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HomeMy WebLinkAboutContract Extension - Cintas Corporation - Uniform and Mat Cleaning Extension1316 COUNTY-CTry BUILDING w PHOW: 574/235-9251 227 W. JEFFERSON BOULEVARD FAX 574/ 235�-9171 SOUTH BEND. INDIANA 46601-1830 CITY Or, SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 21, 2017 Chris Mack Cintas Corporation 4001 William Richardson Drive South Bend, IN 46628 RE: Contract Extension Dear Mr. Mack: The Board of Public Works, at its meeting held on December 21, 2017, approved the two (2) year extension of the existing Cintas contract for uniform and mat cleaning in the amount of unit prices, with no change in terms. Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Lin a M. Martin, Clerk Enclosure c: Kyra Clark, Human Resources GARY A. Git,o-r SLJZANNA M. FRITZBER(i ELIZABETH A. MARADIK JAMEs A. MUELLER TtwRI-SE J. DORAU Couwy-Crry BuiLDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 N0 56 1 1, 1 OU - 9k PIMIN To: Board of Public Works From: Kyra Clark, Human Capital & Inclusion CC: Linda Martin, Executive Assistant - Clerk of the Boards Date: 12/20/2017 Re. Extension of Cintas Agreement PHONE 574,235.9217 574,235,5567 FAX 574.235.7683 EMAIL I �IUM ANIZESOURCES ntl. SOUTIIBENDIN,G0V On behalf of the City and its Human Resource Department, I ask that you please approve the extension of the City's uniform and rug contract awarded to Cintas in a contract that was, effective from December 12, 2014 to December 11, 2017. Cintas has met the City's expectations and agreed, pursuant to the terms in the 2014 proposal, to extend its Agreement with the City for a period of two years under identical terms and conditions. The City will rebid this contract upon the expiration of this extension. Thank you — Kyra Clark A"014 Of BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA PUBLIC WORKS CONTRACT THIS AGREEMENT, made and entered into the 14""' DAY OF OCTOBER, 2014, by and between, Cintas Corporation, HEREINAFTER called the "Contractor", and the Board of Public Works herein called the "Board". WITNESSETH: That the Contractor covenants and agrees to provide the following materials, as fully set out in the Notice to Bidders, Standard Specification, Special Provisions, Plans, and Bid Proposal, all of which are set forth as a part of this Contract, for: PROJECT NO.: DESCRIPTION: AMOUNT: FUNDING: 2014 UNIFORM AND MAT RENTAL UNIT PRICES HOTEL MOTEL TAX The unit prices for this improvement were those prices as received and accepted by the Board on the 14th day of _October, 2014 The Contractor further agrees to notify the Engineer when this improvement is completed. This notification shall be in the forni of a Completion Affidavit, signed by the Contractor. Upon final acceptance of the improvement by the Engineer, the Contractors final estimate will be presented to the Board for final Payment with one (1) copy of the Completion Affidavit and one (1) copy of a Waiver of Lien. In addition, a Maintenance Bond shall be presented upon receipt of the final completion affidavit for ten percent (10%) of the final contract amount for three (3) years after the date of final completion as set forth in the final completion affidavit. BOARD OF PUBLIC WORKS Gary A. Gi ot, President Patrick M. Henthorn, Member TT, T, ,EST: -- nda M. Mai -tin, Clerk CINTAS CORPORATION Printed Name �cy Signature CERTIFICATION (To be completed if Contractor is a Corporation) I, Contractor herein; that was then certify that I am Secretary of the Corporation named as who signed this Agreement on behalf of the Contractor of said Corporation; that said agreement was duly signed for and in behalf of said Corporation by authority of its governing body, and is within the scope of its corporate powers. Secretary Corporate Seal BID NAME 2014 Uniform and Floor Mat Service and Rentals FOR BIDS DUE September 23, 2014; 9:30 a.rn. Description Cost Per Week Without Cleaning Service Coat Per Week With Cleaning Service Groin- One (1) 3' x 4' Floor Mat NIA a° Gr_ oup I- One (1) 4' x 6' Floor Mat $ NIA .� Group 1- One (1) 3' x 10' Floor Mat $ NIA .SD Group 2- One (1) Uniform set $ bc� `Los Group 3- One (1) Coverall $ Group - One (1) Lab Coat $ a ( Group 5- One (1) Bag (50 ea) Red Shop Rags $ NIA a Group 5- One (1) Bag (50 ea) White Shop Rags $ NIA o All exceptions to the Bid are to be attached to this Bid/Proposal o The Implementation Plan is to be attached to this Bid/Proposal form. a The Depreciation Schedule is to be attached to this Bid/Proposal form. Company: Add ress/City/State/zip:��,; Fax Telephone Number: " �, 7W :),:�,VrNumber: Si4 - By t (Signature of Authorized Representative) (Printed name and title) . Relos, Member ber Member 1316 COUNTY-Cn -y BUILDING 227 W, JEFFERSON BOULL•'VARD SOUTH BLIND, 1NDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR DOARD OF YUBLIC WORKS October 14, 2014 Claris Mack Cintas Corporation 4001 William Richardson Drive South Lend, IN 46624 RE: Award Bid --- 2014 Uniforn-I and Floor Mat Service and Rentals Dear Ms. Mack: PHO1gE 574/ 235-9251 FAx 574/ 235-9171 The Board of Public Works, at its meeting held on October 14, 2014, awarded the above referenced bid to you in unit prices per your bid. Group l- One (1) 3' x 4' Floor Mat $ NIA $1.00 Group I- One (1) 4' x 6' Floor Mat $ NIA $1.75 GYOu I- One (1) 3' x 10' Floor Mat $ N/A $2,50 Group 2- One (1) Uniform set $ .295 $ .65 Group_3- One (1) Coverall $ .40 $ .40 Group 4- One (1) Lab Coat $ .40 $ .40 Group 5- One (1) Bag (50 ea) Red Shop Rags $ NIA $2.00 Gr__ _o__up_ S- One (1) Bag (50 ea) White Shop Rags $ N/A $2.00 Please find enclosed the original contract for your signature. ,Please return one contract within two weeks and keep a copy for your records Please call this office with any questions regarding this matter at (574) 235-9251. Sincerely, Linda M. Martin, Clerk Enclosure e: Jo Ellen Talos, Finance & Administration George King, Finance & Administration GAILY A. GILOT DAvID P. RELos KATHRYN F,. Roos PATRICK M. HENTRORN BRIA-N J, PAWLOWSKI 0 p x U65 BID NAME 2014 Uniform and Floor Mat Service and Rentals FOR BIDS DUE September 23, 2014; 930 a.m. Description Cost Per Week Without Gleaning Service Cost Per Week With Cleaning Service Group 1- One (1) 3' x 4' Floor Mat $ NIA 1,00 Group 1- One (1) 4' x 6' Floor Mat $ NIA I .` S Group 1- One (1) 3' x 10' Floor Mat $ NIA d .T51D Group 2- One (1) Uniform set $ , Dqs ILDS Group 3- One (1) Coverall $ AD y Group 4- One (1) Lab Coat $ 4 D Group 5- One (1) Bag (50 ea) Red Shop Rags $ NIA Group_5- One (1) Bag (50 ea) White Shop Rags $ NIA s All exceptions to the Bid are to be attached to this Bid/Proposal ® The Implementation Plan is to be attached to this Bid/Proposal form. The Depreciation Schedule is to be attached to this Bid/Proposal form. Company: Address/City/State/Zip: `V�J+.svi�,�,: a(� Fax Telephone Number: ai 4 - �4`1 w�� By " j2nt&4-- QAaks XnALX, (Signature of Authorized Representative) (Printed name and title) BOARD BP PUBLIC WORKS Gary A. Gilot, President Kathryn B. Roos, Member ❑avid P, Relos, Member Patrick M. Henthorn, Member Brian J. Pawlowski, Member Document ti 3 1 , b r er t`x ■; s CONTRACTOR: (Name, legal status and address) CINTAS CORPORATION 4001 William Richardson Drive South Bend, IN 46624 SURETY: (Nance, legal status and principal place of b usiness) LIBERTY MUTUAL INSURANCE COMPANY 175 Berkeley Street . Boston, MA 02116 OWNER: (Nance, legal status and address) CITY OF SOUTH BEND Office of the Board of Public Works 227 West Jefferson, 13th Floor, County -City Bldg, Room 10316, South Bend, IN 46614 BOND AMOUNT: Ten Thousand and 001100 ($ 10,000.00) This document has Important legal consequences. Consultation with an attorney is encouraged with respect to its completion or modification. Any singular reference to Contractor, Surety, Owner or other party shall be considered plural where applicable. PROJECT; (Name, location or address, and Project number, if any) 2014 Uniform and Floor Mat Service and Rentals Project Number, if any: The Contractor and Surety are bound to the Owner in the amount set forth above, for the payment of which the Contractor and Surety bind themselves, their heirs, executors, administrators, successors and assigns, jointly and severally, as provided herein. The conditions of this Bond are such that if the Owner accepts the bid of the Contractor within the time specified in the bid documents, or within such time period as may be agreed to by the Owner and Contractor, and the Contractor either (1) enters into a contract with the Owner in accordance with the terms of such bid, and gives such bond or bonds as may be specified in the bidding or Contract Documents, with a surety admitted in the jurisdiction of the Project and otherwise acceptable to the Owner, for the faithful performance of such Contract and for the prompt payment of labor and material furnished in the prosecution thereof, or (2) pays to the Owner the difference, not to exceed the amount of this Bond, between the amount specified in said bid and such lager amount for which the Owner may in good faith contract with another party to perform the work covered by said bid, then this obligation shall be null and void, otherwise to remain in full force and effect. The Surety hereby waives any notice of an agreement between the Owner and Contractor to extend the time in which the Owner may accept tlhe bid. Waiver of notice by the Surety shall not apply to any extension exceeding sixty (60) days in the aggregate beyond the time for acceptance of bids specified in the bid documents, and the Owner and Contractor shall obtain the Surety's consent for an extension beyond sixty (60) days. If this Bond is issued in comiection with a subcontractor's bid to a Contractor, the term Contractor in this Bond shall be deemed to be Subcontractor and the tern Owner shall be deemed to be Contractor. When this Bond has been furnished to comply with a statutory or other legal requirement in the location of the Project, any provision in this Bond conflicting with said statutory or legal requirement shall be deemed deleted herefroxn and provisions conforming to such statutory or other legal requirement shall be deemed incorporated herein. When so furnished, the intent is that this Bond shall be construed as a statutory bond and not as a common law bond. Signed and sealed this 17th day of September, 2014 ( CINTAS CORPORATION (Principal) (Seal) (Witness)�1� (Title) LIBERTY M T AL INSURANCE COMPANY y {Surety). F�[,��-. 1� �a (Seal) (Wihcess) ,� (Title) Michelle D. Krebs, Attorney in Fact `�., .�,..� AIA Document 310TM ' 2610. Copyright©196 - {9�G� ��t�t 20 Eo by�he American Inslitute of Architects, All rights reserved. 1 THIS POWER OF ATTORNEY IS NOT VALID UNLESS IT IS PRINTED ON RED BACKGROUND. This Power of Attorney limits the acts of those named herein, and they have no authority to bind the Company except in the manner and to the extent herein stated. Certificate No. 64GIB33 »0 -i American Fire and Casualty Company Liberty Mutual Insurance Company The Ohio Casualty Insurance Company West American Insurance Company POKIER OF ATTORNEY I(NOWN ALL PERSONS BY THESE PRESENTS: That American Fire $ Casually Company and The Ohio Casualty Insurance Company are corporations duly organized under the laws of the State of New Hampshire, that Liberty Mutual Insurance Company is a corporation duty organized under the laws of the State of Massachusetts, and West American Insurance Company is a corporation duly organized underthe laws of the State of Indiana (herein colleclivety called the 'Companies'), pursuant to and by authority herein set forth, does hereby name, constitute and appoint, Elaine Swindling: Michelle D, Krebs; Thorrias E. Purtell alf of the city of Cincinnati slate of OH each individually if there be more than one named, its true and lawful attorney -in -fact to make, execute, seal, acknowledge and deliver, for and on its behalf as surety and as its act and deed, any and all undertakings, bonds, recognizances and other surety obligations, in pursuance of these presents and shall be as binding upon the Companies as if they have been duly signed by the president and attested by the secretary of the Companies in their own proper persons. IN WITNESS WHEREOF, this Power of Attomey has been subscribed by an authorized officer or official of the Companies and the corporate seals of the Companies have been affixed thereto this 27th day of February 2014 y American Fire and Casualty Company 10 The Ohio Casualty Insurance Company 0) Liberty Mutual Insurance Company cu West American Insurance Company qq � By: STATE OF PENNSYLVANIA ss M CareKl. Davidssistant Secretary C: COUNTY OF MONTGOMERY su On this 27th day of February 2g14 , before me personally appeared David M. Carey, who acknowledged himself to be the Assistant Secretary of American Fire and m O Casually Company Liberty Mutual Insurance Company, The Ohio Casualty Insurance Company, and West American Insurance Company, and that he, as such, being authorized so to do, >4 ; execute the foregoing instrument for the purposes therein contained by signing on behalf of the corporations by himself as a duly authorized officer. IN WITNESS WHEREOF, I have hereunto subsorbed mUJ y name and affixed my notarial seal at Plymouth Meeting, Pennsylvania, on the day and year first above written. O S ct M By: !,' 2 O Teresa Pastella , Notary Public This Power ofAltomey is made and executed pursuantto and arithorily of the following By-laws and Authorizations ofAmerican Fire and Casually Company, The Ohio Casualty Insurance O E 0- w � Company, Liberty Mutual Insurance Company, and West Ani nGan Insurance Company which resolutions are now in full force and effect reading as follows: .0 o ARTICLE IV —OFFICERS —Section 12. Powerof Attorney. Any officer orother official of the Corporation authorized for that purpose in writing by the Chairman or the President, and subject 6 to such limitation as the Chairman or the President may prescribe, shall appoint such attomeys-in-fact, as may be necessary to act in behalf of the Corporation to make, execute, seal, > y acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations. Such allomeys-in-fact, subject to the limitations set forth in their respective powers of attorney, shall have full power to bind the Corporation by their signature and execution of any such instruments and to attach thereto the seal of the Corporation, When so . m executed, such instruments shall be as binding as if signed by the President and aftesled to by the Secretary. Any power or authority granted to any representative or allomey-in-fact under >'a the provisions of this article may be revoked at any time by the Board, the Chairman, the President or by the officeror officers granting such power or authority. = Vt ARTICLE Xill — Execution of Contracts — SECTION 5. Surety Bonds and Undertakings. Any officer of the Company authorized for that purpose in writing by the chairman or the president, 44 C4 , E and subject to such limitations as the chairman or the president may prescribe, shall appoint such anomeys-in-fact, as may be necessary to act in behalf of the Company to make, execute, seal, acknowledge and deliver as surely any and all undertakings, bonds, recognizances and other surety obligations. Such aflomeys-in-fact subject to the limitalions set forth in their C o, respective powers of attorney, shall have full power to bind the Company by their signature and execution of any such instruments and to attach thereto the seal of the Company. When so 08 executed such instruments shall be as binding as if signed by the president and attested by the secretary. 4 Certificate of Designation — The President of the Company, acting pursuant to the Bylaws of the Company, authorizes David M. Carey, Assistant Secretary to appoint such allomeys-in- ~ r ! fact as may be necessary to act on behalf of the Company to make, execute, seal, acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surely obligations. Authorization — By unanimous consent of the Companys Board of Directors, the Company consents that facsimile or mechanically reproduced signature of any assistant secretary of the Company, wherever appearing upon a codified copy of any power of attorney issued by the Company in connection with surely bonds, shall be valid and binding upon the Company with the same force and effect as though manually affixed. I, Gregory W. Davenport, the undersigned, Assistant Secretary, of American Fire and Casualty Company, The Ohio Casually Insurance Company, Liberty Mutual Insurance Company, and West American Insurance Company do hereby certify that the original power of allomey of which the foregoing is a full, true and correct copy of the Power of Aftomey executed by said Companies, is in full farce and effect and has not been revoked. &'it IN TESTIMONY WHEREOF, I have hereunto set my hand and of fixed the seals of said Companies this � day of ,.'i� f.� �.� 20 By Gregory W Davenport, Assistant Secretary LMS_12873_122013 26 of 250 BID NAME FOR BIDS DUET Bate: Address: CitylState/zip: CITY OF SOUTH BEN® INDIANA SELLER'S BID FOR SALE OR LEASE OF MATERIALS 2014 UNIFORM AND FLOOR MAT SERVICE AND RENTALS r•' w�. - -1 4, 1't:11'! September 23, 2014; 9:30 a.m. ,n6K f Bidder 1 4 (Finn): .it3 iiui� T 'Sz�"J-c A 1 a oil, 0 elephone Number: ("S- T 4) ZIA-1 - �i3LAb Agent of Bidder (if Applicable): W 1A When the prospective Contractor is unable to certify to any of the statements below, it shall attach an explanatlon io this Affidavit. CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT, CERTIFICATION REGARDING INVESTMENT WITH MAN, EMPLOYMENT ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY PRODUCTS (Must be completed for all quotes and bids. Please type or print) STATE OF ) SS: COUNTY ) The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that: 1. Contractor has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. Contractor further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale; and 2. Contractor certifies by submission of this proposal that neither contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency; and 3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in investment activities in Iran. a. For purposes of this Certification, "Iran" means the government of Iran and any agency or instrumentality of Iran, or as otherwigs defined at Ind. Code § 5-22-16.5-5, as amended from time -to -time. b. As provided by Ind. Code § 5-22-16.5-8, as amended from time -to -tithe, a Contractor is engaged in investment activities in Iran if either: i. Contractor, its successor or its affiliate, provides goods or services of twenty million dollars ($20,000,000) or more in value in the energy sector of Iran; or ii. Contractor, its successor or its affiliate, is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another person for forty-five (45) days or more, if that person will (i) use the credit to provides goods and services in the energy sector in Iran; and (ii) at the time the financial institution extends credit, is a person identified on list published by the Indiana Department of Administration. 4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the Contractor subsequently learns is an unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work eligibility status of all of Contractor's newly hired employees through the E-Verify Program as defined by I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify Program is included and attached as part of this bid/quote; and 5. Contractor ,shall require his/her/its subcontractors performing work under this public contract to certify that the subcontractors do not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the subcontractor subsequently teams is an unauthorized alien, and that the subcontractor has enrolled in and is participating in the E-Verify Program, The Contractor agrees to maintain this certification throughout the term of the contract with the City of South Bend, and understands that the City rniay terminate the contract for default if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the City. 6. Persons, partnerships, corporations, associations, or joint venturers awarded a. contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employee or applicant for employment in the performance of a City contract with respect to hire, tenure, terrns, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age, or disability that does not affect that person's ability to perform the work. In awarding contracts for the purchase of worts, labor, services, supplies, equipment, materials, or any combination of the foregoing including, but not limited to, public works contracts awarded under public bidding laws or other contracts in which public bids are not required by law, the City, its agencies, boards, or commissions may consider the Contractor's good faith efforts to obtain participation by those Contractors certified by the State of Indiana as a Minority Business ("MBE") or as a Women's Business Enterprise ("WBE") as a factor in determining the lowest, responsible, responsive bidder. In no event shall persons or entities seeking the award of a City contract be required to award a subcontract to an MBEIWBE; however, it may not unlawfully discriminate against said WBE/MBE. A finding of a discriminatory practice by the City's MBE/WBE Utilization Board shall prohibit that person or entity from being awarded a City contract for a period of one (1) year from the date of such determination, and such determination may also be grounds for terminating the contact for which the discriminatory practice or noncompliance pertains. 6. The undersigned contractor agrees that the following nondiscrimination commitment shall be made a part of any contract which it may henceforth enter into with the City of South Bend, Indiana or any of its agencies, boards or commissions. Contractor agrees not to discriminate against or intimidate any employee or applicant for employment in the performance of this contract with privileges of employment, or any matter directly or indirectly related to employment, because of race, religion, color, sex handicap, national origin or ancestry. Breach of this provision may be regarded as material breach of contract. I, the undersigned bidder or agent as contractor on a public works project, understand my statutory obligations to the use of steel products or foundry products made in the United States (I.C. 5-16-5-1). 