BID #1206 DATE: February 3, 2016 BID SPECIFICATIONS FOR NARRAGANSETT BAY COMMISSION (NBC)

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1 The Narragansett Bay Commission Vincent J. Mesolella Corporate Office Building Chairman One Service Road Providence, RI Raymond J. Marshall, P.E Executive Director FAX BID #1206 DATE: February 3, 2016 BID SPECIFICATIONS FOR NARRAGANSETT BAY COMMISSION (NBC) SUPPLY AND DELIVER UNIFORMS AND MAT RENTALS PER FOLLOWING SPECIFICATIONS FOR ALL SITES. SCOPE OF SERVICES The following is a description of the minimum service level expected to be fulfilled with the awarded contract: 1. The awarded vendor will be responsible for providing high quality services and contract maintenance. This shall require the vendor to maintain and provide NBC with quality and accuracy assurance in service and product. Billing needs to be simple and accurate. 2 The Vendor is responsible for all required repairs that may be detected during the cleaning and garment quality process or as requested by NBC. In the event a garment is not repairable, the vendor is responsible for replacing the garment with a new item(s). 3 A multiple part logbook, or approved equivalent, is maintained at each service location. NBC employees document uniform requirements, complaints, problems, requests, etc. which is reviewed and acknowledged on the service day and acted upon accordingly by the Vendor. A new page must be provided for each week. The driver will inspect the logbook every week and sign that he/she has inspected the logbook and leave a copy or carbon copy at that site in the logbook for NBC s records. A SAMPLE OF THE LOGBOOK SHOULD BE INCLUDED IN VENDOR S BID PACKAGE. 1

2 4 Size changes will be taken care of at any time during the contract as may be required. Size changes should be documented in logbook or approved equivalent. 5 The following description of shirts, pants and jackets were taken from different manufacturer catalogues. Specifications were written so bidders could supply clothing bids for the specified garments or as approved equivalents. NBC will make one bid award to the responsive and responsible bidder who is the lowest bidder and meets the best overall needs of NBC. NBC will make final determination. SECTION I TERMS OF CONTRACT 1. Enclosed are the specifications for uniform rental services for approximately 92 people. Approximately 44 people at Field s Point WWTF, 12 people at IM Department and 36 people at Bucklin Point WWTF. Uniforms must be available in women and men s sizes. If women s sizes are not available the awarded vendor shall fit and alter uniform at no charge to NBC. 2. Blanket contract period will run and be quoted for FIVE (5) years 1 st year 2 nd year 3 rd year 7/1/2016-6/30/2017 7/1/2017-6/30/2018 7/1/2018-6/30/ th year 5 th year 7/1/2019-6/30/2020 7/1/2020-6/30/ Uniforms are to be rented, cleaned and maintained for the entire blanket period by the bid award vendor. Provide complete uniform issue. Uniforms must be new for all employees at the start of the contract. 4. All prices shall remain firm for the duration of the contract. There shall be no price increase. 5. Vendor rates must include rental and cleaning. 6. No extra charges for repairs or exchanges on uniforms. Provide free replacement garments as required. Normal wear and size changes are to be replaced as required. Replacement garments are to be new garments and not used garments. 7. Measure and fit for approximately 92 people at 3 locations and available for measuring of personnel in morning, afternoon and evening. Try for size measurement each person. An authorized uniform company official shall visit each location and measure each NBC employee to get accurate measurements. 8. All emblems are to be embroidered. No silk screen emblems will be accepted. Two (2) emblems per garment will be needed. Company name emblem and person s name emblem. One time set-up or bar code charge will be allowed, however, after initial set-up of account, no extra charges will be allowed for emblems, bar code, or set-up charges. Uniform shirts must have matching emblems or approved equivalent. Sample of NBC Logo is included with bid specifications. 2

3 9. There will be three (3) separate delivery locations. (FP) Field s Point WWTF, 2 Ernest St. Providence, RI (IM) Interceptor Maintenance Bldg., 1 Service Road, Providence, RI (BP) Bucklin Point WWTF, 102 Campbell Ave., E.Prov., RI SECTION II-LOCKERS TO BE PROVIDED 1. Wide body laundry lock-up units will be needed at 3 locations. Field s Point-3 units IM 1 unit Bucklin Point- 2 units. SECTION III CLOTHING 1. Number of changes: Five (5) changes per week. Issue to be eleven (11) shirts and eleven (11) pair of pants and two jackets for FP and BP staff. 2. NBC FP and BP Operators, Maintenance and Supervisory Staff will have a choice between six (6) uniform programs. (Approximately 80 people) 3. NBC FP, BP and IM Operators, Maintenance and Supervisory Staff pants will be the Cargo Style Pants.(approximately 92 people) 4. NBC FP and BP Operators, Maintenance and Supervisory Staff coats will get two (2) fully lined hip length coats. (Approximately 80 people) 5. FP and BP Electricians and Instrumentation staff will have Nomex IIIA, Indura Ultra Soft Uniforms or approved equivalent. (Approximately 12 people) a. Electrician and Instrumentation Staffs uniforms must meet or exceed NFPA 70E Standard for Electrical Safety. b. Electrician and Instrumentation staffs uniforms must be cleaned and pressed. SECTION IV SIX UNIFORM PROGRAM CHOICES 1. FP and BP Operators, Maintenance and Supervisory Staff will have a choice on the types of shirts they would like. There is no choice on type of pants or coat. All pants will be Cargo type and coats will be lined hip length. Here are the choices of the six (6) different uniform programs: Option 1: Eleven (11) Button down blended solid work shirts, long or short sleeve, or a combination of both, eleven (11) pair of pants and two (2) hip length coats. Option 2: Eleven (11) Short sleeve Polo Shirts, eleven (11) pair of pants and two (2) hip length coats. 3

4 Option 3: Six (6) Long or short sleeve button down blended solid work shirts and five (5) Polo shirts, eleven (11) pair of pants and two (2) hip length coats. Option 4: Six (6) Polo shirts and five (5) long or short sleeve button down blended solid work shirts, eleven (11) pair of pants and two (2) hip length coats. The next two options are for electricians and instrumentation staff only: Option 5: Eleven (11) Nomex IIIA long sleeve shirts, eleven (11) pair of Nomex IIIA pants and two (2) Nomex IIIA coats. Option 6: Five (5) Nomex IIIA long sleeve shirts, five (5) pair of Nomex IIIA pants, six (6) Nomex IIIA coveralls and two (2) Nomex IIIA coats. SECTION V CLOTHING SPECIFICATIONS A. FP and BP Long and Short Sleeve Button down Blended Work Shirts 1. FP and BP shirts must be designed and constructed with the following specifications or approved equivalent: A. 65% polyester, 35% cotton poplin. B. Soil release finish C. Durable, Breathable and comfortable fit. D. Banded collar with Sewn-In Stays. E. Color matching buttons. F. Button-Through chest Pockets (left has pencil staff) G. Medium gray in color. H. Long Sleeve has lined Cuffs. I. Short Sleeve has double-turned hems. J. Available sizes: S, M, L, XL, 2XL, 3XL, 4XL and Tall Sizes must be available. K. Bottom hem of shirt must straight and finished so wearer of shirt can keep bottom of shirt out and not tucked-in. L. Matching emblems for name and company sewn on shirts. 2. FP and BP Electricians and Instrumentation Staffs shirt will be the Nomex FR Work Shirt or approved equivalent. 4

