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INVITATION FOR BIDS (IFB)

INDEFINITE DELIVERY/INDEFINITE QUANTITY (ID/IQ)

Issue Date: March 11, 2010IFB No. 10105Commodity Code:983-86

Title: UNIFORM RENTALCONTRACT NUMBER ______

EFFECTIVE DATE ______

Issued By:Using Department:

City of ChesapeakeCity Of Chesapeake

Purchasing DivisionVarious Department’s

306 Cedar Road, 5th FloorChesapeake, Virginia23322Chesapeake, Virginia 23322

Period of Contract: THREE(3) YEARS FROM DATE OF AWARD WITH TWO (2)

sealed bids will be received until11:00 a.m., March 25, 2010_.For Furnishing The Goods or Services Described Herein And Then Opened In Public. Bidders shall returnONE (1) ORIGINAL AND ONE (1) COPY OF THE ENTIRE SIGNED COMPLETED BID.

All Inquiries For Information Should Be Directed To Susan Kenney-Lambert,Procurement Specialist, phone: (757) 382-6359,

Fax:(757) 382-6900; Email: .

All questions must be submitted in writing to the Purchasing Division before 5:00 p.m.,March 18, 2010. If necessary, an addendum will be done and posted on the City website at: It shall be the responsibility of the prospective bidder to monitor the City’s website for published addenda and to have all addenda signed by an authorized representative of the company. All fully executed addenda must be returned to the City along with the signed bid.

IF BIDS ARE MAILED, SEND DIRECTLY TO THE PURCHASING DIVISION AT THE ADDRESS SHOWN ABOVE. IF HAND DELIVERED, DELIVER TO: City Hall, Purchasing Division, 306 Cedar Road, 5th Floor, Chesapeake, VA.

IMPORTANT: BIDDERS MUST RETURN THE ENTIRE IFB WHEN SUBMITTING THEIR BID. BIDDERS ARE ALSO CAUTIONED NOT TO MAKE CHANGES TO THE SPECIFICATIONS OF THIS SOLICITATION. THIS MAY RENDER THE BID NON-RESPONSIVE.

THIS SECTION IS TO BE COMPLETED BY THE CITY OF CHESAPEAKE UPON AWARD.

ACCOUNTINGAND APPROPRIATION DATA: ______

ITEM NO: ______AMOUNT: ______

THIS SECTION IS TO BE COMPLETED BY BIDDER.

Name And Address Of Firm:

__Cintas Corporation______Date: ____3/24/2010______

__2707 Smithfield Road______By: ______

(Signature In Ink)

__Portsmouth, VA______Name:______

(Please Print)

______Zip Code: _23702___ Title: ______

Email: ______Website: __

FEI/FINT NO: __31-1703809______Phone: __757-485-1100______Fax:______

ACCEPTANCE BY THE CITY OF CHESAPEAKE:

NAME: ______Michael L. Thomas ______SIGNATURE: ______

SIGNATURE OF AUTHORIZED REPRESENTATIVE

TITLE:_____Interim Purchasing Agent ______DATE: ______

TABLE OF CONTENTS

INVITATION FOR BID 10104

UNIFORM RENTAL

I.PURPOSE...... 3

II.SCOPE OF WORK...... 3

III.PERIOD OF PERFORMANCE………………………………………………………………..……………5

IV.PRICING SCHEDULES...... 12

IMMIGRATION AND CONTROL ACT COMPLIANCE

Effective November 9, 2007, all contracts shall contain a certification of compliance with immigration laws. The successful contractor or vendor shall complete the certification before contract award. Failure to provide a notarized certification will render the contract null and void.

“The Immigration Compliance Form included as Attachment A is provided for informational purposes only during the solicitation phase of the procurement. Upon award determination and notification, the winning contractor must complete the form and submit it to the Purchasing and Contracts Manager before an award can be made."

ATTACHMENT A

Certification of Compliance with Immigration Laws and Regulations

APPENDIX A

Section I - Required General Terms and Conditions

Section II - Special Terms and Conditions

I.PURPOSE: The City of Chesapeake is soliciting bids from qualified bidders to establish an Indefinite Delivery/Indefinite Quantity Contract to provide Uniform Rentals to various Departments of the City of Chesapeake.

II.SCOPE OF WORK: The Contractor shall furnish the following:

A.Technical Data/Information: Bids shall include the following information, in the order shown, presented in a clear, comprehensive and concise manner to illustrate the bidder’s capabilities and technical approach to meeting our requirements. Failure to provide this data may result in finding the bidder non-responsive:

  1. Description of Bidder’s company, including history, size, number of employees, number of delivery vehicles with drivers, and specialty area, as applicable.

Cintas was founded by Richard T. Farmer in the late 1920’s, Chairman Emeritus. Scott Farmer was appointed Chief Executive Officer in 2003 and Bob Kohlhepp serves as Chairman of the Board. Cintas is recognized as the industry leader in designing, manufacturing, and implementing corporate identity programs (facility services programs, first aid and safety program, fire services programs, document management programs) for over 800,000 companies throughout the world. Over 5 million people go to work in a Cintas Uniform everyday! We provide a one stop solution for your uniform, facility services, first aid and safety, document management, and fire services needs. We have experienced growth which is virtually unrivaled by any other company in any industry, and we’ve been recognized at the highest levels for our outstanding customer service, leadership, management systems, technology, environmental compliance, and performance. This track record of success is due in large part to our consistent retention of over 95% of our customers. Our 34,000 employee-partners work at over 400 Field Operations, 11 ManufacturingCenters, and 7 DistributionCenters, which are all tied together by an advanced customer information system that allows us to supply you with the products and services you need when you need them at the highest quality possible. For 8 consecutive years, Fortune Magazine has recognized Cintas as one of the Most Admired Companies in America, their most prestigious award.

Right here in Hampton Roads, our operation in Portsmouth on Victory Blvd provides uniform, facility services, first aid and safety, and document management services to over 5000 businesses. Over 22,000 people go to work everyday in Hampton Roads in a Cintas Uniform. Our customer satisfaction index is not only the best in the local market, but also continuing to improve at one of the highest rates throughout the corporation. Our production facility has undergone a $5 Million renovation outfitting our operation with state of the art automated technology, the only of its kind in our industry in all of Hampton Roads. We employ 135 hard working people from our local community in production positions, field service representatives, sales, and administrative functions. We have 38 trucks on the road serving customers from the Eastern Shore to the Outer Banks. We are truly a local company committed to serving the needs of the businesses in our community. Locally, we are recognized as the only NAID Certified Document Security Business, we received the highly-competitive Pollution Prevention Award in addition to a Pretreatment Excellence award from HRSD for 5 consecutive years, and we’re a Child Safety Award recipient from Portsmouth Police Department. We are also an active member of the United Way’s Corporate Volunteer Council in Norfolk and a Chamber of Commerce gold partner for membership benefits and local leadership programs.

  1. Demonstration of the Bidder’s capability by describing previous and current assignments within the last five (5) years for large corporation and or municipalities.

Cintas has been providing corporate identity programs for the City of Chesapeake, Hall Automotive Group, Checkered Flag Automotive, City of Franklin, York County, Currituck County Schools, Dare County, S.L. Nusbaum Realty Company, Christopher Newport University, Canon, James City County, and Lawson Realty, just to name a few.These customers have all rated Cintas highly and have a great relationship with their Service Sales Representatives, and the rest of the staff here at Cintas.

We have been providing uniforms for the City of Chesapeake since the 1990’s, with many of the same tenured partners today, right out of this facility on Victory Boulevard. Through our documented goodwill program the City of Chesapeake has been very satisfied through the term of the current agreement. Of all local contacts 90% were very satisfied, and 10% were satisfied, of which none were dissatisfied with the Cintas service in a recent survey. Of the local contacts who responded, 100% recommended Cintas for a new agreement with the City. (Documented Survey Forms upon request)

For more than 25 years Cintas has been in partnership with one of the largest companies in the Hampton Roads territory. Canon U.S.A. employs more than 3000 employees in Hampton Roads. More than 2000 of those employees are in uniform provided by Cintas Corporation. They are an extremely satisfied customer servicing three locations locally. Canon uses a wide variety of products including our facility service products (mats and air fresheners), fire resistant, and 100% cotton garment clothing.

Anheuser- Busch Corporation (In-Bev) is another customer that has been with Cintas locally for more than 25 years. With over 150 employees in uniform we have had and continue to build on a long standing relationship with this customer. This customer uses a wide variety of Cintas products including our Facility Service, Fire Resistant, and Uniform Rental programs.

Hall Automotive and Checkered Flag Automotive have been loyal customers continuously for over 30 years. Both dealerships’ have numerous locations throughout the greater Hampton Roads area. We at Cintas take great pride in maintainingexcellent relationshipswith all levels of management within these dealerships.These dealerships require specialized clothing to satisfy their many corporate objectives. Cintas hasmet these requirements and have always kept them as very satisfied customers. Cintas also maintains the same level of World Class Service at many other dealerships andbusiness's aswell, including Charles Barker, Perry Buick, Priority Auto Group, Casey Auto Group, and General Dynamics.

S.L. Nusbaum Realty Co. based out of Norfolk, VA manages a wide variety of apartment communities. Their communities range in size from 50 to 760 apartments and are located from Northern Virginia to Vero Beach, Florida. They teamed up with Cintas in 2005 here in Portsmouth to develop a uniform package that would project the positive image they wanted. Since that time, we have developed a strong relationship with them, and continue to manage all locations out of our site. We are considered one of their best vendors because of our responsiveness and commitment to their satisfaction.

Many of our large customers have been with Cintas since our existence here in the Hampton Roads market, and we continue to provide essential business solutions to satisfy their ever-changing business objectives.

  1. Demonstration of the Bidder’s ability/capability to provide on-time, as-scheduled, mistake-free pick-up deliveries by describing your documentation/handling/processing and accounting procedure(s) to the individual employee level.

At Cintas, our Service Sales Representatives run a four day route over a five day period. This allows them to see the same customers on a weekly basis and gives them an extra day during holidays to stay on schedule. Here in Portsmouth, we have 38 routes and a truck is never left down. We have certified route skippers to service our customers during vacations, sick time, personal leave, and holidays, as well as, service managers and service training coordinators available to step in any other time.

Each Service Sales Representative is armed with a Portable Route Computer (PRC), which contains all customer information, employee sizes, garment selection, inventory levels, billing information, etc. At time of service, if any change is requested by the customer, for example, Billy needs to do a size change on his pants, it will be entered into the PRC at the customer location. This garment request will be directly linked to our fully stocked local stockroom here at the facility, where the garment will either be pulled from stock or ordered from one of our 7 distribution centers. These changes and any employee orders entered in during that visit will be completed and returned to the customer by the next service date.

Cintas has Individual Garment Check Sheets which provide a means to record, by employee, the number of soiled garments being picked up by the Service Sales Representative and consequently, the number of cleaned garments being returned to each individual wearer. Each uniform rental user whose name appears on the customer invoice will also have his name and employee number on the Individual Garment Check Sheet. The Individual Garment Check Sheet is a three-part form. The soiled garments are recorded by employee number. The pink copy is then given to the customer. The white and yellow copies are returned to the Cintas rental location. After the garments have been cleaned they are sorted and counted. This count is then recorded on the remaining two copies. The white copy is filed in the rental location and the yellow copy is returned to the customer with the cleaned garments. A "Comments" section has been included in the lower portion of each Individual Garment Check Sheet. The Service Sales Representative uses this section to record information pertaining to garment repairs, alterations, etc., while servicing the account; or to record information requiring follow up the next week.

  1. A listing of late and/or incorrect deliveries of current contracts and the steps taken to correct those problem areas.

In the best interest of our customers, we will not detail any one customer that has had a problem area that needed to be handled. At Cintas, we strive to provide the best possible service at all times with our Service Sales Representatives at the time of service in front of the customer. In a perfect world, we would achieve perfect deliveries every time and there would never be any customer concerns. Unfortunately, we are not perfect and I will not venture to say we are close, but we do strive to be. At Cintas, we pride ourselves on customer service, and we have fully certified customer service representatives that handle all incoming customer requests, accounts receivable partners to handle billing inquiry and set up payment arrangements, as well as a fully staffed management team assigned to each territory of the Hampton Roads market. When a customer calls in they will be greeted by our receptionist who will then direct the call to the appropriate party. If directed to one of our Customer Service Representatives, they will set a timeline for resolution and gain agreement for any outstanding concerns before ending the call. These customer requests will be forwarded to the Service Sales Representative and Service Managers for immediate completion. At the end of each day, these requests must be closed in our Customer Request System by the due date by the Service Sales Representatives and Service Managers. These items will be followed up by a goodwill call from one of our CSR’s to ensure the issue has been resolved. All partners at Cintas are held accountable for customer satisfaction and in some cases may need to run “specials” to handle customer requests immediately. Service Managers, Service Training Coordinators, Account Executives, and General Managers complete proactive goodwill visits with our customers to ensure each customer is very satisfied. In certain circumstances, an “employee day” may be necessary to train a customer’s employees on the Cintas service. This gives them the opportunity to meet with a Cintas Representative to ask questions, and make changes to their individual garments. If a member of our management team visits a customer, they will ensure an effective resolution is agreed upon and a timeline is set. Upon completion of an issue, the Service Manager will complete a follow up visit to ensure everything has been handled as promised. These are the steps Cintas takes to prevent problem issues from arising.

B.General:

  1. The City will conduct a contract kick off conference within 15 days after contract award. Refer to Appendix A. Section II. Item H.
  1. The Bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature with the bid to enable the City to determine if the product offered meets the requirements of the solicitation. Failure to provide this data may result in the bidder being determined to be Non-Responsive.
  1. The Contractor shall be required to visit each user Department to take all measurements, coordinate color/emblem requirements, determine material content, and determine quantities needed. Complete delivery of all uniforms including seasonal garments shall be within sixty (60) days after award.
  1. After the first sixty (60) days of the contract period, any new personnel shall receive a full issue of clothing within two weeks after notification by the City of the requirement.
  1. Each Department utilizing this contract will provide billing account data for Invoicing. The contractor shall invoice each department according to the billing data provided.
  1. All clothing items initially issued to the employee under this contract shall be new, freshly pressed, delivered on hangers, and wrapped in plastic with no defects or discoloration. Any shortages, required alterations, corrections, or replacements shall be remedied within two (2) weeks of notification.
  1. Any clothing item that becomes worn out or unkempt, as determined by the department, shall be replaced with new clothing at no additional cost to the City.
  1. Seasonal changes of uniforms may be required and, if requested, shall be provided at the individual employee level within two (2) weeks of request.
  1. The contractor shall provide a credit to the department’s account within 14 calendar days for services required but not provided – i.e. alterations, style changes, unauthorized charges, etc.
  1. All clothing items (including 100% cotton clothing) issued to the employee shall be laundered with tunnel finish or pressed and returned to the employee within seven (7) calendar days.
  1. All clothing items issued under this contract shall be labeled, tagged, and otherwise identified to ensure that each employee receives only those clothing items that were issued to him after being laundered.
  1. All laundered uniforms shall be examined, counted, and logged by the City upon delivery. Any uniform delivered wrinkled, unrepaired, unlaundered, having a smell of laundry chemicals, etc. shall be returned. The contractor shall have one delivery period to correct the error.
  1. The contractor shall be responsible for the pick up, disposal, and replacement of all uniforms which have been soiled by blood.
  1. The contractor shall be required to furnish and maintain garment lockers for each employee under this contract at no additional cost to the City. Locker service shall include:
  1. Repair/replacement of damaged lockers
  2. Replacement of locker locks

c. Pickup of unused lockers