1 hereby certify that I and all subcontractors employed by me for this project will use steel products or foundry products on this project if awarded. I understand that violations hereunder may result in forfeiture of contractual payments. I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for public works are true and correct. Dated this a nb �day of`--�-PM 201 Contractor/Bidder (Firm) Signature of Contractor/Bidder or Its Agent Printed Name and Title Subscribed and sworn to before me thisr>day of , 20 My Commission Expires t ►C�_ _ �!, v % iCr� County of Residence � i5o j Notary Pu lic lJ {i SPECIFICAMNS a ', CITY OF SOUTH BEND 1965 BID NAME 2014 Uniform and Floor Mat Service and Rentals FOR BIDS DUE September 23, 2014; 9:30 a.m. SPECIFICATIONS FOR 2014 UNIFORM AND FLOOR MAT SERVICE AND RENTALS It is the intent of these specifications to describe all services required by the City of South Bend for Uniform and Floor Mat Service and Rentals. The City of South Bend reserves the right to reject any and all bids or to accept a full or partial award of the bid or bids which, in its judgment, will be in the best interest of The City of South Bend. Vendor to complete bid proposal, options, and non-discrimination commitment contained in this bid specification and attach the submitted bid. Any exceptions to the following specifications must be noted by the Vendor on the Bilk PROPOSAL pages. General Terms This bid is for a three (3) year agreement beginning on December 12, 2014 and ending on December 11, 2017. The bid is to include provisions for one extension for a two (2) year period. This agreement is subject to annual appropriations of the South Bend Common Council. All bid prices shall be firm for this three (3) year agreement. The terms and prices of the extension must be clearly outlined on the bid Proposal page. The number of uniforms required is based upon the number of employees in each Department or Bureau. The number of FIoor Mats is based on layouts of the buildings. The quantities stipulated in these specifications are on a more or less basis, and should not be considered to be as an absolute number or quantity. The Board reserves the right to reject any and/or all bids or portions thereof, and to waive any irregularities or informalities. Awards will be made to the lowest responsible and responsive bidder, based on an aggregate value on a non -divisible basis. All garments must be U.S.A. manufactured products. All uniforms shall bear two (2) standard embroidered emblems on the front (4 1/2 x 4 ''/2 ), identifying both the Department, Division, or Bureau and individual'y first name, and ID number. The successful Bidder shall measure and fit all employees individually, and determine if the employee will clean their own uniform. Prices shall be bid on a per employee, per week basis for each delivered clothing group. The bid price per employee per week shall include all services provided by bidder under this contract, except for payment for lost/damaged garments stated under "Replacement and Repair". In addition, prices will be provided for uniform rental, excluding cleaning service as indicated on the Bid/Proposal Page. Invoices shall be based on items delivered to the department on a monthly basis. Invoices shall also be specific to the individual department. Employees may choose long or short sleeve shirts at the time of the original fitting. All uniforms provided pursuant to these specifications shall be new as of the beginning of the contract period. All new employees hired, during this contract period shall receive new uniforms. The successful Bidder shall furnish, as part of the bid, individual locked storage lockers for each employee. Vendor will keep all uniforms in good repair, cleaned, and properly pressed, packaged and identified. Pick up and delivery will be on a weekly basis. The successful bidder will provide laundry hampers for soiled uniforms. Vendor will provide to each department a list of employees that will clean their own uniform(s). The initial list will be furnished when the new uniforms are delivered, and will be updated on a quarterly basis. Bid Bond Since the total contract price will be difficult to calculate, the amount of the Bid Bond required for this bid is set at $10,000.00. Replacement and Repair All repairs and replacements are the responsibility of the vendor. All replacements must be good serviceable garments, and uniforms will be replaced before they have a worn out appearance. All uniforms lost or damaged beyond repair (other than ordinary wear and tear), or not returned, at the termination of this contract, shall be paid for at prices that will be included in this bid, on a depreciated basis. Proof of lost or damaged garments must be given to each Department head before payment will be made. Service If service is unsatisfactory, the City will give supplier thirty (30) days to correct the problem to the City's satisfaction. If service remains unsatisfactory, the City may cancel the rental agreement with a thirty (30) day notice written to the vendor from the Board of Public Works. Notices Upon discovery of any potential non-compliance on the part of the City, including but not limited to, allegedly missing uniforms, the supplier shall notify the City of the non-compliance within forty-five (45) days of discovery. Failure to notify the City will cause the Supplier to forfeit its claims. Emblems mAd_lmns'gnlas Extra emblems, supplied by the City, will be sewn on shirts, at no charge, by the vendor. Additional charges None of the following will be allowed; No installation or prep charges. 2. No makeup charges assessed per garment for "change over" in employees, size, color, or style. 3. No fuel adjustments or handling charges. 4. No additional charges will be assessed during the contract period, except when indicated by a written change order signed by the vendor and accepted by the City. Both parties signing the change order must be authorized to act on behalf of their respective organizations. Implementation Plan Vendor to include a full implementation plan and dates including, but not limited to; Sizing employees, delivery of Uniforms, and deploying the uniforms into service. All sizing, ordering and receipt of all products in this bid must be complete and ready for use no Iater than December 12, 2p14. A detailed list of individual items is to be provided to the City of South Bend by the successful bidder. The list shall include the description the item, and its replacement cost. The replacement cost will be depreciated accordingly and used to determine the value of any items not returned at the end of the contract or if items are lost during the contract terra. Con ingen a Plan Vendor to state contingency plan(s) in the event the facility or equipment has a failure that would prevent the Vendor from weekly delivery. Other Vendor to state any additional services they provide that may be helpful to this program. Delivery Points Delivery shall be made to the following addresses for each department. Delivery locations identified are not intended to be exclusive. Supplier will be notified of any additions or changes that may occur during the course of the rental agreement. 1. Public Works Facility 731 S. Lafayette, South Bend, IN 46628 Street Department Sewer Department Traffic & Lighting Building Maintenance 2. Parks & Recreation 321 E. Walter, South Bend, IN 46614 Newman Recreation Center (Mats & Uniforms) 727 S. Eddy St. South Bend, IN Elbe] Maintenance (Uniforms) 26595 Auten Rd. South Bend, IN 46628 Erskine Tree Barn & Maintenance Shop (Mats & Uniforms) 4016 fellows St., South Bend, IN 46614 Howard Park Maintenance Garage (Mats & Uniforms) 325 S. St.Louis Blvd., South Bend, IN 46617 Rum Village Nature Center (Mats & Uniforms) 2626 S. Gertrude, South Bend, IN 46614 Charles Black Sr. Recreation Center 3419 W. Washington, South Bend, IN 46619 Martin Luther King Recreation Center 1522 W. Linden, South Bend, IN 46628 Studebaker Golf Course Maintenance Building (Uniforms) 531 E. Ewing, South Bend, IN 46613 Potawatomi Zoo & Ella Morris Conservatory (City Greenhouse) (Mats,& Uniforms) 500 S. Greenlawn Ave., South Bend, IN 46615 2105 Mishawaka Ave., South Bend, IN 46615 Howard Park Ice Rink (Rugs) 219 S. St. Louis Blvd., South Bend, IN 46617 3. Central Services Division 1045 W. Sample St. South Bend, IN 46619 4. WasteWater Treatment Plant 3113 Riverside Dr., South Bend, IN 46628 Compressor Building (East Side of Street) 5. WasteWater Laboratory 3113 Riverside Dr., South Bend,IN Office (West side of Street) 6. Sanitation Garage 3113 Riverside Dr., South Bond, IN 46628 Vehicle Maintenance Solid Waste 7. Water Works North Pumping Station-----830 N. Michigan St., South Bend, 1N 46601 Olive Street Pumping Station-----915 S. Olive St. South Bend, IN 46619 Water Works Main Office- 209 N. Main. St., South Bend, 1N 46601 Customer Service--125 W. Colfax Ave., South Bend, IN 46601 Century Center Maintenance 120 S. St. Joseph, South Bend, IN 46601 9. Code Enforcement 521 Eclipse Place, South Bend, IN 46628 10. Animal Control 105 S. Olive St. South Bend, IN 46619 11. Organic Resource Facility 4340 Trade Dr., South Bend, IN 46628 Products A. Grouts 1. h orMats: 100 % nylon pile on Nitrile rubber backing 3x4 mats---75 per week more or less 4x6 mats --- 35 per week more or less 3x 10 mats-115 per week more or less B. Grout) 2 A uniform which consists of a fitted shirt and pants. Shirts shall include a collar and button closures (not snaps). Pants maybe straight or pleated as the department prefers. A variation in color from department to department (Streets, Solid Waste, Wastewater, Central Services, Water Works) is required. Material offered is to be a blend of 65% Polyester- 35% Cotton, or 100% cotton (for welding). Universal fit is to be offered as an option. Uniform Pants and Shorts 65% Polyester-35% Cotton or 100 % Cotton Durable Press finish Vat -dyed, mercerized, twill weave material 7 % oz. Synthetic Blend pocketing and waist banding Zipper -fly pant closure, sizes must be available to size 66 Uniform Shirts 65% Polyester-35% Cotton or 100% Cotton Vat -dyed, mercerized, 4 %2 oz. plain twill fabric Stitched down front Facing Lined collar and cuffs Snap fastener at collar two (2) pockets, :minimum six (6) button front Sizes must be available to size XXXXXL Quantity: 1881 uniform sets per week more or less C. Group 3 Coveralls - standard cotton. Generally may be substituted in place of one complete uniform. Universal fit is to be offered as an option. Uniform Coveralls 65% Polyester-35% Cotton or 100% Cotton Vat -dyed, mercerized, 7 3/4 oz. twice weave material Bi-swing action back model Two-way zipper front Quantity: 168 each per week more or less A Group 4 Lab Coats- Basic White, Knee Length, long sleeve. 80/20 Poly/Cotton blend. Shop Coats 65% Polyester --- 35% Cotton Vat -dyed, mercerized, 7 % oz. plain twill fabric Bi-swing action back model Corrosion resistant stainless steel buttons Quantity: 108 Lab Coats per week more or less E. Group 5 Red shop rags Quantity: 800 each per week more or less White shop rags Quantity. 100 each per week more or less During the course of the agreement, other rentals may be added. A written change order will be initiated by the Vendor and accepted by an authorized vepresentative of the City. Pricing and conditions must be consistent with similar items covered by the initial rental agreement. 'CINEASn Exhibit A — Provisions for 2 Year Extension Cintas will agree to all terms of initial bid specifications on a two (2) year extension at the expiration of the initial three (3) year agreement. Cintas Corporation 4001 Wittiam Richardson Dr. south Bend, IN 0628 Office 574,247,2340 www.cjntas.com ."CINMSQ ,'O Exhibit B — Implementation Plan Sizing of Employees—10/20/14 thru 10/31/14 Individual days and times will be scheduled for each City of South Bend facility in order to size each employee with minimal interruption to employees. Uniform Delivery--12/8/14 thru 12/12/1.4 Uniforms will be delivered to each City of South Bend facility during the week of 12/8/14-12/12/14 and will be able to be used at that time by City of South Bend employees. Service --- Ongoing Cintas will be on -site one time per week at each City of South Bend site enrolled in the uniform program. Upon each service visit soiled uniforms, shop towels, floor mats, etc, will be collected and taken back to Cintas facility. Clean product will be delivered. Uniforms turned in the previous week will be returned the following week. Cintas will always ensure weekly service is provided. Cintas Corporation 4001 William Richardson Or, South Bend, IN 46628 Office 574.247,2340 www.cintas.com 0 CONEAS.) Exhibit C — Depreciation Schedule Item 0-12 Months Uniform Shirt $20.00 Uniform Pant $23.00 Uniform Coverall $30.00 Lab Coat $32.00 3x5 Floor Mat $45.00 4x6 Floor Mat $70.00 3x10 Floor Mat $90.00 Red/White Shop Twl. $ .65 13-24 Months $16.00 $18.40 $24.00 $25.60 $40.50 $63,00 $81.00 $ .65 25 Months+ $12.00 $13.80 $18.00 $19.20 $36.00 $56.00 $72.00 $ .65 Cintas Corporation 4001 Witham Richardson Or, South Bend, IN 46628 Office 574.247.2340 www.cintas.com CITY OF SOUTH BEN® INSTRUCTIONS TO B1113DERS a BID FORMS AND EXECUTION A. Bidders are expected to examine the Drawings, Specifications, Proposal and all Instructions. Failure to do so will be at the Bidder's risk. B. Each Bidder shall furnish all information required by the Notice, Instructions to Bidders and Specifications. Bids must be made on the form provided. The Bidder shall sign the Proposal and Non -Collusion Affidavit, which is a part of the provided form, where indicated, provide a notary signature and provide all other information required. C. The Bidder shall sign the Proposal in the following manner: If the Proposal is made by an individual, his/her name and post office address must be shown. If made by a partnership or joint venture, the name and post office address of each member of the partnership or joint venture must be shown. If made by a corporation, the Proposal must be signed by an officer of the corporation or by a representative duly authorized by the corporation to execute the Proposal in its behalf, 2. SEALED BIDS ONLY A. Bids, Proposals, Guaranty, and other required documents must be submitted in a sealed envelope marked on the outside with the general classification of material bids, i.e. "Bid for Computer Equipment," "Bid for Front End Loader, or "Bid for Office Supplies." K When samples are required, such samples shall be delivered or shipped at the bidder's expense to the address specified in the Invitation to Bid. Samples must be shipped separately from bid documents and labeled clearly with the Bidder's name, address and the commodity or equipment classifications and documents, the item (and item number, if any), and Material Safety Data Sheets (if applicable). All samples must be representative of the commodities or equipment which will be supplied by the successful Bidder. All samples will become the property of the City of South Bend and none will be returned, unless otherwise stated in the Specifications. C. In the event of an inconsistency between provisions of the contract documents, the inconsistency shall be resolved by giving precedence in the following order: ORDER OF PRECEDENCE A. Bid Form attached Proposal B. Amendments to Specifications C. Specifications D. Special Provision E. Instructions to Bidders F. Notice to Bidders 4. DELIVERY OF BIDS A. Bids must be delivered to the Office of the Board of Public Works, 131h Floor, County -City Building, Room 1316, 227 West Jefferson Boulevard, South Bend, Indiana 46601 (574) 235- 9251, by the time specified (local tithe) in the Notice to Bidders. If not delivered personally, the sealed envelope containing the Bid must be mailed to the following address: City of South Bend Clerk of the Board of Public Works 1316 County -City Building 227 West Jefferson Boulevard South Bend, Indiana 46601 B. The Post Office Department will be considered agent of the Bidder in delivering the bid. The City will not be responsible for deliveries. Any Bids received after the time specified will be returned unopened. C. Bids will be opened and read publicly at the time and place designated in the Notice to Bidders. Bidders, their authorized agents, and the public are invited to be present. D. Bidders may bid on one (1) or more item, provided however, that the bid submitted for each is delivered in a separate_ seated envelope, with the envelope clearly labeled on the outside as to the specific item for which the bid is being submitted. Bidders may submit separate bid bonds for each item being bid upon OR may submit one (1) bid bond equal to 10% of the combined total of all bids submitted. E. The Board may reject any bid that does not conform to these requirements as non- responsive. S. ADDENDA — NO VERBAL INTERPRETATIONS A. No inquiries by Bidders relative to interpretation of Plans, Specifications, Special Provisions, or other Bidding Documents will be answered verbally. If any prospective Bidder is unable or unwilling to comply with one or more requirements of the bidding document, such Bidder should so inform the Board of Public Works in writing. Upon receipt of such information, consideration will be given to the advisability of issuing an Addendum which would thereupon become applicable to all Bidders. Any such inquiry must be submitted at least seven (7) days prior to the bid opening date in order to give the Board sufficient time to consider any necessary Addendum. All answers to such inquiries, in the form of Addenda, will be furnished to all prospective Bidders who have registered with the City. All Bidders are required to acknowledge receipt of any Addenda by inserting the Addendum number and the issuing date on executed Proposals. 6. REJECTION OF PROPOSALS CONTAINING ALTERATION, ERASURES. INCOMPLETE BIDS AND ETC. A. Proposals shall be rejected if they show any alteration of form, additions not called for, conditional or alternate bids (except when and insofar as are invited), incomplete bids, erasures or irregularities of any kinds. B. All blank spaces for bid prices must be filled in, in ink, with the unit price and total price for each item (This does not apply to divisible bids). In case of incorrect totaling of amounts and where the unit price and the extension thereof do not agree, the unit price for each item shall govern, and the City is authorized to correct all erroneous extension and totals for the purpose of comparing bids. 7. TRADE DISCOUNTS A. Trade discounts shall not be shown separately, but shall be incorporated in the Bidder's :unit price, unless otherwise specified. VEHICLE BIDS A. Bidders may bid on one (1) or more vehicles, provided however, that the bid submitted for each vehicle is delivered in a separate, sealed envelope, by vehicle, with the envelope clearly labeled on Bidders may bid on one (1) or more vehicles, provided however, that the bid submitted for each vehicle is delivered in a separate, sealed envelope, by vehicle, with the envelope clearly labeled on the outside as to the specific vehicle for which the bid is being submitted. Bidders may submit separate bid bonds for each vehicle being bid upon OR may submit one (1) bid bond equal to 10% of the combined total of all vehicle bids submitted. 9. The Board may reject any bid that does not conform to these requirements as non -responsive. 10. TAX EXEMPTIONS A. The City of South Bend is exempt from the payment of federal excise and transportation taxes levied under the provision of the Internal Revenue Code. It is also exempt from the Indiana State Gross Retail Tax (sales tax). The City will furnish the successful Bidder with any certificate of exemption required. 11. WITHDRAWAL. O1= BIDS A. Withdrawal of bids will be allowed only in those cases in which a written request to withdraw a bid is received by the Board of Public Works prior to the date and hour for receiving and opening bids. In such cases, the same will be returned to Bidder unopened. 12, ESCALATOR OR CONTINGENT CLAUSES A. The use of escalator clauses or other contingent clauses by the Bidder is prohibited, unless requested or permitted by the invitation to Bid. No Proposal shall contain nor be accompanied by any writing purporting to limit or qualify the City's right to accept such Proposal or purporting to alter such Proposal or any Contract which may be executed pursuant thereto. 13. PRICES MUST BE DELIVERED PRICES A. The bid price shall be a delivered price. All materials shall be shipped F.O.B. destination as specified in the Invitation to Bid. No fuel surcharges accepted. 14. &WARD —WAIVER OF TECHNICALITIES A. The Award of Bid, if any award be made, will be made within sixty (60) calendar days after the opening of Proposals to the lowest responsible and responsive Bidder who's Proposal complies with all the requirements prescribed, exclusive of technicalities waived. Until the final award of the Bid, however, the right is reserved by the City to reject any and all Proposals and to waive technical errors. 15, SPLITTING OF AWAR SIDIVISIBLE BIDS A, Bids will be awarded on the basis of the total dollar amount for all items in the Proposal unless the bid is described by the City as a Divisible Bid, The City may award a Divisible Bid to the lowest responsible and responsive Bidder for each item or class of items as indicated in the bid documents. 16. BIDDER QUALIFICATION A. The City may require any Bidder to submit evidence of qualifications, and may consider any evidence of the financial, technical, and other qualifications and abilities of the Bidder. The City will not award a Contract to a Bidder who, in its opinion, is not fully qualified on the basis of financial resources and responsibility, possession of adequate equipment, personnel, experience, and past record of performance to perform the obligations to be undertaken competently and without delay. 17, PURCHASE ORDERS A. A Purchase Order will be Issued to the successful Bidder after formal acceptance of the bid is made by the City. 18. NEW MANUFACTURE A. Unless otherwise specified in the Invitation to Bid, the items offered shall all be new and the latest model of manufacture. 19. SOURCE OF SUPPLY A. If the Bidder is not a manufacturer, the source of supply must be shown and all sub- contractors must be identified. 20. PACKAGING A. All items shall be delivered strongly packed and marked according to accepted commercial practice unless otherwise directed in the Specifications. No charge shall be made for containers and the City shall have no obligation to return containers unless otherwise provided by the Specifications or Special Provisions, Any items not received in good condition will be rejected. 21. INSPECTION OF GOODS A, The City of South Bend reserves the right to inspect and have any goods tested after delivery for compliance with the specifications. Notice of latent defects, which would make the item unfit for the purposes for which they are required, may be given at any time within one year after discovery of the defects. B. All items rejected must be removed immediately by the Contractor at the expense of the Contractor. If the Contractor fails or refuses to remove the rejected items, they may be sold by the City of South Bend. C. In some cases, at the discretion of the City, inspection of the commodities or equipment will be made at the factory, plant, or other establishment where they are produced before shipment. D. The above provision shall not be construed in limitations of any rights the City may have under any laws including the Uniform Commercial Code. 22, ASSIGNMENTS A. No person to whom a Contract has been awarded may assign his interest in the Contract without the consent, in writing, of the City. 23. CANCELLATION A. The City of South Bend reserves the right to cancel any Contract for failure or refusal of performance, fraud, deceit, misrepresentation, collusion, conspiracy, or any other misconduct on the part of the Contractor, 24, DEDUCTION OF DAMAGES A. If the City cancels the contract for any cause, it shall deduct from whatever is owed the Contractor on the Contract or any other Contract, any amount sufficient to compensate the City for any damages suffered by it because of the Contractor's wrongdoing. 25. METHOD OF INVOICING FOR PAYMENT A. Contractor shall bill the City of South Bend 1. On regular invoice form giving a complete and detailed description of the goods delivered, including purchase order number. 2. If the Contractor allows a discount, the period of time in which the City must make payment to qualify for the discounts shall, be computed from the date the City received the invoice (completely filled out), or the date the goods are delivered and accepted, whichever may be later, and shall not be less than twenty (20) days. 3. If more than one shipment is made under the Contract and on the same purchase order, the City will make partial payments on a basis that is agreeable to both parties. 