Title
Chief Administrative Office, Procurement and Contracts Division, on behalf of various County departments, recommending the Board:
1) Pursuant to Article II, Section 210(b.)(6) of the El Dorado County Charter and in accordance with County Ordinance Code Chapter 3.13.030 section B, find that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work, it is more economical and feasible to contract out with a vendor for these services;
2) Approve and authorize the Purchasing Agent to sign Workplace Solutions Cooperative Acceptance Agreement 7820 with Cintas Corporation doing business as Cintas Corporation No. 2 for garment, linen, and related accessories rental and laundry services for use by County departments in a maximum amount of $650,000 for the period of November 1, 2023, through October 31, 2026;
3) Authorize the Purchasing Agent to extend the term of the requested Workplace Solutions Cooperative Acceptance Agreement 7820 if the OMNIA Partners (formerly U.S. Communities) cooperative purchasing group extends their Workplace Solutions Contract 001299 for the provision of garment, linen, and related accessories rental and laundry services;
4) Authorize the Purchasing Agent to increase the funds available on Workplace Solutions Cooperative Acceptance Agreement 7820 on an "as-needed" basis during the awarded contract period as long as funding is available within the requesting departments budgets;
5) Authorize the Purchasing Agent to execute administrative amendments to Workplace Solutions Cooperative Acceptance Agreement 7820, each amendment contingent upon County Counsel and Risk Management approval; and
6) Authorize the Purchasing Agent to increase compensation to Agreement for Services 6202 with Aramark Uniform & Career Apparel Group, Inc., doing business as Aramark Uniform & Career Apparel, LLC, in the amount of $35,000 resulting in an amended not-to-exceed amount of $156,635, and extend the agreement by an additional three months through February 29, 2024, to provide laundry and linen services and garment, linen, and accessory rental services on an as-requested basis while County departments switch services from Aramark Uniform & Career Apparel, LLC to Cintas Corporation No. 2.
FUNDING: General and Non-General Fund.
Body
DISCUSSION / BACKGROUND
On May 16, 2023, the Board approved Amendment II to Agreement for Services 6202 with Aramark Uniform & Career Apparel, LLC to extend the term of the agreement through November 30, 2023 and increase the maximum amount of the agreement to $121,635 for laundry and linen services and garment, linen, and accessory rental services on an as-requested basis for use by various County departments. The Procurement and Contracts Division received a number of requests from County departments to look into other contracting solutions for these services to find a service provider that could meet the County's service and billing requirements.
Pursuant to Article II, Section 210(b.)(6) of the El Dorado County Charter and in accordance with County Ordinance Code Chapter 3.13.030 section B, it is necessary to contract out laundry and linen services because specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work, and it is more economical and feasible to contract out with a vendor for these services. The vendor provides commercial laundry and linen cleaning services, and rented uniforms and other linen. The County doesn't possess the necessary uniforms, equipment, or staff to provide this service.
The Procurement and Contracts Division solicited competitive Requests for Proposals (RFP) 23-200-021 which closed on April 10, 2023. The solicitation was unsuccessful in selecting a responsive and responsible firm that could meet the County's service requirements. As a result, the Procurement and Contracts Division reviewed several cooperative contracts offered by various national cooperative purchasing groups and identified the competitively awarded OMNIA Partners Workplace Solutions Contract 001299 with Cintas Corporation doing business as Cintas Corporation No. 2 for the provision of garment, linen, and related accessories rental and laundry services as being optimal for the County's requirements. Cintas Corporation No. 2 provides services to a number of local government agencies within the greater Sacramento region and has confirmed their ability to provide the desired products and services to County departments located in both East and West slopes of El Dorado County with the levels of customer service and billing support that the County desires.
Due to the expiration date of the current Agreement for Services 6202 with Aramark Uniform & Career Apparel, LLC Procurement and Contracts is requesting the Board's approval to extend and increase this agreement in the event additional time is necessary to fully transition County departments to Cintas Corporation No. 2. The maximum amount requested for the agreement with Cintas Corporation No. 2 is higher than what has been requested in the past to account for initial transition and set-up costs associated with garments as well as the improved garment, linen, and accessory offerings available from Cintas Corporation No. 2.
ALTERNATIVES
The Board could choose to not authorize the new agreement with Cintas Corporation No. 2. A new agreement for garment, linen, and related accessories rental and laundry services would need to be secured for the various County departments that rely on these services as part of their daily operations.
The Board could choose not to grant the authority to extend the contract term, increase the contract value, or execute administrative amendments to the new agreement with Cintas Corporation No. 2 and Procurement and Contracts would need to return to the Board for any changes to the term, maximum amount, or terms and conditions of the agreement.
PRIOR BOARD ACTION
23-0898 5/16/2023 - Amendment II to Agreement for Services 6202 with Aramark Uniform & Career Apparel Group, Inc
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Human Resources.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Each County department that uses the requested Agreement is responsible for ensuring that sufficient appropriations are included in their current Fiscal Year operating budget and will be included in future budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent