From
Angi Mize
Title
Reject Bid #16118 and approve a price agreement for uniforms, mats and shop towel rentals and purchases from Cintas through a national inter-local agreement with US Communities at an estimated annual cost of $100,000 for three years totaling $300,000
Presenter
Robert Myers, Purchasing Manager
Recommended Action
Reject all bids responsive to RFP #16118 and approve award of contract to Cintas through the US Communities contract
Analysis
This contract will provide each of the City’s maintenance employees with a well-made, high-quality uniform that consistently presents a professional appearance meeting the high standards of the City. This will be done through the rental, laundering, repair and replacement of uniforms and through direct purchases as well. This contract will be utilized by the Streets, Water Utilities, Parks Maintenance, and Fleet divisions.
The City bid these services initially as RFP #16118 and received two responsive proposals. After an evaluation by staff Cintas was deemed to be the best value for the City. After this determination staff compared the proposal from Cintas against their pricing on the US Communities contract. After conducting this evaulation staff determined the US Communities contract offered better pricing and terms than the current City proposal from Cintas.
Staff recommends award of this contract through the US Communities contract and to reject bids for RFB #16118.
Chapter 271.102 of the Local Government Code authorizes local governments to participate in a cooperative purchasing program with another local government or local cooperative organization. In lieu of competitive bidding, items and services may be purchased through such agreements as the agreements have already been bid by the sponsoring entity or agency. The City of Grand Prairie has master inter-local cooperative agreements with various entities including US Communities.
U.S. Communities is the leading national government purchasing cooperative, providing world class government procurement resources and solutions to local and state government agencies, school districts (K-12), higher education institutes, and nonprofits looking for the best overall supplier government pricing
Cintas through their US Communities contract offers uniform, mats and shop towel weekly rentals as well as direct purchases.
The US Communities contract began April 1, 2012 and will expire March 31, 2019. The Vendor will honor their agreement for the full three year term as approved by US Communities.
Financial Consideration
The City spends an estimated $100,000 annually on uniform, mats and shop towels. Funds are available in various departments approved budgets and will be charged accordingly for orders placed through the end of the current fiscal year. Orders will only be placed in future fiscal years if funding is approved and appropriated.