INGHAM COUNTY ROAD COMMISSION
MASON, MICHIGAN
PROPOSAL #1517
UNIFORM RENTAL SERVICES
Sealed
proposals will be received by the staff of the Ingham County Road Commission
until 2:00 P.M. local time on Tuesday, September 11, 2007, in the Board Room of
the Ingham County Road Commission’s Austin E. Cavanaugh Administration Building
located at 301 Bush Street, Mason, Michigan 48854; telephone number
517-676-9722 or 1-800-968-9733, at which time and place the proposals will be
publicly opened and read.
Proposals
are to be submitted on proposal forms furnished by the Ingham County Road
Commission. Proposals must be in sealed
envelopes clearly marked on the outside as to the proposal number, time and
date of bid opening.
SPECIFICATIONS AND REQUIREMENTS
GOAL AND RFB PURPOSE
The Ingham County Road Commission
(ROAD COMMISSION) is dedicated to maintaining the health, safety and welfare of
its employees as well as the motoring public.
ROAD COMMISSION recognizes a need to increase efficiencies in its
existing processes, related operations and supporting personnel costs. The
major benefits for the services requested herein include a reduction in process
time, lower user costs a safer, cleaner work environment and a service to
satisfy our customer needs.
The Ingham County Road Commission
is requesting bids for rental and cleaning services for mechanics uniforms and
entryway mat supply and maintenance.
PROCUREMENT POLICY
Vendor’s response shall be made
without collusion with any other person, firm or corporation making a response
or who otherwise made a response.
BACKGROUND INFORMATION
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The
Ingham County Road Commission is responsible for more than 1,240 miles of
roads outside incorporated cities and villages throughout Ingham County.
Through the efforts of its more than 90 employees and 450 pieces of
equipment, those roadways are cleared of snow and are kept in good
repair. Road Commission mechanics
perform repairs on equipment from minor service work to major engine repair,
including welding and fabrication of materials to make necessary repairs.
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SCOPE
A Rental Garment Service for all of the
Ingham County Road Commission’s garments and other items covered by this
service agreement is requested for the term of five years, at the prices
and upon the conditions listed herein.
All garments will be cleaned and maintained
by the successful bidder. Any garments that require replacement due to normal
wear will be replaced at no cost.
A Customer Service Guarantee must
also be provided that permits the Ingham County Road Commission to discontinue
services of the Vendor if given prompt notice of a deficiency and the Vendor
fails to correct this deficiency within two weeks.
Please see Attachment A for Bid
sheet.
RESPONSIBILITIES
The
responsibilities under a proposed contract are that the Vendor is obligated to
supply the quantities and/or services that Road Commission requires for its
operations. Requirements stated herein are approximate but are not
guaranteed. Quantities may be more or
less than are stated herein.
Price changes will be accepted
only for reduced prices. The Road
Commission will not accept price increase changes during the contract
term. It is expected that any annual percentage
increase will be included in any response cost bid.
The Vendor shall supply all the
resources and staffing levels necessary to fully meet the requirements of this
proposal. Services will be provided for
all specified Road Commission sites within the time frames indicated in this proposal
and agreed to by contract. All personnel
supplied by the Vendor shall be insured before working on the Road Commission
contract. All necessary equipment,
materials, tools, special apparatus, labor and supplies required to complete
the services contained in this proposal will be the responsibility of the
Vendor.
The Vendor may provide
alternatives available that accomplish the objectives of this proposal. The assigned Vendor personnel will receive
and implement direction regarding priorities or special conditions, if necessary,
from the Road Commission as described herein.
EQUIPMENT SPECIFICATIONS, CHANGES
OF SPECIFICATIONS, AND ERRORS OR
OMISSIONS
Specifications that refer to brand
names, if any, are given for reference.
Vendors may bid on approved equivalent items, provided that any
deviations are noted and complete descriptive literature is furnished. The decision of the Road Commission, acting
through the Managing Director or his/her designee, shall be final as to what
constitutes acceptable deviations from specifications.
If any of the terms and conditions
prevent the bidder from responding, or if the bidder wishes to request
revisions of specifications or a change in quantity which will result in a
lower unit cost to the Road Commission, or obtain an interpretation, the bidder’s
request will receive consideration if presented to the Road Commission in
written format. If any change is found
desirable, the Road Commission will notify all Vendors by mail and postpone
response submission date, if necessary.
Vendors are not permitted to take advantage of any errors or omissions
in specifications. If any additional information, clarification, or instructions are
required, submit to Duane Yerks, Fleet Manager, via fax at 517-676-2085, e-mail
at dyerks@inghamcrc.org] or U.S. mail to the attention of Duane Yerks, Fleet
Manager, Ingham County Road Commission, P.O. Box 38, Mason, Michigan
48854. These questions must be
received ten (10) full business days before the response date listed under the Completion,
Deadline and Copies section of this proposal.
RECEIPT OF RESPONSES
All
responses must be submitted in sealed envelopes.
LABELING OF ENVELOPES
Vendors
must label envelopes containing responses as follows:
“Uniform
Rental Service, Proposal #1517
Ingham
County Road Commission
301 N.
Bush Street, P.O. Box 38
Mason, MI
48854”
COMPLETION, DEADLINE AND COPIES
An
official authorized to bind the Vendor to these provisions must sign the
response.
Completed responses: Must be received no later
than 2:00 PM on Tuesday, September 11, 2007. All
responses received become the property of the Ingham County Road
Commission. The Vendor must bid on all
items or services requested in this proposal.
The
sections of this proposal that require a response are:
1.
Scope, including each item listed in Attachment A
2.
Vendor references
3.
All attached forms
LATE RESPONSES
Late
responses will not be accepted. The
responsibility for delivering responses to the Road Commission on time rests
entirely with the Vendor. Late
responses will be returned to the Vendor unopened. The Road Commission will not be responsible for
unmarked/improperly marked responses or for responses delivered to the wrong
location.
WITHDRAWAL OF RESPONSES
No response shall be withdrawn for
60 days from submission deadline unless otherwise stated in the response
form. Vendors may reduce this time
period if stated on the response, but such responses may, at the discretion of
the Road Commission, be rejected on the basis of the reduced time period.
VENDOR RESPONSIBILITIES
The Vendor is required to be the
sole provider for all services offered in its response whether or not asked to
produce them. The Road Commission
shall consider the Vendor to be the sole point of contact with regard to
contractual matters, including payment of any and all charges resulting from a
contract.
AWARD
The Road Commission reserves the
unqualified right to award by item(s) unless otherwise stipulated. The Board of
Ingham County Road Commissioners reserve the right to reject any and all
proposals, or to waive defects and to accept the proposals in part or entirety
that, in the opinion of the Board, are in the best interest and to the
advantage of the Board of Ingham County Road Commissioners and the County of
Ingham, Michigan.
No
response will be accepted from, or contract awarded to, any person, firm or
corporation that is in arrears or in default to the Road Commission for any
delinquent debt, assessment or contract; or who has defaulted upon any
obligation to the Road Commission by failing to perform satisfactorily any
previous agreement or contract within the past seven (7) years.
COSTS
The Road
Commission shall not be liable for any costs incurred by the Vendor prior to
the execution of a contract.
CIVIL RIGHTS
The
Vendor shall comply with all state and federal Civil Rights and Equal
Employment Opportunity Laws. In accordance with all Federal and State
Legislation and Regulations governing Fair Employment, including but not
limited to, Title VI of the Civil Rights Act of 1964 the Michigan Civil Rights
Act and the Michigan Handicappers Civil Act, the Vendor agrees that it will not
discriminate against employees or applicants for employment with respect to
hire, tenure, terms, conditions, or privileges of employment because of
religion, race, color, national origin, age, sex, height, weight, marital
status, or handicap that is unrelated to the individual's ability to perform
the duties of a particular job or position.
INDEMNIFICATION
The Vendor
shall render harmless, the Road Commission, against and from all liabilities,
obligations, damages, penalties, claims, costs, charges, and expenses
(including without limitation, fees and expenses of attorneys, expert witness
and other Vendors) which may be imposed upon, incurred by or asserted against
the Road Commission by reason of any breach of any term of the contract of any
negligent or tortuous act or any failure by the Vendor or any of its personnel.
The Vendor
shall protect and indemnify the Road Commission against expense of any nature,
shall bear the cost of any lawsuits which may arise and shall pay damages which
may be awarded against the Road Commission for the use, under this
specification, of any patented device, process, apparatus, material or
invention.
STANDARD CONTRACTUAL LANGUAGE
Default, Breach
of Contract and Termination clauses considered to be standard contract terms
will be included in the final contract.
COMPLIANCE WITH LAWS AND SECURITY REGULATIONS
The Vendor
shall comply with and shall require its employees, agents and subcontractors to
comply with: (1) applicable federal, state and local laws, ordinances, code(s),
regulations and policies, including, but not limited to, all security
regulations in effect from time to time or developed in relationship to this
service.
The Vendor
shall hold the Road Commission harmless with respect to any damages arising
from any violations of same by it or its associates. The Vendor shall commit no trespass on any public or private
property in performing any of the services encompassed by this proposal. The Vendor shall require, as part of any
subcontract, that subcontractors comply with all applicable laws and
regulations.
PATENT AND OTHER PROPRIETARY RIGHTS INDEMNITY
The Vendor
warrants that the services and items proposed do not infringe upon or violate
any patent, copyright, trade secret and any other proprietary right of any
third party. In the event of any claim
by any third party against the Road Commission, the Road Commission shall
promptly notify the Vendor and the Vendor shall defend such claim in the Road
Commission’s name, at Vendor's expense and shall indemnify the Road Commission
against any loss, cost, expense or liability arising out of such claim, whether
or not such claim is successful.
CONSEQUENTIAL DAMAGES AND THIRD PARTY CLAIMS
Neither
party shall be liable to the other for any indirect, special or consequential
damages. The contract entered is for
the benefit of the parties to the contract only and not for any third party.
NON‑HIRING OF ROAD COMMISSION EMPLOYEES AND SUBCONTRACTORS
For the
term of the contract, the Vendor agrees not to employ any employee of the Road
Commission or any of the Road Commission’s subcontracted staff.
SECURITY
Unlawful
access, use, dissemination or tampering with any equipment or information
regarding or contained in the work environment at the Road Commission is
punishable under federal, state and local law.
DELIVERY SCHEDULE
The Vendor
must be flexible in its delivery schedule to accommodate a four or five day
work week for Road Commission employees.
The Vendor must be prepared to begin uniform and mat delivery on
November 1, 2007. All preparatory work
must be completed before November 1, 2007.
VENDOR EXPERIENCE
It is mandatory that the Vendor
demonstrate it’s ability to meet the requirements herein and Vendor shall
provide a list comparable services successfully provided to a minimum of three
(3) business entities over the last two years.
Vendor
must provide specific documentation confirming that services comparable to the
requirements of this proposal were accomplished, including a contact
information for the client firm.
The Ingham
County Road Commission reserves the right to contact references identified by
the Vendor and to reject responses that are deemed by the Road Commission to
have insufficient experience, or a history of poor past performance.
RESPONSE
EVALUATION CRITERIA
This response shall be evaluated,
selected and awarded based upon the following:
a. Cost
b.
Scheduling
c. References (must be included with
response)
d. Completeness of Response
e. Corporate Solvency
CONFLICT OF INTEREST
The Vendor
covenants that it presently has no interest and shall not acquire any interest,
direct or indirect, which could conflict in any manner or degree with the
performance of the services under this proposal. The Vendor further covenants that in the performance of the
Contract, no person having any such interest shall be employed.
The Vendor
further covenants that no officer, agent, or employee of the Road Commission
and no other public official who exercise any functions or responsibilities in
the review or approval of the undertaking or carrying out of this proposal has
any personal or financial interest, direct or indirect, in this proposal or in
the proceeds thereof via corporate entity, partnership, or otherwise.
The Vendor
also hereby warrants that it will not, and has not, employed any person to
solicit or secure this proposal upon any agreement or arrangement for payment
of a commission, percentage, brokerage, contingent fee, other than bona fide
employees working solely for the Vendor either directly or indirectly, and that
if this Warranty is breached, the Road Commission may, at its discretion,
terminate this proposal without penalty, liability or obligation, or may, at
its election, deduct from any amounts owed to the Vendor hereunder, any amounts
of any such commission, percentage, brokerage, or contingent fee.
In the
event an outside consultant or contractor was utilized for the development of
the bid specifications, such specifications shall be written in as generic
language as possible while still adequately describing the products or services
to be obtained. The contractor or
consultant developing or assisting in the development of the bid specifications
is precluded from bidding on those specifications, or assisting any other
bidder with respect to bidding, on those bid specifications. Any such bid that
is received shall be returned unopened.
If opened, that bid shall not be accepted. Each request for proposal developed, all or in part, by an
outside contractor/consultant shall stipulate that each bidder shall submit a
statement that it has no contractual agreements with, and has neither given nor
received any remuneration within the prior twelve (12) months to or from the
named consultant and/or contractor developing the specifications.
START OF WORK
No
Contract shall become effective until it has been approved by the Board of
Ingham County Road Commissioners and a “Notice to Proceed” is signed by the
Road Commission’s Managing Director, or his/her designee. Prior to the completion of this approval
process, the Vendor will have no authority to begin work. The Road Commission shall not incur any
liability to reimburse the Vendor regarding any expenditure for the purchase of
materials or the payment of services, prior to such approval.
MISCELLANEOUS
It shall
be the responsibility of the Vendor to become thoroughly familiar with the
provisions of these specifications.
After executing a contract, no consideration will be given to any claim
of misunderstanding.
News
releases pertaining to these proposals or provisions shall not be made without
prior written approval of the Road Commission’s Managing Director, or his/her
designee.
Vendor must be in compliance
with the Ingham County Road Commission’s Resolution #127-96 for the duration of
any contract with the Road Commission.
Resolution #127-96 refers to the payment of a prevailing wage to Vendor
employees and associated employees.