26. OWNERSHIP OF GOODS A. The goods which are the subject of the Contract shall remain property of the Contractor until delivered to and accepted by the City of South Bend. 27. ESTIMATED QUANTITIES A. If the quantity set forth in the Notice to Bidders and Proposal is approximate and represents the estimated requirements of the City for a specified period of time, the unit price and the extended total price thereof shall be used only as a basis for the evaluation of bids. The actual quantities necessary may be more or less than the estimate, but the City shall neither be obligated nor limited to any specific amount. The City will, if at all possible, restrict increases to twenty percent (20%) of the estimated quantity and will, if at all possible, restrict decreases to twenty percent (20%) of the estimated quantity. 28, TERM "OR EQUAL" A. Where the term "OR EQUAL" is used in these Specifications, the Bidder deviating from specified item shall file with his/her bid a letter fully explaining and justifying his/her proposed article or equal. The City of South Bend shall be the sole judge in determining if the "OR EQUAL" offered meets the Specifications. 29. INDEMNIFICATION CLAUSE A. The Contractor agrees to indemnify, defend, and hold harmless the City of South Bend, its agents, officers, and employees from all costs, losses, claims and suits, including court costs, attorney fees, and other expenses, arising from or out of the negligent performance of this Contract by the Bidder or because or arising out of any defect in the goods, materials or equipment supplied by the Bidder. NOTE: Incoming mail does not reach the Board of Public Works until after 9:30 a,m. If you are sending your bid via Federal Express or another overnight source, please confirm that your package will arrive before the bid opening time and date. BID NAME I-ao.w. "L BID/PROPOSAL J r CITY OF SOUTH BEND H 2014 Uniform and Floor Mat Service and Rentals September 23, 2014; 9:30 a.m. Description Cost Per Week Without Cleaning Service Cost Per Week With Cleaning Service Gr-ot 21- One (1) 3' x 4' Floor Mat $ NIA o0 Group One (1) 4' x 6' Floor Mat $ NIA ,? Group 1- One (1) 3' x 10' Floor Mat $ NIA - •fib Croup 2- One (1) Uniform set $ aq "LOS Group 3- One (1) Coverall $ G� y Group 4- One (1) Lab Coat $ G �A D - L 4 Group 5- One (1) Bag (50 ea) Red Shop Rags $ NIA a Group 5- One (1) Bag (50 ea) White Shop Rags $ N/A a All exceptions to the Bid are to be attached to this Bid/Proposal The Implementation Plan is to be attached to this Bid/Proposal form. The Depreciation Schedule is to be attached to this Bid/Proposal form. Company: Address/City/State/Zip: Fax Telephone Number: �~�`� �-�Aa-7- :=\�2AI)Number: S-74 - ��A"1- (Signature of Authorized Representative) (Printed name and title) BOARD OF PUBLIC WORKS Gary A. Gilot, President Kathryn E. Roos, Member ©avid P. Relos, Member Patrick M, Henthorn, Mem Brian J. Pawlowski, Member TM 10 JA Document l & a 0 CONTRACTOR: (Name, legal status and address) CWTAS CORPORATION 4001 William Richardson Drive South Bend, IN 46624 SURETY: (Nanne, legal status and principal place of business) LIBERTY MUTUAL. INSURANCE COMPANY 175 Berkeley Street Boston, NIA 02116 OWNER: (Name, legal status and address) CITY OF SOUTH BEND Office of the Board of Public Works 227 West Jefferson, 13th Floor, County -City Bldg, Room #1316, South Bend, IN 46614 BOND AMOUNT: "fen Thousand and 00/100 ($ 10,000.00) This document has Important legal consequences. Consultation with an attorney Is encouraged with respect to its completion or modification, Anysingular reference to Contractor, Surety, Owner or other party shall be considered plural where applicable, PROJECT: (Nance, location or address, and Project number, if any) 2014 Uniform and Floor Mat Service and Rentals Project Number, if any: The Contractor and Surety are bound to the Owner in the amount set forth above, for the payment of which the Contractor and Surety bind themsehves, their heirs, -executors, administrators, successors and assigns, jointly and severally, as provided herein The conditions of this Bond are such that if the Owner accepts the bid of the Contractor within the time specified in the bid documents, or within such time period as may be agreed to by the Owner and Contractor, and the Contractor either (1) enters into a contract with the Owner in accordance with the terms of such bid, and gives such bond or bonds as may be specified in the bidding or Contract Documents, with a surety admitted in the jurisdiction of the Project and otherwise acceptable to the Owner, forthe faithftil performance of such Contract and for the prompt payment of labor and material furnished in the prosecution thereof, or (2) pays to the Owner the difference, not to exceed the amount of this Bond, between the amount specified in said bid and such larger amount for which the Owner may in good faith contract with another party to perform the work covered by said bid, then this obligation shall be null and void, otherwise to remain in full force and effect. The Surety hereby waives any notice of an agreement between the Owner and Contractor to extend the time in which the Owner may accept the bid. Waiver of notice by the Surety shall not apply to any extension exceeding sixty (60) days in the aggregate beyond the time for acceptance of bids specked in the bid documents, and the Owner and Contractor shall obtain the Surety's consent for an extension beyond sixty (60) days. If this Bond is issued in connection with a subcontractor's bid to a Contractor, the term Contractor in this Bond shall be deemed to be Subcontractor and the term Owner shall be deemed to be Contractor. When this Bond has been furnished to comply with a statutory or other legal requirement in the location of the Project, any provision in this Bond conflicting with said statutory or legal requirement shall be deemed deleted herefrom and provisions conforming to such statutory or other legal requirement shall be deemed incorporated herein. When so furnished, the intent is that this Bond shall be construed as a statutory bond and not as a common law bond. Signed and sealed this 17th day of September, 2014 r , �Cf 1 4..t CINTAS CORPORATION 4-610—A �` (Principal) (Seal) (Witness) { (Title) LIBERTY M 7i�Al_jIN�SUURApNCE COMPANY (Surety)! � j, 11l- C�i.{. u_ 1 (meal) U vvv �..d ' � S; (Title) Michelle D. Krebs, Attorney in FactI N1()iy I'uD IC 19Z0ioP,90•16 6i 'rtie American Institute of Architects. All rights reserved. � I �IC 01ft 'Ixpires \'A THIS, POWER OF ATTORNEY IS NOT VALID UNLESS IT IS PRiNTED ON FEED BACKGROUND. This Power of Attorney limits the acts of those named herein, and they have no authority to bind the Company except in the manner and to the extent herein stated. Certificate No, 6461883 American Fire and Casually Company Liberty Mutual Insurance Company The Ohio Casualty Insurance Company West American Insurance Company POWER OF ATTORNEY KNOWN ALL PERSONS BY THESE PRESENTS: That American Fire & Casually Company and The Ohio Casualty Insurance Company are corporations duly organized under the laws of the State of New Hampshire, that Liberty Mutual Insurance Company is a corporation duly organized under the laws of the State of Massachusetts, and WestAmerican Insurance Company is a corporation duly organized underihe laws of the State of Indiana (herein collectively called the'Companies'j, pursuant to and by aulhonty herein set forth, does hereby name, constitute and appoint, Elaine Swindlin Michelle Q. Krebs Thomas E. Purtetl all o1 the city of Cincinnati stale of OH each individually if there be more than one named, its true and lawful allomey-in-fact to make, execute, seal, acknowledge and deliver, for and on its behalf as surety and as its act and deed, any and all undertakings, bonds, recognizances and other surety obligations, in pursuance of these presents and shall be as binding upon the Companies as if they have been duly signed by the president and attested by the secretary of the Companies in their own proper persons. IN WITNESS WHEREOF, this Power of Attorney has been subscribed by an authorized officer or official of the Companies and the corporate seals of the Companies have been affixed thereto this Mh day of, February 2014 American Fire and Casualty Company .q The Ohio Casualty Insurance Company rn Liberty Mutual Insurance Company d West merican Insurance Company B1 U) .� y, STATE OF PENNSYLVANIA ss David M. Care , Assistant Secretary COUNTY OF MONTGOMERY � On this 27th day of February _ 2014 , before me personally appeared David M. Carey, who acknowledged himself to be the Assistant Secretary of American Fire and 0 Casually Company, Liberty Mutual Insurance Company, The Ohio Casualty Insurance Company, and West American Insurance Company, and that he, as such, being authorized so to do, W execute the foregoing instrument for the purposes therein contained by signing on behalf of the corporations by himself as a duty authorized officer. iN WITNESS WHEREOF, I have hereunto subscribed my new and affixed my notarial seal at Plymouth Meeting, Pennsylvania, on the day and year first above written. c o E. B: y O ... a Notary Teresa Pasteil of ry Public � This Power ofAttorney is made and executed pursuant to and b� authority of the following By-laws and Authorizations ofAme€tcan Fire and Casualty Company, The Ohio Casualty Insurance IL 0 Company. Liberty Mutual Insurance Company, and VVestAmencan Insurance Company Which resolutions are now in full force and effect reading as follows: ARTICLE IV— OFFICERS —Section Q Power of Attorney. Any officer or other official of the Corporation authorized for that purpose in writing by the Chairman or the President, and subject Q or-,)C to such limitation as the Chairman or the President may prescribe, shall appoint such attorneys -in -fact, as may be necessary to act in behalf of the Corporation to make, execute, seal, w 4) acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations. Such attorneys -in -fact, subject to the limitations set forth in their respective =p powers of attorney, shall have full power to bind the Corporation by their signature and execution of any such instruments and to attach thereto the seal of the Corporation. When so '" executed, such instruments shall be as binding as if signed by the President and attested to by the Secretary. Any power or authority granted to any representative or aHomey-In-fact under 9 0 the provisions of this article may be revoked at anytime by the Board, the Chairman, the President or by the officer or officers granting such power or authority. C. ARTICLE All — Execution of Contracts — SECTION 5. Surety Bonds and Undertakings. Any officer of the Company authorized for that purpose in writing by the chairman or the president, E a? and subject to such limitations as the chairman or the president may prescribe, shall appoint such attomeys-in-tact, as may be necessary to act in behalf of the Company to make, execute, -. M seal, acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations. Such aftomeys-in-fact subject to the limitations set forth in their r_ oa respective powers of attorney, shall have full power to bind the Company by their signature and execution of any such instruments and to attach thereto the seal of the Company. When so 00 executed such instruments shall be as binding as if signed by the president and attested by the secretary. O Certificate of Designation —The President of the Company, acting pursuant to the Bylaws of the Company, authorizes ©avid M. Carey, Assistant Secretaryto appoint such altorneys-in- r� fact as may be necessary to act on behalf of the Company to make, execute, seal, acknowledge and deliver as surety any and all undertakings, bonds, recognizances and other surety obligations. Authorization — By unanimous consent of the Companys Board of Directors, the Company consents that facsimile or mechanically reproduced signature of any assistant secretary of the Company, wherever appearing upon a certified copy of any power of attorney issued by the Company in connection with surety bonds, shall be valid and binding upon the Company with the same force and effect as though manually affixed, I, Gregory W Davenport, the undersigned, Assistant Secretary, of American Fire and Casualty Company, The Ohio Casualty Insurance Company, Liberty Mutual Insurance Company, and West American insurance Company do hereby certify that the original power of attorney of which the foregoing is a full, true and correct copy of the Power of Attomey executed by said Companies, is in full force and effect and has not been revoked. IN TESTIMONY WHEREOF, I have hereunto set my hand and affixed the seals of said Companies this_ day of 42 ? f.