Request for Quote #2403-A Uniform Rental Service

Purchasing Department 140 Stonewall Avenue West, Ste 204 FAYETTE Fayetteville, GA 30214 Phone: 770-305-5420 e ! wwwayettecountyga.gov Create Your Story res Ze TE March 26, 2024 Subject: Request for Quotes #2403-A: Uniform Rental Service Gentlemen/Ladies: Fayette County, Georgia invites you to submit a quote for the above listed solicitation in accordance with the information and specifications contained herein. Address any questions you may have about this request for quotes to Sherry White via email to swhite@fayettecountyga.gov or fax to (770) 719-5544. Questions will be accepted until 3:00p.m., Friday, March 29, 2024. Quotes will be accepted until 3:00p.m., Friday, April 5, 2024. Please provide your quote and other information via email to Sherry White, Contract Administrator at swhite @fayettecountyga.gov or fax to (770) 719-5544. Purchasing Department office hours are Monday through Friday 8:00 a.m. to 5:00 p.m. The

office telephone number is (770) 305-5420. Sincerel ga 7 a foo Ted L. Burgess Chief Procurement Officer TLB/sw Attachment 10 Quantities are Estimates: Quantities listed herein are estimates for the period specified. This will be an indefinite-quantity type contract, with County requirements fulfilled on an as ordered basis. No guarantee to purchase the amounts shown is intended or implied. The County reserves the right to order larger or smaller quantities at the prices stated in the quote. 11 Responder Substitutions: Responders offering substitutions or deviations from specifications stated in the Request for Quotes, shall list such substitutions or deviations on the Exceptions to Specifications sheet provided, or on a separate sheet to be submitted with the quote. The absence of such list shall indicate that the Responder has taken no exception to the specifications. The evaluation of quotes and the determination as to equality and acceptability of products or services offered shall be the responsibility of the County. 12 Non-Collusion: By responding to this Request for Quotes, the Responder represents that the quote is not made in connection with any competing Responder, supplier, or service provider submitting a separate response to this Request for Quotes, and is in all respects fair and without collusion or fraud. 13 Ethics Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is recommended for award to the Board of Commissioners or the County Administrator, or before the County renews, extends, or otherwise modifies a contract after it has been awarded, the Contractor must disclose certain relationships with any County Commissioner or County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter related by blood, adoption, or marriage (including in-laws). A relationship that must be reported exists if any of these individuals is a director, officer, partner, or employee, or has a substantial financial interest the business, as described in Fayette County Ordinance Chapter 2, Article IV, Division 3 (Code of Ethics). If such relationship exists between your company and any individual mentioned above, relevant information must be presented in the form of a written letter to the Director of Purchasing. You must include the letter with any bid, proposal, or price quote you submit to the Purchasing Department. In the event that a Contractor fails to comply with this requirement, the County will take action as appropriate to the situation, which may include actions up to and including rejection of the bid or offer, cancellation of the contract in question, or debarment or suspension from award of a County contract for a period of up to three years. 14 Evaluation: Award will be made to the lowest responsive, responsible Responder, taking into consideration payment terms, vendor qualifications and experience, quality, references, any exceptions listed, and/or other factors deemed relevant in making the award. The County may make such investigation as it deems necessary to determine the ability of the Responder to perform, and the Contractor shall furnish to the County all information and data for this purpose as the County may request. The County reserves the right to reject any item, any quote, or all quotes, and to re-solicit for pricing. 15 Partial Award: The County reserves the right to make award by item, by group of items, by any combination of items, or by lump sum award. The award will be made in the best interest of the County. Responders may restrict their offers to consideration of a lump sum award or other restriction only by so indicating on the pricing sheet or the Exceptions to Specifications sheet included in the Request for Quotes. Responders who do not restrict consideration of their offers in this manner shall be expected to accept any portion of the award. The County reserves the right to award multiple contracts for the products or services sought by this Request for Quotes. 16 Payment Terms and Discounts: The Countys standard payment terms are Net 30. Any deviation from standard payment terms must be specified in the resulting contract, and both parties must agree on such deviation. Cash discounts offered will be a consideration in awarding the quote, but only if they give the County at least 15 days from receipt of invoice to pay. For taking discounts, time will be computed from the date of invoice acceptance by the County, or the date a correct invoice is received, whichever is the later date. Payment is deemed made, for the purpose of earning the discount, on the date of the check. 