TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: SEPTEMBER 24, 2024
Reviewed by:
City Manager: AP
SUBJECT:
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AUTHORIZATION TO ENTER INTO A CONTRACT WITH UNIFIRST CORPORATION FOR UNIFORM SERVICES (FUNDING SOURCE: VARIOUS)
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SUMMARY
The Community Services Department provides uniforms for maintenance, sanitation, and motor fleet personnel through a uniform service provider. Services under this contract include providing the uniform, laundering, and repair or replacement as needed. The budgeted amount to provide this service is $25,460 per year and is included in the operating budget of the Community Services Department.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to enter into a five-year agreement with UniFirst Corporation for uniform services in an amount not-to-exceed $30,000 annually.
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ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request more information from staff.
FINANCIAL REVIEW
The proposed agreement is for an amount not to exceed $30,000 annually, which allows for one-time set-up fees associated with new uniform services. Following the initial year, the cost to provide uniform services is estimated to be approximately $25,460 annually, which coincides with the 2024-25 uniform budget. The actual cost is subject to minor fluctuations based upon staff turnover and repair and replacements. All charges shall be based upon competitively bid unit pricing specified in the agreement. The agreement allows for an annual increase based upon the Los Angeles-Riverside-Orange County consumer price index from August to August, not to exceed 5 percent in any one year.
This purchase complies with all City purchasing guidelines. The City is a member of Sourcewell, an organization that competitively bids contracts. UniFirst was awarded a competitively bid uniform services contract via Sourcewell and the City can access that pricing via the proposed contract.
The staff cost to prepare this report and administer this contract is estimated at $2,600 and is included in the operating budget of the Community Services Department.
ANALYSIS
The City provides uniforms to Community Services Department personnel who have direct contact with the public. Providing uniforms prevents excessive soiling and wear on personal clothing due to the duties staff is required to perform. Uniform services include rental and laundering of uniforms, coveralls, and motor fleet shop towels. Weekly cleaning, scheduled replacement, logo and name badge attachment, and repairs are also included. To ensure that garments are presentable, replacement is determined by City staff and covered under the terms of this agreement unless damage is considered more than normal wear and tear.
The proposed contract unit pricing is competitively bid via Sourcewell, a cooperative purchasing alliance that provides access to competitively bid contracts and pricing. UniFirst has offices located in Ontario and currently provides service to the cities of Arcadia, Azusa, Hemet, Palm Springs, Perris, San Dimas, and the Town of Yucca Valley.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, Economic Sustainability Plan, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Kristin Mikula
Community Services Director Community Services Manager