� i4 _ , 20T . By: Gregory VV Davenport, Assistant Secretary LMS_12873-122013 - 26 of 250 c,C7iF.t1]l . CITY OF SOUTH BEN® INDIANA J SELLER'S BID FOR SALE OR LEASE OF MATERIALS DID NAME 2014 UNIFORM AND FLOOR MAT SERVICE AHD RENTALS "r FOR BIDS DUE September 23, 2014; 9:30 a.m. x 865 C�j Bidder Date: �1 f a,-,)_aD A (Firm): Lit. -M7,5 LD Address: - City/State/Zip: III '4WAelephone Number; !S-14 J � Agent of Bidder (if Applicable): W IA When the prospective Contractor is unable to certify to any of the statements helow, it shall attach art explanation to this Affidavit. CONTRACTOR'S NON -COLLUSION AND NON -DEBARMENT AFFIDAVIT, CERTIFICATION REGARDING INVESTMENT WITH IRAN, EMPLOYMENT ELIGIBILITY VERIFICATION, NON-DISCRIMINATION COMMITMENT AND CERTIFICATION OF USE OF UNITED STATES STEEL PRODUCTS OR FOUNDRY (Must be completed for all quotes and bids. Please type or print) STATE OF } SS: COUNTY ) The undersigned Contractor, being duly sworn upon his/her/its oath, affirms under the penalties of perjury that: 1. Contractor has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding, Contractor further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale; and 2. Contractor certifies by submission of this proposal that neither contractor nor any of its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this. transaction by any Federal department or agency; and 3. Contractor has not, nor has any successor to, nor an affiliate of, Contractor, engaged in investment activities in Iran. a. For purposes of this Certification, "Iran" means the government of Iran and any agency or instrumentality of Iran, or as otherwise defined at Ind. Code § 5-22-16.5-5, as amended from time -to -tithe, b. As provided by Ind. Code § 5-22-16.5-8, as amended from tithe -to -time, a Contractor is engaged in investment activities in Iran if either; Contractor, its successor or its affiliate, provides goods or services of twenty million dollars ($20,000,000) or more in value in the energy sector of Iran; or ii. Contractor, its successor or its affiliate, is a financial institution that extends twenty million dollars ($20,000,000) or more in credit to another person for forty-five (45) days or more, if that person will (i) use the credit to provides goods and services in the energy sector in Iran; and (ii) at the time the financial institution extends credit, is a person identified on list published by the Indiana Department of Administration. 4. Contractor does not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the Contractor subsequently learns is an unauthorized alien. Contractor agrees that he/she/it shall enroll in and verify the work eligibility status of all of Contractor's newly hired employees through the E-Verify Program as defined by I.C. 22-5-1.7-3. Contractor's documentation of enrollment and participation in the E-Verify Program is included and attached as part of this bid/quote; and 5. Contractor shall require his/her/its subcontractors performing work under this public contract to certify that the subcontractors do not knowingly employ or contract with an unauthorized alien, nor retain any employee or contract with a person that the subcontractor subsequently learns is an unauthorized alien, and that the subcontractor has enrolled in and is participating in the E-Verify Program.. The Contractor agrees to maintain this certification throughout the term of the contract with the City of South Bend, and understands that the City may terminate the contract for default if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the City. 6. Persons, partnerships, corporations, associations, or joint venturers awarded a contract by the City of South Bend through its agencies, boards, or commissions shall not discriminate against any employee or applicant for employment in the performance of a City contract with respect to hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of race, sex, religion, color, national origin, ancestry, age, or disability that does not affect that person's ability to perform the work. In awarding contracts for the purchase of work, labor, services, supplies, equipment, materials, or any combination of the foregoing including, but not limited to, public works contracts awarded under public bidding laws or other contracts in which public bids are not required by law, the City, its agencies, boards, or commissions may consider the Contractor's good faith efforts to obtain participation by those Contractors certified by the State of Indiana as a Minority Business ("NME") or as a Women's Business Enterprise ("WBE") as a factor in determining the lowest, responsible, responsive bidder. In no event shall persons or entities seeking the award of a City contract be required to award a subcontract to an MBE/WBE; however, it may not unlawfully discriminate against said WBE/MBE. A finding of a discriminatory practice by the City's MBE/WBE Utilization Board shall prohibit that person or entity from being awarded a City contract for a period of one (1) year from the date of such determination, and such determination may also be grounds for terminating the contact for which the discriminatory practice or noncompliance pertains. 6. The undersigned contractor agrees that the following nondiscrimination commitment shall be made a part of any contract which it may henceforth enter into with the City of South Bend, Indiana or any of its agencies, boards or commissions. Contractor agrees not to discriminate against or intimidate any employee or applicant for employment in the performance of this contract with privileges of employment, or any matter directly or indirectly related to employment, because of race, religion, color, sex handicap, national origin or ancestry. Breach of this provision may be regarded as material breach of contract. I, the undersigned bidder or agent as contractor on a public works project, understand my statutory obligations to the use of steel products or foundry products made in the United States (I.C. 5-16-5-1). 1 hereby certify that I and all subcontractors employed by me for this project will use steel products or foundry products on this project if awarded. I understand that violations hereunder may result in forfeiture of contractual payments. I hereby affirm under the penalties of perjury that the facts and information contained in the foregoing bid for public works are true and correct. Dated this rt9 day of!�ffZ-,20 i4 Contractor/Bidder (1i irrn) Signature of Contractor/Bidder or Its Agent Printed Name and Title Subscribed and sworn to before me this.QA day of 1, 20� My Commission Expires County of Residence Notary Pu lic Sat. 016,., PECIRGAMNS r; CITY OF SOUTH BENS ,86 BID NAME _2014_Uniform and Floor Mat Service and Rentals FOR BIDS DUE September 23, 2014; 9:30 a.m. SPECIFICATIONS FOR 2014 UNIFORM AND FLOOR MAT SERVICE AND RENTALS It is the intent of these specifications to describe all services required by the City of South Bend for Uniform and Floor Mat Service and Rentals. The City of South Bend reserves the right to reject any and all bids or to accept a full or partial award of the bid or bids which, in its judgment, will be in the best interest of The City of South Bend. Vendor to complete bid proposal, options, and non-discrimination commitment contained in this bid specification and attach the submitted bid. Any exceptions to the following specifications must be noted by the Vendor on the BID PROPOSAL, pages. General Terms This bid is for a three (3) year agreement beginning on December 12, 2014 and ending on December 11, 2017. The bid is to include provisions for one extension for a two (2) year period. This agreement is subject to annual appropriations of the South Bend Common Council. All bid prices shall be firm for this three (3) year agreement. The terms and prices of the extension must be clearly outlined on the bid Proposal page. The number of uniforms required is based upon the number of employees in each Department or Bureau. The number of Floor Mats is based on layouts of the buildings. The quantities stipulated in these specifications are on a more or less basis, and should not be considered to be as an absolute number or quantity. The Board reserves the right to reject any and/or all bids or portions thereof, and to waive any irregularities or informalities. Awards will be made to the lowest responsible and responsive bidder, based on an aggregate value on a non -divisible basis. All garments must be U.S.A. manufactured products. All uniforms shall bear two (2) standard embroidered emblems on the front (2 1/z x 4 '/z ), identifying both the Department, Division, or Bureau and individual'y first name, and ID number. The successful Bidder shall measure and fit all employees individually, and determine if the employee will clean their own uniform. Prices shall be bid on a per employee, per week basis for each delivered clothing group. The bid price per employee per week shall include all services provided by bidder under this contract, except for payment for lost/damaged garments stated under "Replacement and Repair". In addition, prices will be provided for uniform rental, excluding cleaning service as indicated on the Bid/Proposal Page. Invoices shall be based on items delivered to the department on a monthly basis. Invoices shall also be specific to the individual department. Employees may choose long or short sleeve shirts at the time of the original fitting. All uniforms provided pursuant to these specifications shall be new as of the beginning of the contract period. All new employees hired, during this contract period shall receive new uniforms. The successful Bidder shall furnish, as part of the bid, individual locked storage lockers for each employee. Vendor will keep all uniforms in good repair, cleaned, and properly pressed, packaged and identified. Pick up and delivery will be on a weekly basis. The successful bidder will provide laundry hampers for soiled uniforms. Vendor will provide to each department a list of employees that will clean their own uniform(s). The initial list will be furnished when the new uniforms are delivered, and will be updated on a quarterly basis. Biel Bond Since the total contract price will be difficult to calculate, the amount of the Bid Bond required for this bid is set at $10,000.00. Replacement and Repair All repairs and replacements are the responsibility of the vendor. All replacements must be good serviceable garments, and uniforms will be replaced before they have a worn out appearance. All uniforms lost or damaged beyond repair (other than ordinary wear and tear), or not returned, at the termination of this contract, shall be paid for at prices that will be included in this bid, on a depreciated basis, Proof of lost or damaged garments must be given to each Department head before payment will be made. Segwice If service is unsatisfactory, the City will give supplier thirty (30) days to correct the problem to the City's satisfaction. If service remains unsatisfactory, the City may cancel the rental agreement with a thirty (30) day notice written to the vendor from the Board of Public Works. Notices Upon discovery of any potential non-compliance on the part of the City, including but not limited to, allegedly missing uniforms, the supplier shall notify the City of the non-compliance within forty,five. (45) days of discovery. Failure to notify the City will cause the Supplier to forfeit its claims. Emblems and Insi nias Extra emblems, supplied by the City, will be sewn on shirts, at no charge, by the vendor. Additional Charges None of the following will be allowed; 1. No installation or prep charges. 2. No makeup charges assessed per garment for "change over" in employees, size, color, or style. 3. No fuel adjustments or handling charges. 4. No additional charges will be assessed during the contract period, except when indicated by a written change order signed by the vendor and accepted by the City. Both parties signing the change order must be authorized to act on behalf of their respective organizations. Imnlearmentation Plan Vendor to include a full implementation plan and dates including, but not limited to; Sizing employees, delivery of Uniforms, and deploying the uniforms into service. All sizing, ordering and receipt of all products in this bid must be complete and ready for use no later than December 12, 2014. A detailed list of individual items is to be provided to the City of South Bend by the successful bidder. The list shall include the description the item, and its replacement cost. The replacement cost will be depreciated accordingly and used to determine the value of any items not returned at the end of the contract or if items are lost daring the contract term. Conliarmcy Plan Vendor to state contingency plan(s) in the event the facility or equipment has a failure that would prevent the Vendor from weekly delivery. Other Vendor to state any additional services they provide that may be helpful to this program. Delivery Points Delivery shall be made to the following addresses for each department. Delivery locations identified are not intended to be exclusive. Supplier will be notified of any additions or changes that may occur during the course of the rental agreement. ] . Public Works Facility 731 S. Lafayette, South Bend, IN 46628 Street Department Sewer Department Traffic & Lighting Building Maintenance 2. Parks & Recreation 321 E. Walter, South Bend, IN 46614 Newman Recreation Center (Mats & Uniforms) 727 S. Eddy St. South Bend, IN Elbel Maintenance (Uniforms) 26595 Auten Rd. South Bend, IN 46628 Erskine Tree Barn & Maintenance Shop (Mats & Uniforms) 4016 Fellows St., South Bend, IN 46614 Howard Park Maintenance Garage (Mats & Uniforms) 325 S. St.Louis Blvd., South Bend, IN 46617 Rum Village Nature Center (Mats & Uniforms) 2626 S. Gertrude, South Bend, IN 46614 Charles Black Sr. Recreation Center 3419 W. Washington, South Bend, IN 46619 Martin Luther King Recreation Center 1522 W. Linden, South Bend, IN 46628 Studebaker Golf Course Maintenance Building (Uniforms) 531 E. Ewing, South Bend, IN 46613 Potawatomi Zoo & Ella Morris Conservatory (City Greenhouse) (Mats & Uniforms) 500 S. Greenlawn Ave., South Bend, IN 46615 2105 Mishawaka Ave., South Bend, IN 46615 Howard Park Ice Rink (Rugs) 219 S. St. Louis Blvd., South Bend, IN 46617 3. Central Services Division 1045 W. Sample St. South Bend, IN 46619 4. WasteWater Treatment Plant 3113 Riverside Dr., South Bend, IN 46628 Compressor Building (East Side of Street) 5, WasteWater Laboratory 3113 Riverside Dr., South Bend,IN Office (West side of Street) 6. Sanitation Garage 3113 Riverside Dr., South. Bend, IN 46628 Vehicle Maintenance Solid Waste 7. Water Works North Pumping Station-830 N. Michigan St., South Bend, IN 46601 Olive Street Pumping Station-915 S. Olive St. South Bend, IN 46619 Water Works Main Office-209 N. Main St., South Bend, IN 46601 Customer Service----125 W. Colfax Ave., South Bend, IN 46601 8, Century Center Maintenance 120 S. St, Joseph, South Bend, IN 46601 9, Code Enforcement 521 Eclipse Place, South Bend, IN 46628 10. Animal Control 105 S. Olive St. South Bend, IN 46619 11. Organic Resource Facility 4340 Trade Dr., South Bend, IN 46628 Products A. Groug1. Floor Mats: 100 % nylon pile on Nitrile rubber backing 3x4 mats --- 75 per week more or less 46 mats --- 35 per week more or less 3x10 mats-115 per week more or less B. Group 2 A uniform which consists of a fitted shirt and pants. Shirts shall include a collar and button closures (not snaps). Pants may be straight or pleated as the department prefers. A variation in color from department to department (Streets, Solid Waste, Wastewater, Central Services, Water Works) is required. Material offered is to be a blend of 65% Polyester 35% Cotton, or 100% cotton (for welding). Universal fit is to be offered as an option. Uniform Pants and Shorts 65% Polyester-35% Cotton or 100 % Cotton Durable Press finish Vat -dyed, mercerized, twill weave material 7 1/2 oz. Synthetic Blend pocketing and waist banding Zipper -fly pant closure, sizes must be available to size 66 Uniform. Shirts 65% Polyester-35% Cotton or 100% Cotton Vat -dyed, mercerized, 4'/z oz. plain twill fabric ,Stitched down front facing Lined collar and cuffs Snap fastener at collar two (2) pockets, minimum six (6) button front Sizes must be available to size XXXXXL Quantity: 1881 uniform sets per week more or less C. Group 3 Coveralls - standard cotton. Generally may be substituted in place of one complete uniform. Universal fit is to be offered as an option. Uniform Coveralls 65% Polyester-35% Cotton or 100% Cotton Vat -dyed, -mercerized, 7 3/4 oz. twice weave material Bi-swing action back model Two-way zipper front Quantity: 168 each per week more or less D. Grout) 4 Lab Coats_ Basic White. Knee Length, long sleeve. 80/20 Poly/Cotton blend. Shop Coats 65% Polyester---35% Cotton Vat -dyed, mercerized, 7 3/4 oz. plain twill fabric Bi-swing action back model Corrosion resistant stainless steel buttons Quantity: 108 Lab Coats per week more or less E. Group 5 Red shop rags Quantity: 800 each per week more or less White shop rags Quantity: 100 each per week more or less During the course of the agreement, other rentals may be added. A written change order will be initiated by the Vendor and accepted by an authorized representative of the City. Pricing and conditions must be consistent with similar items covered by the initial rental agreement. 0 CIMASO b , v... Exhibit A -- Provisions for 2 Year Extension Cintas will agree to all terms of initial bid specifications on a two (2) year extension at the expiration of the initial three (3) year agreement.. Cintas Corporation 4001 William Richardson Or. South Bend, IN 46628 Office 574.247.2340 www.r-intas.com �,CINTAsQ Exhibit B — Implementation Plan Sizing of Employees--10/20/14 thru 10/31/14 Individual days and times will be scheduled for each City of South Bend facility in order to size each employee with minimal interruption to employees. Uniform Delivery—12/8/14 thru 12/12/14 Uniforms will be delivered to each City of South Bend facility during the week of 12/8/14-12/12/14 and will be able to be used at that time by City of South Bend employees. Service — Ongoing Cintas will be on -site one time per week at each City of South Bend site enrolled in the uniform program. Upon each service visit soiled uniforms, shop towels, floor mats, etc. will be collected and taken back to Cintas facility. Clean product will be delivered. Uniforms turned in the previous week will be returned the following week. Cintas will always ensure weekly service is provided. Cintas Corporation 4001 William Richardson Dr. South Bend, IN 46628 Office 574.247.2340 www.cintas.com Exhibit C -- Depreciation Schedule Item 0-12 Months 13-24 Months 25 Months+ Uniform Shirt $20.00 $16.00 $12.00 Uniform Pant $23.00 $18.40 $13.80 Uniform Coverall $30.00 $24.00 $18.00 Lab Coat $32,00 $25.60 $19.20 3x5 Floor Mat $45.00 $40.50 $36.00 46 Floor Mat $70.00 $63.00 $56.00 3x10 Floor Mat $90.00 $81.00 $72.00 Red/White Shop Twl. $ .65 $ .65 $ .65 Cintas Corporation 4001 Witdaon Richardson Dr. South trend, IN 46628 Office 574,247,2340 www.cinLas.com L:'1 11 11' CITY OF SOUTH BEND F'V:iI:V. INSTRUCTIONS TO BIDDERS < K 17�Gr BID FORMS AND EXECUTION A. Bidders are expected to examine the Drawings, Specifications, Proposal and all Instructions. Failure to do so will be at the Bidder's risk. B. Each Bidder shall furnish all information required by the (Notice, Instructions to Bidders and Specifications. Bids must be made on the form provided. The Bidder shall sign the Proposal and Non -Collusion Affidavit, which is a part of the provided form, where indicated, provide a notary signature and provide all other information required. C. The Bidder shall sign the Proposal in the following manner: If the Proposal is made by an individual, his/her name and post office address must be shown. If made by a partnership or joint venture, the name and post office address of each member of the partnership or joint venture must be shown. If made by a corporation, the Proposal must be signed by an officer of the corporation or by a representative duly authorized by the corporation to execute the Proposal in its behalf. 2. SEALED BIDS ONLY A. Bids, Proposals, Guaranty, and other required documents must be submitted in a sealed envelope marked on the outside with the general classification of material bids, i.e. "Bid for Computer Equipment," "Bid for Front End Loader," or "Bid for Office Supplies." B. When samples are required, such samples shall be delivered or shipped at the bidder's expense to the address specified in the Invitation to Bid. Samples must be shipped separately from bid documents and labeled clearly with the Bidder's name, address and the commodity or equipment classifications and documents, the item (and item number, if any), and Material Safety Data Sheets (if applicable). All samples must be representative of the commodities or equipment which will be supplied by the successful Bidder. All samples will become the property of the City of South Bend and none will be returned, unless otherwise stated in the Specifications. C. In the event of an inconsistency between provisions of the contract documents, the inconsistency shall be resolved by giving precedence in the following order: 3. ORDER OF PRECEDENCE A. Bid Form attached Proposal B. Amendments to Specifications C. Specifications D. Special Provision E. Instructions to Bidders F. Notice to Bidders 4, DELIVERY OF BIDS A. Bids must be delivered to the Office of the Board of Public Works, 13Eh Floor, County -City Building, Room 1316, 227 West Jefferson Boulevard, South Bend, Indiana 46601 (574) 235- 9251, by the time specified (local time) in the Notice to Bidders. If not delivered personally, the sealed envelope containing the Bid must be mailed to the following address: City of South Bend Clerk of the Board of Public Works 1316 County -City Building 227 West Jefferson Boulevard South Bend, Indiana 46601 B. The Post Office Department will be considered agent of the Bidder in delivering the bid. The City will not be responsible for deliveries. Any Bids received after the time specified will be returned unopened. C. Bids will be opened and read publicly at the time and place designated in the Notice to Bidders. Bidders, their authorized agents, and the public are invited to be present. D. Bidders may bid on one (1) or more item, provided however, that the bid submitted for each is delivered in a separate,_ sealed onvelope, with the envelope clearly labet_ed on the outside as to the specific item for which the bid is being submitted. Bidders may submit separate bid bonds for each item being bid upon OR may submit one (1) bid bond equal to 10% of the combined total of all bids submitted. E. The Board may reject any bid that does not conform to these requirements as non- responsive. S. ADDENDA— NO VERBAL INTERPRETATIONS A. No inquiries by Bidders relative to interpretation of Plans, Specifications, Special Provisions, or other Bidding Documents will be answered verbally. If any prospective Bidder is unable or unwilling to comply with one or more requirements of the bidding document, such Bidder should so inform the Board of Public Works in writing. Upon receipt of such information, consideration will be given to the advisability of issuing an Addendum which would thereupon become applicable to all Bidders. Any such inquiry must be submitted at least seven (7) days prior to the bid opening date in order to give the Board sufficient time to consider any . necessary Addendum, All answers to such inquiries, in the form of Addenda, will be furnished to all prospective Bidders who have registered with the City. All Bidders are required to acknowledge receipt of any Addenda by inserting the Addendum number and the issuing date on executed Proposals. 