5 3. Electrician and Instrumentation Staffs shirt must be constructed of Nomex IIIA, Indura Ultra Soft or approved equivalent. Shirt must meet the following specifications: A. Meet or exceed NFPA 70E Standard for Electrical Safety B. Long sleeve only. C. Fabric must be flame resistant, 4.5 oz. Nomex IIIA and sewn with Nomex fiber thread. D. Electrician and Instrumentation Staff Shirts must be cleaned and pressed. E. Two-pieced, lined convertible collar with stays. F. Extra room in body. G. Color-matched Melamine button front H. Two chest button-through flap pockets, (left has pencil staff) I. Royal Blue in color. J. Matching emblems for name and company sewn on shirts. K. Available sizes: S, M, L, XL, 2XL, 3XL, 4XL, Tall Sizes must be available. B. FP and BP Polo Work Shirts 1. FP and BP shirts must be designed and constructed with the following specifications or approved equivalent: A. 100% spun polyester B. Soil-release finish C. Three (3) button placket with wood-tone buttons. D. Matching tipped collar and welt cuffs. Black color on collar and sleeve trim with charcoal color diamond pattern on body and sleeves E. Even hem bottom. F. Left chest pocket G. Matching emblems for name and company sewn on shirts. H. Available sizes: S, M, L, XL, 2XL, 3XL, 4XL and Tall sizes. D. Pant Specifications 1) NBC FP, BP, IM, Operators, Maintenance and Supervisory Staffs Pants must be designed and constructed with the following specifications or approved equivalent: A. Dickies Cargo pants with solid brass zipper. B. Constructed of 65% polyester, 35% cotton twill C. EZ-touch softened fabric. D. Reinforced front pockets, buttons, belt loops and crotch seam. E. Two (2) roomy cargo pockets with hidden zipper closure. 5

6 F. Multi-use pocket on outside of left cargo pocket and inside right cargo pocket. G. Relaxed fit, flat front fit. H. IM Dept.: Navy blue in color. (approximately 12) I. FP & BP Color: Charcoal Gray ( approximately 80) J. Size range will be waist. 2) Electricians and Instrumentation Staffs pants must be constructed of Nomex IIIA, Indura Ultra soft pants or approved equivalent. A. Armorex FR Work Pants 9-0z. Indura Ultra Soft. B ATPV Rating C. Plain front, full cut with interlined waistband and button closure. D. Two (2) slack-style front pockets, two (2) set-in hip pockets, left pocket with button closure. E. Heavy-duty taped brass zipper. F. Sewn with Nomex fiber thread. G. Navy blue in color H. Available sizes Waist: 28-35, even sizes. Inseam to 35 E. FP and BP Jacket Specification 1) NBC FP and BP Operators, Maintenance and Supervisory Staffs will receive two fully lined panel front jackets. 2) The fully lined hip length jacket must be designed and constructed with the following specifications or approved equivalent: A. Hip length with solid brass zipper. B. 65/35 Poly/Cotton Twill C. 100% Polyester quilted permanent lining. D. On-Seam pockets. E. Left sleeve Utility Pocket F. Adjustable button cuffs. G. Charcoal gray in color H. Emblems must match jacket. Two embroidered emblems, NBC and name. I. Available sizes: S, M, L, XL, 2XL, 3XL, 4XL regular or long. 3) Electrician and Instrumentation Staffs jackets must be constructed of Nomex IIIA, Indura Ultra soft or approved equivalent. F. NOMEX IIIA COVERALLS 1) FP and BP electricians and instrumentation staff can have six (6) Nomex IIIA coveralls if they choose Option 6. The coveralls must be designed and constructed with the following specifications or approved equivalent: A. Meet or exceed NFPA 70E Standard for Electrical Safety. B. Long sleeve only 6