17 Trade Secrets Confidentiality: If any person or entity submits a bid, proposal, or quote that contains trade secrets, an affidavit shall be included with the bid, proposal, or quote. The affidavit shall declare the specific included information which constitutes trade secrets. Any trade secrets must be either (1) placed in a separate envelope, clearly identified and marked as such, or (2) at a minimum, marked in the affidavit or an attached document explaining exactly where such information is, and otherwise marked, highlighted, or made plainly visible. See 0.C.G.A. 50-18-72 (A)(34). 18 Trade Secrets Internal Use: In submitting a quote, the Responder agrees that the County may reveal any trade secret materials contained in the quote to all County staff and officials involved in the selection process, and to any outside consultant or other third parties who may assist in the selection process. The Responder agrees to hold harmless the County and each of its officers, employees, and agents from all costs, damages, and expenses incurred in onnection with refusing to disclose any material which the Responder has designated as a trade secret. 19 Contract Execution & Notice to Proceed: After an award is made, and all required documents are received by the County, and the contract is fully executed with signature of both parties, the County will issue a written Notice to Proceed. The County shall not be liable for payment of any work done or any costs incurred by any Responder prior to the County issuing the Notice to Proceed. 20 Term of Contract: The initial term of this agreement shall begin on July 1, 2024, and continue for a period of one year through June 30, 2025. Thereafter, this agreement may be renewed for two additional one-year renewal terms (each a Renewal Term and together with the Initial Term, the Term) if the Contractor requests such renewal at least sixty (60) days prior to expiration of the Initial Term or the then-current Renewal Term. If the Contractor fails to request renewal, this Agreement may terminate at the end of the Initial Term or the then- current Renewal Term. This agreement is subject to the multi-year contractual provisions of 0.C.G.A. 36-60-13(a). 21 Unavailability of Funds: This contract will terminate immediately and absolutely at such time as appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the County under the contract. 22 Insurance: The Successful Responder shall procure and maintain the following insurance, to be in effect throughout the term of the contract, in at least the amounts and limits as Contractor is unable to deliver the products under the contract, it shall be the Contractors responsibility to obtain prior approval of the ordering agency to deliver an acceptable substitute at the same price quoted in the Contractors original bid. In the event any Contractor consistently needs to substitute or refuses to substitute products, the County reserves the right to terminate the contract or invoke the Delivery Failures clause stated herein. 29 Inspection and Acceptance of Deliveries: The County reserves the right to inspect all goods and products delivered. The County will decide whether to accept or reject items delivered. The inspection shall be conclusive except with respect to latent defects, fraud, or such gross mistakes as shall amount to fraud. Final inspection resulting in acceptance or rejection of the products will be made as soon as practicable, but failure to inspect shall not be construed as a waiver by the County to claim reimbursement or damages for such products which are later found to be in non-conformance with specifications. Should public necessity demand it, the County reserves the right to use or consume articles delivered which are substandard in quality, subject to an adjustment in price to be determined by the Purchasing Director. 30 Termination for Cause: The County may terminate the contract for cause by sending written notice to the Contractor of the Contractor's default in the performance of any term of this agreement. Termination shall be without prejudice to any of the Countys rights or remedies by law. 31 Termination for Convenience: The County may terminate the contract for its convenience at any time with 10 days written notice to the Contractor. In the event of termination for convenience, the County will pay the Contractor for services performed. The County will compensate partially completed performance based upon a signed statement of completion. 32 Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that performance of its obligations is delayed, restricted, or prevented by reason of any act of God, natural disaster, act of government, or any other act or condition beyond the reasonable control of the party in question. 