6. REJECTION OF PROPOSALS CONTAINING ALTERATION ERASURES INCOMPLETE BIDS AND ETC. A. Proposals shall be rejected if they show any alteration of form, additions not called for, conditional or alternate bids (except when and insofar as are invited), incomplete bids, erasures or irregularities of any kinds. B. All blank spaces for bid prices must be flied in, in ink, with the unit price and total price for each item (This does not apply to divisible bids). In case of incorrect totaling of amounts and where the unit price and the extension thereof do not agree, the unit price for each item shall govern, and the City is authorized to correct all erroneous extension and totals for the purpose of comparing bids. 7. TRADE DISCOUNTS A. Trade discounts shall not be shown separately, but shall be incorporated in the Bidder's unit price, unless otherwise specified. VEHICLE BIDS A. Bidders may bid on one (1) or more vehicles, provided however, that the bid submitted for each vehicle is delivered in a separate, sealed envelope, by vehicle, with the envelope clearly labeled on Bidders may bid on one (1) or more vehicles, provided however, that the bid submitted for each vehicle is delivered in a separate, sealed envelope, by vehicle, with the envelope clearly labeled on the outside as to the specific vehicle for which the bid is being submitted. Bidders may submit separate bid bonds for each vehicle being bid upon OR may submit one (1) bid bond equal to 10% of the combined total of all vehicle bids submitted. 9. The Board may reject any bid that does not conform to these requirements as non -responsive. 10. TAX EXEMPTIONS A. The City of South Bend is exempt from the payment of federal excise and transportation taxes levied under the provision of the Internal Revenue Code. It is also exempt from the Indiana State Gross Retail Tax (sales tax). The City will furnish the successful Bidder with any certificate of exemption required. 11. WITHDRAWAL OF BIDS A. Withdrawal of bids will be allowed only in those cases in which a written request to withdraw a bid is received by the Board of Public Works prior to the date and hour for receiving and opening bids. In such cases, the same will be returned to Bidder unopened. 12. ESCALATOR OR CONTINGENT CLAUSES A. The use of escalator clauses or other contingent clauses by the Bidder is prohibited, unless requested or permitted by the Invitation to Bid. No Proposal shall contain nor be accompanied by any writing purporting to limit or qualify the City's right to accept such Proposal or purporting to alter such Proposal or any Contract which may be executed pursuant thereto. 13, PRICES MUST BE DELIVERED PRICES A. The bid price shall be a delivered price. All materials shall be shipped F.O.B. destination as specified in the Invitation to Bid. No fuel surcharges accepted. 14. AWARD —WAIVER OF TECHNICALITIES A. The Award of Bid, if any award be made, will be made within sixty (60) calendar days after the opening of Proposals to the lowest responsible and responsive Bidder who's Proposal complies with all the requirements prescribed, exclusive of technicalities waived. Until the final award of the Bid, however, the right is reserved by the City to reject any and all Proposals and to waive technical errors. 15. SPLITTING OF AWARDS/DIVISIBLE BIDS A. Bids will be awarded on the basis of the total dollar amount for all items in the Proposal unless the bid is described by the City as a Divisible Bid. The City may award a Divisible Bid to the lowest responsible and responsive Bidder for each item or class of items as indicated in the bid documents. 16. BIDDER QUALIFICATION A. The City may require any Bidder to submit evidence of qualifications, and may consider any evidence of the financial, technical, and other qualifications and abilities of the Bidder. The City will not award a Contract to a Bidder who, in its opinion, is not fully qualified on the basis of financial resources and responsibility, possession of adequate equipment, personnel, experience, and past record of performance to perform the obligations to be undertaken competently and without delay, 17. PURCHASE ORDERS A. A Purchase Order will be issued to the successful Bidder after formal acceptance of the bid is made by the City. 18. NEW MANUFACTURE A. Unless otherwise specified in the Invitation to Bid, the items offered shall ail be new and the latest model of manufacture. 19. SOURCE OF SUPPLY A. If the Bidder is not a manufacturer, the source of supply must be shown and all sub- contractors must be identified. 20. PACKAGING A. All items shall be delivered strongly packed and marked according to accepted commercial practice unless otherwise directed in the Specifications. No charge shall be made for containers and the City shall have no obligation to return containers unless otherwise provided by the Specifications or Special Provisions. Any items not received in good condition will be rejected. 21, INSPECTION OF GOODS A. The City of South Bend reserves the right to inspect and have any goods tested after delivery for compliance with the specifications. Notice of latent defects, which would make the item unfit for the purposes for which they are required, may be given at any time within one year after discovery of the defects. B. All items rejected must be removed immediately by the Contractor at the expense of the Contractor. If the Contractor fails or refuses to remove the rejected items, they may be sold by the City of South Bend. C, In some cases, at the discretion of the City, inspection of the commodities or equipment will be made at the factory, plant, or other establishment where they are produced before shipment. D. The above provision shall not be construed in limitations of any rights the City may have under any laws including the Uniform Commercial Code. 22. ASSIGNMENTS A. No person to whom a Contract has been awarded may assign his interest in the Contract without the consent, in writing, of the City. 23, CANCELLATION A. The City of South Bend reserves the right to cancel any Contract for failure or refusal of performance, fraud, deceit, misrepresentation, collusion, conspiracy, or any other misconduct on the part of the Contractor. 24. DEDUCTION OF DAMAGES A. If the City cancels the contract for any cause, it shall deduct from whatever is owed the Contractor on the Contract or any other Contract, any amount sufficient to compensate the City for any damages suffered by it because of the Contractor's wrongdoing. 25. METHOD OF INVOICING FOR PAYMENT A. Contractor shall bill the City of South Bend 1. On regular invoice form giving a complete and detailed description of the goods delivered, including purchase order number. 2. If the Contractor allows a discount, the period of time in which the City must make payment to qualify for the discounts shall be computed from the date the City received the invoice (completely filled out), or the date the goods are delivered and accepted, whichever may be later, and shall not be less than twenty (20) days. 3. If more than one shipment is made under the Contract and on the same purchase order, the City will make partial payments on a basis that is agreeable to both parties. 26, OWNERSHIP OF GOODS A. The goods which are the subject of the Contract shall remain property of the Contractor until delivered to and accepted by the City of South Bend. 27. ESTIMATED QUANTITIES A, If the quantity set forth in the Notice to Bidders and Proposal is approximate and represents the estimated requirements of the City for a specified period of time, the unit price and the extended total price thereof shall be used only as a basis for the evaluation of bids. The actual quantities necessary may be more or less than the estimate, but the City shall neither be obligated nor limited to any specific amount. The City will, if at all possible, restrict increases to twenty percent (20%) of the estimated quantity and will, if at all possible, restrict decreases to twenty percent (20%) of the estimated quantity. M TERM "OR EQUAL„ A. Where the term "OR EQUAL" is used in these Specifications, the Bidder deviating from specified item shall file with his/her bid a letter fully explaining and justifying his/her proposed article or equal. The City of South Bend shall be the sole judge in determining if the "OR EQUAL" offered meets the Specifications. 29. INDEMNIFICATION CLAUSE A. The Contractor agrees to indemnify, defend, and hold harmless the City of South Bend, its agents, officers, and employees from all costs, losses, claims and suits, including court costs, attorney fees, and other expenses, arising from or out of the negligent performance of this Contract by the Bidder or because or arising out of any defect in the goods, materials or equipment supplied by the Bidder. NOTE: Incoming mail does not reach the Board of Public Works until after 9:30 a.m. If you are sending your bid via Federal Express or another overnight source, Please confirm that; your package will arrive before the bid opening time and date. BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date Name December 7. 2017 ra Clark Department Human Resources " Agreement ❑ Professional Services ❑ Bid Opening ❑ Quote Opening ❑ Change Order No. ❑ Ease/Encroach. ❑ Other: N Contract U Proposal U Addendum ❑ Resolution ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Award ❑ C/O & PCA No. ❑ PCA ❑ Traffic Control Re aired Information Company or Vendor Name Cintas New Vendor ❑ Yes ® No ❑ If Yes, Approved_ by Purchasing MBE/WBE Contractor ❑ MBE ❑ WBE MBE/WBE Contractor Requested ❑ No ❑ Yes Name of Company Project Name Two Year Extension of Cintas. Contract for Uniform/Mat Cleaning Project Number NIA Funding Source NIA Account No. NIA Amount $ See Bid/Proposal Schedule Terms of Contract Extension of existing contract --no change in prices or other terms. Purpose/Description The original Cintas contract contemplates a two-year extension to the original three-year contract, at the same rates. This agenda item is to implement the two-year extension. The contract is for uniform cleaning and floor mat service and rentals ❑ Required Contractor's Certification Form Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verifv, Iran. etc.) Amount of ❑ Increase $ ❑ Decrease $ Previous Amount Current Percent of Change New Amount Total Percent of Change: % Dispersal After Approval Copy Original ❑ ❑ ❑ ❑ ❑ ❑