7 C. Fabric must be flame resistant, 4.5 oz. Nomex IIIA and sewn with Nomex fiber thread. D. Deep-pleated action back and side openings with snap closure. E. Two-way safety collar, mandarin style F. Two-way hidden Aramid taped brass breakaway zipper. G. Concealed snap at top of zipper, at neck, and at cuffs. H. Two front pockets, two chest pockets with flaps and concealed snap closure, pencil stall in left pocket. I. Two hip pockets, left sleeve tool pocket and utility pocket. J. Elastic waist inserts for comfort. K. Emblems must match coverall. Two embroidered emblems, NBC and name. L. Navy blue in color. M. Sizes 42-56, Regular and Long. SECTION VI FLOOR MAT RENTAL 1) During the term of the blanket Narragansett Bay Commission will rent with cleaning, for certain NBC sites, floor mats. Mats should be replaced every 2 weeks. 2) NBC sites include, but not limited to, the following buildings and separate purchase orders will be given for each of the following sites: Field s Point WWTF Site Administration Bldg. O&M Support Bldg. Pretreatment Bldg. Corporate Office Bldg. Interceptor Maintenance Bldg. 3) Quantity and color to be determined at a later date. 4) Bidder must quote on each size and price will remain firm throughout blanket period. Sizes will be 3 x5, 4 x6, 3 x 10 and 4 x 8. NBC reserves the right to add more sites as needed. SECTION VII QUALITY ASSURANCE 1) Sample of all uniform shirts, pants and jackets must be included with bid to be considered as a qualified, completed bid. Mat sample not necessary 2) The bidder must include their company quality policy with the bid. 3) If vendor does not manufacture garments themselves then vendor must acknowledge manufacturer. 4) Uniform supplier must stock garments as part of regular normal inventory or purchase through another vendor. 5) Supplier must state in bid how long cleaning and adding of new uniforms to people will take and how many pick-ups/drop-offs per week. 7

8 6) In addition to the above, the Service Program should provide accurate ongoing records of garment pick ups, deliveries, exchanges, or replacements, as well as an explanation of the inventory control system. 7) Narragansett Bay Commission reserves the right to ask for references and to confirm those references and contact further references obtained from other sources as deemed necessary. 8) Narragansett Bay Commission may make such investigation as it deems necessary to determine the ability of the bidder to perform the work, and the bidder shall furnish to NBC all such information and data for this purpose as NBC may request. 9) Any deviation(s) from these specifications shall be explained in detail on the bidders letterhead which accompanies the bid proposal. SECTION VIII NOTES NOTES: NBC IS A RI PUBLIC CORPORATION AND IS EXEMPT FROM RI STATE SALES TAX. CONTINUTION OF THE AGREEMENT BEYOND THE INITIAL TWELVE (12) MONTHS WILL BE CONTINGENT UPON SATISFACTORY PERFORMANCE; CONTINUED NEED FOR SPECIFIED PRODUCTS AND AVAILABLE FUNDS. CLEANING/LAUNDERING OF ALL UNIFORMS MUST BE WASHED IN FULL ACCORDANCE WITH THE STATE OF RHODE ISLAND REQUIREMENTS GOVERNING COMMERCIALAND INDUSTRIAL LAUNDRIES. ALL UNIFORMS MUST BE TREATED FOR MILDEW PREVENTION. ALL UNIFORMS MUST BE LAUNDERED USING DETERGENTS OR CLEANERS THAT LEAVE THE GARMENT ODOR FREE. UNIFORMS WHICH RETAIN AN OFFENSIVE SMELL OR RESIDUAL ODOR AFTER LAUNDERING WILL NOT BE ACCEPTABLE. ALL UNIFORMS MUST BE NEATLY PRESSED OR FINISHED WITHIN ACCEPTABLE STANDARDS AND THE BEST 8

9 PRACTICES OF THE INDUSTRY AND DELIVERED ONE SET, PER HANGER. UNIFORMS SHALL BE BOUND WITH A TWIST TIE OR OTHER BINDING MATERIAL FOR GROUPING BY EMPLOYEE. NBC WILL MAKE ONE BID AWARD TO THE RESPONSIVE AND RESPONSIBLE BIDDER WHERE BID IS THE LOWEST EVALUATED BID AND MEETS THE BEST OVERALL NEEDS OF NBC. NBC WILL MAKE FINAL DETERMINATION. EXHIBIT A VENDOR PRICING INDEX MUST BE COMPLETED AND SIGNED FOR VENDOR TO BE CONSIDERED FOR BID AWARD. QUESTIONS REGARDING THESE SPECIFICATIONS SHOULD BE DIRECTED TO JOE LAPLANTE VIA NO LATER THAN FEBRUARY 22, ONE (1) ORIGINAL AND ONE (1) COPY OF BID PROPOSAL MUST BE SUBMITTED. 9

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