33 Governing Law: This agreement shall be governed in accordance with the laws of the State of Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any cause of action arising under this agreement shall be required to be brought in proper venue in Fayette County, Georgia. Checklist of Required Documents (Be Sure to Return This Checklist and the Required Documents in the order listed below) RFQ #2403-A: Uniform Rental Service Company information on the form provided Contractor Affidavit under O.C.G.A. 13-10-91(b)(1) Pricing sheet List of exceptions, if any on the form provided References on form provided Addenda, signed, if any are issued COMPANYS NAME: COMPANY INFORMATION RFQ #2403-A: Uniform Rental Service A. COMPANY Company Name: Physical Address: Mailing Address (if different): Website (if applicable): AUTHORIZED REPRESENTATIVE Signature: Printed or Typed Name: Title: E-mail Address: Phone Number: PROJECT CONTACT PERSON Name: Title: E-mail Address: Phone Number: REFERENCES RFQ #2403-A: Uniform Rental Service Please list three (3) references for current or recent customers who can verify the quality of service your company provides. Projects of similar size and scope are preferable. 1. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email 2. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email 3. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email COMPANYS NAME: Contractor Affidavit under O.C.G.A. 13-10-91(b)(I) The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. 13-10-91 and hereby verifies its compliance with 0.C.G.A. 13-10-91, attesting as follows: a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program; b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof; c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof; d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract; e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. 13-10-91(a), (b), and (c); f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. 13-10-91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. 13-10-91 to the public employer within five business days of receipt. a Federal Work Authorization User Identification Number Date of Authorization 2403-A: Uniform Rental Service Name of Contractor Name of Project Fayette County, Georgia Name of Public Employer | hereby declare under penalty of perjury that the foregoing is true and correct. Executed on 20. In (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF , 20. NOTARY PUBLIC My Commission Expires: SCOPE AND SPECIFICATION RFQ #2403-A: Uniform Rental Service Pants: e Industrial Cargo Pant: 8-0z, 65/35 poly/cotton twill, ratcheting zipper with button closure, two front pockets, two hip pockets, left pocket has button closure, two patch leg pockets with inverted center pleats, one-piece pocket flaps with mitered corners and two concealed snap closures, color: charcoal. Executive Pant: Pleated twill pants, 8.5-0z, 100% cotton twill resists staining, fading, shrinking, and wrinkling, permanent crease retention, soil-release finish, roomy pleated styling deep, reinforced front pockets, two back set-in pockets, brass ratcheting zipper, fabric in vat-dyed for long-lasting color, industrial launder, or machine washable, dry. Color: Khaki, Navy, Black Crawford pants: Womens pants, Rugged flex technology, Straight leg, Utility Pockets, and loop, 98% cotton/2% spandex canvas, Color: Navy Shirts: Ripstop Crew Shirts, 4.25-0z, 65/35 poly/cotton poplin ripstop, long sleeve, short sleeve, open collar with sewn-in stays, concealed, no-scratch button placket, button-through right chest pocket, utility pocket on left sleeve, straight hem, color: charcoal/royal. Executive Shirts: Executive Oxford: 4.5-0z, 60/40 cotton blend, long sleeve, banded button-down collar, adjustable two-button cuffs, and top-notch style. Includes a box bleated back and a tailored sleeve placket. Color: Light Blue, Dark Blue, White Polo Shirt: Womens blended polo, 60% cotton/40% polyester, pique, v-neck collar, short sleeve. Color: black, cobalt blue, red Polo Shirt: Mens blended polo, 60% cotton/40% polyester, pique, v-neck collar, short sleeve. Color: black, cobalt blue, red Jackets: e Slash Pocket Ike Jacket, fully lined, zip front, slash pockets, patch pocket on left sleeve, adjustable cuffs, and adjustable waist band tabs. Color: Charcoal .\ FAYETTE i Matt Create Your Story! RATAN YTS NTN Shop Towels e 100% cotton hemmed, light weight, machine washable Medium/maximum absorbency Ideal for wiping hands and parts for grease and oil Approximate size: 18 x 18 Color: Any Commercial Door Mats: e Synthetic Stain Resistant Fiber e Absorbent & Fast drying e High traction to prevent slipping 3 ft.x 5 ft. Color: Black or Charcoal PRICING SHEET RFQ #2403-A: Uniform Rental Service Responder agrees to perform all the work described in the Contract documents for the following prices: Total Units Units Price Replacement Number Cleaned No. of Per Unit Per Cost per Product Description of Units Weekly | Employees Week Price Week Item A B Cc D (BxC) E F (DxE) G Pants 11 : Cargo pant 35 Pants i 5 : Executive pant Shirts : Ripstop Crew shirt 11 30 Shirts : Executive Oxford Long sleeve 11 Shirts: Ladies polo Shirts: Mens Polo 11 Jacket: Slash Pocket Ike jacket Shop Towels 250 Commercial Door Mats 2 WEEKLY TOTAL NOTES: All applicable charges shall be included in your total quoted amount, including but not limited to materials, equipment, installation, labor, and any other amounts. No additional charges will be allowed after the quote received by date. All warranties shall be included in your total quoted amount. State Brand Quoted State, List or Attach the terms of your warranty, if applicable: COMPANYS NAME: EXCEPTIONS TO SPECIFICATIONS RFQ #2403-A: Uniform Rental Service Please list below any exceptions or clarifications to the specifications of this bid. Explain any exceptions in full. COMPANYS NAME: