _(818) 973-3720 Last Revised — 09/11/2012 Page 13 DRUG-FREE WORKPLACE CERTIFICATION THE BELOW SIGNED BIDDER CERTIFIES that it has implemented a drug-free workplace program. In order fo have a drug-free workplace program, a business shail: he Publish a statement notifying employees that.the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken agains! employees for violations of such prohibition. 2, inform employees about the dangers of drug abuse in the workplace, the business's policy of maintdining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under quote a copy of the statement specified in subsection 1. 4, In the statement specified in subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under quote, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere fo, any violation of Chapter 893 or of any conirolled substance law of the United States or any state, for a violation occuring in the workplace no later than five (5) days after such conviction. 5. impose a sanction on, or require the satisfactory participation in, drug abuse assistance or rehabilitation program if such is available in employee’s community, by any employee who is convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized fo sign this statement, | certify that this firm complies fully with the above requiremenis. \ DATE: September 25, 2012 SIGNATURE: yin ARAMARK Uniform Services, a division of COMPANY: ARAMARK Uniform & Career Apparel, LLC NAME: Dean Scalia (Typed or Printed} ADDRESS: 115 N. First St. THLE: Director of Business Planning Burbank, CA 91502 PHONENO,: _(818) 973-3720 _senaerespenienectopeezcueccensenettnnse te penet te cee tiene TE ESTEE Ee IT Te SEPT UCIT SEPERATE SITE TE SINE NO I TEES, Last Revised -— 09/11/2012 Le , scant ssnsassnassastsaeninassenente OO al E \ZZLae NOLIOD INSHYOSaY Cpl X.ZL) SIAMOLdOHS | PL wo iE YAR Gf)” ae © Be hha “YE Com Oe ESE 7 BEC! # VAP GLI) S ae SG a ‘ YREE GO) @ nel gm GHP GOCE Ow | VF SSD 9 eX SIVW:YOOT baal kos dE ad a Ee Yolk Dob [OP | [EGY Cae CPD FE cole Pg Bigy = RATORAWA/SWHTAWA alt VAT SO" "_DIKS GaYVTIOD YIAOTING LINY (010d) JIAIS F109 =) = LED LOE HC TWAS NOLLIOD Zool ak! € Ye ES | (S3IDIG AO SUTIONVIM) SNVIF NOLLOD %O0L ade lyf CINVGUV134N Jud) LVOD 8V1 NOLLOD %00L OECER YATT GP?” UCINVGHV139 Fuld) SINVd NOLLOD %00L | bERO “GHP OS” CINVGUVLIY 3uld) LIHS. NOLLOD %OOL OAD te JF SO’ | (§saud) SNOVIS GNA19.S¢/S9_ POLS pp WaT Oo? ; (§Sauq) RHHS YVTIOD ‘NMOG NOLING GN319 07/09 |. BOLE yar Ie (UVONVIS) - SHOWIS GNA19 SE7S9 ee LE "ver? Of ° ; (GQUVGNVIS) - LHIHS QN31d S8/S9 S| leat co] et] to] <0] A] 60] 0+] | Hed: ad ; aSWHOUNd S$ TWINAY - NOUdOsaa oles and # G18 ALNNOD VSOOTWIO YOd AlddNS 8 JOIAWTS WHOYINN AGIAOUA “WALI I33HS alg vw Ay SO NR OE RA TT NA ee ANITI- COLLUSION STATEMENT: The below signed bidder has not divulged to, discussed or compared his bid with other bidders and: has not: colluded with. any other bidder or parties to bid whatever.* (Note: No premiums, rebates, or gratuities permitted either with, prior fo, or after any delivery. of materials. Any. such violation will. résult in the cancellation and/or return of material (as applicable) and the removal from bid list(s). ARAMARK Uniform Services, a division of ARAMARK Uniform & Career Apparel, LLC . Bidder's Company Name ~ 115 N. First St., Burbank, CA 91502 Address (818) 973-3720 Phone # 95-3082883 Federal ID # or SS # Authorized Signature — Manual Bean Scalia Authorized Signature — Tyoed Director of Business Planning Title {818) 973-3793 Fax # Bill. Chiaro@uniforn. aramark.com E-mail address Last Revised ~ 09/11/2012 AMENDMENT TO REQUEST FOR QUOTES This Amendment to Request for Quotes (“Amendment”) dated , 201___ is entered into by and between the Okaloosa County, a Florida Tmunicipal: ‘corporation, (‘County’) and ARAMARK Uniform Services, a division of ARAMARK, Uniform &. Career r Apparel, LLC, a Delaware limited liability. company ARAMARK’). Reference is made to the Request for Quotes dated September 11, 2012 (the "RFQ"). The County and ARAMARK agree as follows: The parties agree that the following shall be a part of any contract awarded as a result of the RFQ.and shall prevail in the event of any conflict. with any other terms and. conditions: §.e. — 5.g. FLAME RESISTANT MERCHANDISE, Page 2-3 Include the following language to read as follows: “Except for the merchandise listed as Flame Resistant Cotton Shirt, Cotton Pant, and Cotton Lab Coat, the: merchandise supplied under this contract _ is not flame resistant or resistant to hazardous chemicals and contains no special flame resistant or hazardous. chemical resistant features. “The merchandise is not designed for use in areas of flammability risk or where contact with hazardous materials is possible. Flame resistant and acid resistant merchandise is available from Contractor upon request. All merchandise listed as Flame Resistant Cotton Shirt, Cotton Pant, and Cotton Lab Coat, are Flame Resistant Merchandise ("FR Merchandise") which is not resistant to hazardous chemicals, contains no special hazardous chemical resistant features and is not designed for use in areas where contact with hazardous substances is possible. However, such FR Merchandise. meets or exceeds the performance requirements of the following standards: OSHA 1910.269, ASTM F-1506 and CAL-OSHA, GISO, Title 8. The fabric was tested by Contractor's supplier in accordance with Federal Test Standard #191A, Method 5903.1. The County agrees to provide the following notification to its employees wearing any FR Merchandise: - WARNING - For prevention of clothing ignition during short term and emergency exposure to flame or electric arc, do not use for protection against continuous thermal loads, hot liquids or steam. Do not wear alone for limb/torso protection during structural firefighting. Do not use for chemical protection or protection from other hazardous substances. Failure to comply with this warning may result in serious injury or death. The County is responsible . for determining that all of the merchandise (including the. FR Merchandise) being provided: by Contractor is appropriate for the intended use. of the County and its employees. The:County assumes all risks associated with the use of the merchandise (including the FR Merchandise). Contractor shall not be liable for any loss, injury, or death arising out of the use of any merchandise. (including the FR Merchandise), except to the extent such loss, injury or death is due to the willful misconduct of Contractor or its agents or employees. In corisideration of the sizeable investment Contractor is making in Flame Resistant Garments ("FRGs”) to service the County, the County guarantees Contractor minimum weekly revenue attributable. to FRGs equal to seventy-five percent (75%) of the initial invoice. If employees or products are added to this contract, the minimum revenue amount will increase by an. amount equal to seventy-five percent (75%) of the increase in the weekly invoice. To the extent that the County satisfies the buyback obligation, as provided below, the minimum revenue amount will be decreased by an amount equal:.to seventy-five percent (75%) of the reduction in the weekly invoice. The County may add employees, products and services to this contract upon written or verbal request to Contractor. The weekly. rental charge for any individual leaving the employ of the County can be..terminated, subject to the seventy-five percent (75%) threshold noted above, but only after all FRGs issued to that individual have been returned to the Contractor, or the County pays Contractor the then current replacement charges for such unreturned FRGs. lf the County fails to renew this contract for the same term as the initial term, or this contract is terminated for any reason, the County shall purchase all FRGs that are in-service and out-of-service for an amount equal to the then current replacement charge for all such FRGs. In addition, if the County reduces its minimum weekly revenue attributable to FRGs below the seventy-five percent (75%) threshold, the County shall purchase all FRGs in-service and out-of- service at the then current replacement charge. In addition, if County alters the design of the FRGs, at the expiration or termination of this contract the County shail purchase all such altered FRGs that are in service and out-of-service at the then current replacement charge.” IF THE COUNTY IS REQUESTING EMBROIDERY OF EMBLEMS/LOGOS WITHOUT THE USE OF FR THREAD AND FR EMBLEMS, THE FOLLOWING LANGUAGE MUST BE INCLUDED: “The County has requested that Contractor to embroider the names of the County’s employees and/or the County's logo onto the FR Merchandise being purchased by the County from Contractor with thread and emblems/logos that are not made of flame resistant material. Contractor has agreed to perform, such embroidery in consideration for the County's agreement to, and/or acknowledgment of, the following: (a) The.County assumes all risks associated with the use by any of its employees, agents or representatives of the items being sold to the County by Contractor; and (b) The County shail indemnify, defend and hold Contractor and any of its affiliates harmless. from any. and: all claims, liabilities, costs, and expenses (including reasonable attorneys’ fees). atisitig out of the use of, misuse. of, or failure to use, any item, sold to the: County by Contractor, except to the extent any loss, injury or death is due-to the willful misconduct of Contractor or its agents or employees.” IN WITNESS WHEREOF, the parties hereto have executed this Amendment to be effective as of the date first above written. COUNTY: ARAMARK: Okaloosa County ARAMARK Uniform Services, a division of ARAMARK Uniform & Career Apparel, LLC By: By: Dav. 1 fange [l fam Name: Name: Title: Title: J4 ler Munng eA4- Pn 1 = Con’ __ CERTIFICATE OF LIABILITY INSURANCE page x oc 2 | Says” THIS CERTIFICATE IS ISSUED AS A MATTER OF INFOR PONLY AND. CONFERS:NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND'OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. ‘THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE GERTIFICATE HOLDER. |. Lo IMPORTANT: If the certificate ndlder is an ADDITIONAL. INSURED, the policy(ies}must be endorsed. If SUBROGATION IS-WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights tothe certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Willis of Pennsylvania, Inc. PHONE FAX c/o 26 Century Blvd. {aC NO. exry 877-945-7378 | wic.Noy 888-467-2378 P. 0. Box 305192 DDRESS. certificati SLL Nashvilie, 78 37230-5192 |_ ADDRESS: certificates@willis.com _INSURER(SJAFFORDING COVERAGE iNAIC# INSURERA; ACE American Insurance Company 22667-003 INSURED } j - a : : ARAMARK Uniform & Career Apparel, LLC INSURERS: Indemnity Insurance Company of North Amer/ 43575-001 Including WearGuard and Crest Divisions INSURER C: 115 N. First Street " Burbank, CA 92502 INSURER D: INSURER &: } INSURER F: . COVERAGES. CERTIFICATE NUMBER: 16518842 REVISION: NUMBER: THIS 1S TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED-BELOW HAVE BEEN ISSUED. TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ; POLICY EFF POLICY EXP SRIMIDDICYYY) 1} (MID DIYYYY) INSR TYPE OF INSURANCE : PaOH suet POLICY NUMBER LIMITS 2 | GENERAL LABILITY - “| MDOG2552990A 10/1/2011 |10/1/2012 | eachoccurReNce S_1,000,000 X__| COMMERCIAL GENERAL LIABILITY AMES Re eeuronce) SIncluded | cuams-mane|_x | OCCUR MED EXP {Any one person) Ss 5,000 {X | Liquor Law Liability PERSONAL & ADV INJURY $1,000,000 1x | Vendors Liability GENERAL AGGREGATE SNone | GEN'L AGGREGATE LIMIT APPLIES PER: PROOUCTS - COMP/OP AGG $None i Poucy fect LOC ; 3 | AUTOMOBILE LIABILITY ISAH08690479 0/1/2012 |10/1/2012 | FOMBINED SINGLE LIMIT | a 900,000 X | ANYAUTO BODILY INJURY(Perperson) [5 |} ALLOWNED ["""|SCHEDULED BODILY INJURY(Per accident) | [| HIRED AUTOS NONE CWNED | PROPERTY DAMAGE 5 x | Self-Insux fy” Auto Physi ed_for cal Damage . ls |_| UMBRELLA LIAB OCCUR EACH OCCURRENCE s excess Lian |_| CLAIMS-MADE AGGREGATE 8 pep | |RETENTIONS Ss | WORKERS COMPENSATION vm (CAMA) WLRCA6S80880 [10/1/2011 [10/1/2012 |x | Mos Am] OTF B ANY PROPRIETORPARTNERIEXECUTIVE [ay | RIA (AOS) WLRC46480892 (20/1/2011 |40/1/2012 | EL EACHACCIDENT Ss 2,000,000 A (Handgiony ian : (WI) SCFC46480909 [10/1/2011 {10/1/2012 | EL. oiseasE-eacwPLOvEE ls 1,000,000 DESCRIPTION OF OPERATIONS befow EL DISEASE-PoLicyumit |s 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach Acord 101, Additonal Remarks Schedule, if more space is required) ARAMARK’s General Liability and Auto Liability policies are noncancellable. Workers! Compensation notices of cancellation are in accordance with each state law. Products/Completed Operations and Contractual Liability are included under General Liability. . CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE To Whom It May Concern : Dr. FLL be ow ZTE Coll:3482274 Tp1:1323451 Cert:16518842 ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD REQUEST FOR QUOTES PROVIDE UNIFORM SERVICE & SUPPLY FOR OKALOOSA COUNTY 2_{ Boar af County Commissioners =z RFQ #: PUR 53-12 QUOTES DUE: SEPTEMBER 28, 2012 @ 4:00 P.M. ee Last Revised — 09/11/2012 NOTICE TO BIDDERS Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept quotes until 4:00 p.m. (local fime) September 28, 2012, for Providing Uniform Service & Supply for Okaloosa County. Pursuant to copies of quote provisions, quote forms, and specifications may be obtained from the Okaloosa County Purchasing Department, 602-C North Pearl Street, Crestview, FL 32536; 850-689-5960 or they may be downloaded from our website at www.co.okaloosa.fi.us (Departments, Purchasing, Vendor Registration & Opportunities). At 4:00 p.m. (local time), September 28, 2012, quotes are to be submitted to Okaloosa County Purchasing, 602-C North Pearl St, Crestview FL 32536 by mail: jallen@co.okaloosa.fl.us by e-mail; and 850-689-5998 by fax. All bids must be in sealed envelopes reflecting on the outside thereof the bidder's name and "Quote on Providing Uniform Service & Supply for Okaloosa County due at 4:00 p.m., September 28, 2012". The Board of County Commissioners will consider all bids properly submitted at its scheduled Bid Opening in the Conference & Training Room #305 located at 302 N. Wilson St, Crestview, FL 32536. Bids may be submitted in the Conference & Training Room #305, prior to Bid Opening or delivered to the Clerk of Circuit Court, 302 N. Wilson St., #203, Crestview, FL 32536. There is no obligation on the part of the County to award the quote to the lowest quoter, and the County reserves the right to award the quote to the company submitting a responsive quote with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in quotes received. Okaloosa County shall be the sole judge of the quotes and the resulting negotiating agreement that is in its best interest and its decision shall be final. All quotes should be addressed as follows: Purchasing Department Attn: Richard Brannon 602-C North Pearl St. Crestview FL 32536 Richard L Brannon Date Purchasing Director PURCHASING DEPT. OKALOOSA COUNTY ~ Don R. Amunds Chairman _ eC‘; eee Last Revised - 09/11/2012 Page 1 SPECIFICATIONS BID #: PUR 53-12 BID ITEM: PROVIDE UNIFORM SERVICES & SUPPLY FOR OKALOOSA COUNTY GENERAL CONDITIONS 1. PURPOSE — The purpose of this RFQ is to provide a contract for uniform rental and supply on a continuing supply basis for approximately 87 Okaloosa County Board of Commissioners’ employees. 2. CONTRACT PERIOD - The contract will be for a period of three (3) years beginning October 1, 2012 with the option to renew for another 3-year period. 3. SERVICE — Vendor shall supply new uniforms to each employee at the conception of the program and each new employee shall be furnished new uniforms. All replacement of garments shall be with new garments. Response time for repair and replacement of uniforms shall be within one (1) week. All patch work that requires identifications (ie., employee names, County division/department, etc.) must be letter quality, error free and all lettering shall be uniform (all script or all print). Some uniforms may require embroidery as requested by Departments. Patches will be sewn through one garment thickness only. Patches will be sewn level and centered in the appropriate location designed by the County. Split seams, missing buttons, broken zippers, etc., shall be repaired or replaced immediately. Any uniform delivered unserviceable will be reported immediately and applicable charges deducted from invoice. 4, CLEANING & DELIVERY - Uniforms will be laundered, pressed, returned on hangers and delivered weekly. All stains will be treated and removed. Any uniform that contains unsightly stains that cannot be removed shall be replaced immediately. Uniforms shall be laundered with a detergent that will not cause skin irritations. Uniforms shall be pressed and delivered on hangers. Every effort will be made to deliver uniforms wrinkle- free, organized and labeled in such a fashion to expedite identification of each employee. Successful vendor will immediately arrange on-site fitting appointments with each department/division, set up information profile on each employee, order, alter and prepare uniforms for initial delivery. Initial delivery shall be no later than November 1, 2012. All subsequent deliveries shall be made on mutually agreeable workdays; Monday - Friday, per department/division. 5. UNIFORM MATERIAL — a. 65% polyester/35% cotton broadcloth blend shirt (standard uniform shirt) : b. 65% polyester/35% cotton slacks (standard uniform pant). c. 60% polyester/40% cotton button down collar (dress uniform shirt). d. 65% polyester/35% cotton slacks (dress uniform pant). e. 100% cotton shirt (flame retardant or resistant). Last Revised — 09/11/2012 Page 2 10. 12. f. 100% cotton pants (flame retardant or resistant). g. 100% cotton lab coat (flame retardant or resistant). h 100% cotton jeans, wranglers or Dickies, (or owner approved equal) | 100% cotton shirt. j. Golf style (polo) knit pullover collared shirt. CUT/STYLE Men: Regular, jean cut, western cut, long waist. Woman: Styles and sizes especially designed for women shirts, pants. COLOR Pants: Navy Blue, Brown, Khaki, Black, Gray. Shirts: Light Blue, White, Blue & White Stripe, Tan, Green. Lab Coat: White. Shop Towels: Customary. EMBLEMS OR EMBROIDERY For each shirt: a. Left side — First line - Okaloosa County. Second Line —- Department/Division Name. b. Right side - Employees first name only. c. As needed: Sleeve — certification patches. FLOOR MATS Sizes: 3' x 4’; 4’ x 6'; 3' x 5’; 3’ x 10' MOPS (DUST & WET) Dust Sizes: 24”; 36"; 48". Wet: 16 oz. SHOP TOWELS — Approximately 12” x 14" absorbent cotton towels. # OF UNIFORMS — Numbers provided are estimated and subject to change. Vendor shall provide containers to collect soiled garments and racks to stage clean garments at each depot at no additional charge to County. The County will notify vendor of any employment termination and/or subsequent hire affecting service. Last Revised — 09/11/2012 SPECIAL BID CONDITIONS Acceptance - Delivery of material to Okaloosa Board of County Commissioners does not constitute acceptance for the purpose of payment. Final acceptance and authorization of payment shall be given only after a thorough inspection indicates that the material meets contract specifications and conditions as listed. Shouid the delivered material differ in any respect from specifications, payment will be withheld until such time as the supplier takes necessary corrective action. The Purchasing Department shall be notified of the deviation in writing within 10 days and the provisions of the delivery paragraph shall prevail. If the proposed corrective action is not acceptable to Okaloosa County, the final acceptance of the material shall remain the property of the supplier and the county shall not be liable for payment for any portion thereof. Addition/Deletion of Item - The County reserves the right to add to or delete any item from this bid or resulting contract when deemed to be in the County's best interest. Local Preference - Okaloosa County reserves the right to grant a preference to in-county bidders only when bids are received from firms located in states, counties, municipalities or other political subdivisions which offer preference to bidders located in such political subdivisions. The amount of preference given to local bidders will be the same as that given by the state, county, municipality or other political subdivisions in which the out-of- county bidder is located. If the political subdivision in which a bidder is located offers a preference to its local firms, that bidder must plainly state the extent of such preference to include the amount and type preference offered. Any bidder failing to indicate such preference will be removed from the County Bid List and any and all bids from that firm will be rejected. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. Public Entity Crime Information - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. Discrimination - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. Conflict of Interest - The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their bids the name of any officer, director, or Last Revised - 09/11/2012 Page 4 agent who is also. a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all resoondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the bid, must file a statement with the Clerk of Circuit Court of Okaloosa County, if he is an officer or employee of the County, disclosing his or spouse's or child's interest and the nature of the intended business. Note: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. 7. identical Tie Bids - Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality and service are received by the County for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process (see attached certification form). Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. Note: For bidder’s convenience, this certification form is enclosed and is made a part of the bid package. 8. Bids will not be considered from vendors who are currently involved in official financial reorganization or bankruptcy proceedings. 9. Payments - The contractor shall be paid upon submission of invoices, in duplicate to the Okaloosa County Board of Commissioners, Finance Office, 302 N. Wilson St., #203, Crestview FL 32536. The prices stioulated herein for articles delivered and accepted. Invoices must show Purchase Order Number. 10. information - Questions conceming bid requirements or specifications should be directed to the Okaloosa County Purchasing Department, 602-C North Pearl Street, Crestview, Florida 32536, Telephone Number 850-689-5960; Attn: Richard Brannon. Any changes by the County to specifications shall be in writing in the form of an addendum and furnished to all bidders. Verbal information obtained otherwise will not be considered in awarding of bids. V1. Bid Opening - Bid Opening shall be public, on the date and time specified on the bid form. It is the bidder's responsibility to assure that his bid is delivered at the proper time and place. Offers by telegram, facsimile, or telephone are NOT acceptable. NOTE: Crestview, Florida is "not a next day guaranteed delivery location” by delivery services. 12. Right to Waive and Reject A. The Board, in its absolute discretion, may reject any bid of a bidder that has failed, in the opinion of the Board, to complete or perform an Okaloosa County Last Revised — 09/11/2012 Page 5 contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential bidders. There is no obligation on the part of the County to award the bid to the lowest bidder, and the County reserves the right to award the bid to bidder submitting a responsive bid with a_ resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to reject any and all bids or to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting negotiated agreement that is in its best interest and its decision shall be final. The Board of County Commissioners reserves the right to waive any informalities or reject any and all bids, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this bid and to accept the bid that in its judgment will best serve the interest of the County. The Board of County Commissioners specifically reserves the right to reject any conditional bid and will normally reject those that made it impossible to determine the true amount of the bid. 13. Disqualification of Bidders - Any of the following reasons may be considered as sufficient for the disqualification of a bidder and the rejection of his bid or bids: A. More than one bid for the same work from an individual, firm or corporation under the same or different name. Evidence that the bidder has a financial interest in the firm of another bidder for the same work. Evidence of collusion among bidders. Participants in such collusion will receive no recognition as bidders for any future work of the County uniil such participant shall have beén reinstated as a qualified bidder. Uncompleted work that in the judgement of the County might hinder or prevent the prompt completion of additional work if awarded. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of bids. Default under previous contract. The Board, in its absolute discretion, may reject any bid of a bidder that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential bidders. 14. Authority to Piggyback - All bidders submitting a response to this Invitation fo Bid agree that such response also constitutes a bid to all governmental agencies under the same Last Revised ~ 09/11/2012 Page 6 conditions, for the same contract price, and for the same effective period as this bid, should the bidder feel it is in their best interest to do so. Each governmental agency desiring to accept these bids and make an award thereof shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of this bid. This agreement in no way restricts or interferes with the right of any governmental agency to bid any or all items. 15. No Bid - If not submitting a bid, respond by returning this bid, marking it “NO BID” and explain the reason. Repeated failure to quote without sufficient justification shall be cause for removal of the supplier's name from the bid mailing list. NOTE: To qualify as a respondent, bidder must submit a “No Bid" and it must be received no later than the stated bid opening date and hour. 16. Termination of Contract - The contract may be terminated in its entirety upon thirty (30) calendar days prior written notice by either party to the other. In the event the contract is cancelled in its entirety at any time during the terms of the contract, any loss of anticipated profits from such cancellation shall not constitute grounds for equitable adjustments under the contract. 17. Escalation Clause - If any escalation cost is to be considered, it shall be plainly stated in the bid as either a percentage figure and/or as. a numerical number. Last Revised — 09/11/2012 Page 7 INSURANCE REQUIREMENTS Contractor's Insurance A. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable fo the loss, such other insurance shall be on an excess or contingent basis. The amount of the company's liability under this policy shall not be reduced by the existence of such other insurance. The County of Okaloosa shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers’ Compensation and Professional Liability. The County of Okaloosa shall be furnished proof of coverage by certificates of insurance (COl) and endorsements for every applicable insurance contract required by this Agreement. The COl's and policy endorsements must be delivered to the County Representative not less than ten (10) days prior to the commencement of any and all contractual agreements between the County of Okaloosa and the CONTRACTOR. The County shall retain the right to reject all insurance contracts that do not meet the requirement of this Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the CONTRACTOR. The insurance definition of Insured or Additional Insured shall include Subcontractor, Sub-subcontractor, and any associated or subsidiary companies of the CONTRACTOR, which are involved, and which is a part of the contract. The County reserves the right at any time to require the CONTRACTOR to provide certified copies of any insurance policies to document the insurance coverage specified in this Agreement. The designation of CONTRACTOR shall include any associated or subsidiary company which is involved and is a part of the contract and such, if any associated or subsidiary company involved in the project must be named in the Workers’ Compensation coverage. All policies shall be written so that the County will be notified of cancellation or restrictive amendments at least thirty (30) days prior to the effective date of such Last Revised - 09/11/2012 Page 8 cancellation or amendment. Such notice shall be given directly. to the County Representative. Workers’ Compensation Insurance 1. The CONTRACTOR shall secure and maintain during the life of this agreement Workers’ Compensation insurance for all of his employees employed for the project or any site connected with the work, including supervision, administration or management, of this project and in case any work is sublet, with the approval of the County of Okaloosa, the CONTRACTOR shall require the Subcontractor similarly to provide Workers’ Compensation insurance for all employees employed at the site of the project, and such evidence of insurance shall be furnished the County of Okaloosa not less than ten (10) days prior to the commencement of any and all subcontractual agreements which have been approved by the County of Okaloosa. : 2. Such insurance shall comply with the Florida Workers’ Compensation Law. 3. No class of employee, including the CONTRACTOR himself, shall be excluded from the Workers’ Compensation insurance coverage. The Workers’ Compensation insurance shall also include Employer’s Liability coverage. Business Automobile and Commercial General Liability Insurance 1. The CONTRACTOR shall maintain Business Automobile Liability insurance Coverage throughout the life of this Agreement. The insurance shall include Owned, Non- owned & Hired Motor Vehicle coverage. 2. The CONTRACTOR shall carry other Commercial General Liability insurance against all other Bodily Injury, Property Damage and Personal and Advertising Injury exposures. The coverage shall include both On-and Off-Premises Operations, Contractual Liability, Board Form Property Damage, and Professional Liability. 3. All liability insurance (other than Professional Liability) shall be written on an occurrence basis and shall not be written on a claim-made basis. If the insurance is issued with an aggregate limit of liability, the aggregate limit of liability shall apply only to the locations included in this Agreement. If, as the result of any claims or other reasons, the available limits of insurance reduce to less than those stated in the Limits of Liability, the CONTRACTOR shall notify the County representative in writing. The CONTRACTOR shall purchase additional liability insurance to maintain the requirements established in this Agreement. Umbrella or Excess Liability insurance can be purchased to meet the Limits of Liability specified in this Agreement. A. Commercial General Liability coverage shall be endorsed to include the ‘following: 1.) Premises — Operation Liability 2.) Occurrence Bodily Injury and Property Damage Liability eRe eee eee ener a Last Revised — 09/11/2012 Page 9 3.) Independent Contractor's Liability 4,) Completed Operations and Products Liability 5. CONTRACTOR shall agree to keep in continuous force Commercial General Liability coverage including Completed Operations and Products Liability for two (2) years beyond acceptance of project. Limits of Liability The insurance required shall be written for not less than the following, or greater. if required by law and shall include Employer's liability with limits as prescribed in this contract: LIMIT A. Worker's Compensation 1.) State Statutory 2.) Employer's Liability $1,000,000 each accident B. Business Automobile & Commercial $1,000,000 each occurrence General Liability Insurance (A combined single limit) C. Personal and Advertising Injury $250,000 Notice of Claims or Litigation The CONTRACTOR agrees to report any incident or claim that results from performance of this Agreement. The County representative shall receive written notice in the form of a detailed written report describing the incident or claim within ten (10) days of the CONTRACTOR’s knowledge. In the event such incident or claim involves injury and/or property damage to a third party, verbal notification shall be given the same day the CONTRACTOR becomes aware of the incident or claim followed by a written detailed report within ten (10) days of verbal notification. Indemnification & Hold Harmless To the fullest extent permitted by law, CONTRACTOR shall indemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this contract. Certificate of Insurance A. Certificates of insurance, in duplicate, indicating the job site and evidencing all required coverage must be submitted to and approved by Okaloosa County prior to the commencement of any of the work. The certificate holder(s) shall be as follows: Okaloosa County 602-C North Pearl Street Crestview, Florida 32536 B. All policies shall expressly require 30 days written notice to Okaloosa County at the pe ________________________________________________ eee Last Revised — 09/11/2012 Page 10 address set out above, or the cancellations of material alterations of such policies, and the Certificates of Insurance, shall so provide. C. All certificates shall be subject to Okaloosa County's approval of adequacy of protection and the satisfactory character of the Insurer. County reserves the right to approve or reject all deductible/SIR above $10,000. D. The Certificates of Insurance shall disclose any and all deductibles or self-insured retentions (SIRs). County requests that all deductibles or SIRs be no greater than $10,000. However,. CONTRACTORS having insurance with higher deductibles may submit a bid without penalty reflecting the pricing for their deductible provided that CONTRACTOR also submits a brief company financial statement. E. All deductibles or SIRs, whether approved by Okaloosa County or not, shall be the CONTRACTOR'’s full responsibility. in particular, the CONTRACTOR shall afford full coverage as specified herein to entities listed as Additional tnsured. F. In no way will the entities listed as Additional Insured be responsible for, pay for, be damaged by, or limited to coverage required by this schedule due to the existence of a deductible or SIR. Specific written approval from Okaloosa County will only be provided upon demonstration that the CONTRACTOR has the financial capability and funds necessary to cover the responsibilities incurred as a result of the deductible or SIR. G. In the event of failure of the CONTRACTOR to furnish and maintain said insurance and to furnish satisfactory evidence thereof, Okaloosa County shall have the right (but not the obligation) to take out and maintain insurance on the project. All costs for the coverage will be paid by CONTRACTOR upon presentation of a bill. General Terms Any type of insurance or increase of limits of liability not described above which the CONTRACTOR required for its own protection or on account of statute shall be its own responsibility and at its own expense. The carrying of the insurance described shall in no way be interpreted as relieving the CONTRACTOR of any responsibility under this contract. Should the CONTRACTOR engage a subcontractor or sub-subcontractor, the same conditions will apply under this agreement to each subcontractor and sub- subcontractor. The CONTRACTOR hereby waives all rights of subrogation against Okaloosa County and its consultants and other indemnities of the CONTRACTOR under all the foregoing policies of insurance. Umbrella Insurance The CONTRACTOR shall have the right to meet the liability insurance requirements with the purchase of an umbrella insurance policy. In all instances, the combination of primary and umbrella liability coverage must equal or exceed the minimum liability insurance limits stated in this agreement. rc Last Revised — 09/11/2012 Page 1]