Specifications include, but are not limited to: A. UNIFORM MEASUREMENTS: During the term of the contract, the Contractor should keep a record of measurements of all City employees outfitted under the contract. The record shall contain, at a minimum, the employee’s name, sizes, division, and date(s) of measurement. The Contractor shall keep this record secured and up to date and provide a copy to the CAT’s contact person(s) whenever requested. B. SAMPLES: The bidder shall furnish a sample of the type, material, color, and pattern of each style (material, color, pattern) of clothing item listed in Attachment C (Pricing Schedule) by the bid due date for the purposes of evaluation. The bidder shall provide the samples at no cost to the City of Charlottesville and samples shall be returned at bidder’s expense. The samples should be clearly marked to indicate which item(s) on the Attachment C (Pricing Schedule) they correlate to. C. RENTAL SERVICE: The Contractor shall provide scheduled weekly uniform and shop towel rental. Mats shall be exchanged every other week. 1. Dirty uniforms and shop towels should be picked up for cleaning weekly and should be returned the following week. 2. Mats should be picked up for cleaning on an every other week schedule. 3. All uniforms should be marked clearly with personalized identification tags attached to the garment. 4. Each week, the Contractor shall document a count of each garment that is received and provide a copy attached to the associated invoice. 5. A bin(s) should be provided for the placement of dirty laundry. a. The Contractor shall be responsible for delivering and placing the bin(s). The bin(s) shall be placed in a location(s) as indicated by CAT. b. CAT employees will be responsible for bundling and placing unclean laundry in the bin(s). D. RENTAL PICKUP/DELIVERY: The Contractor shall pick up and deliver items at the following location: 1549 Avon Street Extended, Charlottesville, VA 22902. 1. Services should be provided on weekdays. The Contractor awarded a contract resulting from this solicitation, shall notify the City within five (5) business days of contract award of the preferred day of week services shall be provided. This day shall be agreed upon by the City. Services shall be provided on the same day and 2-hour time window between 8:00 AM – 4:30 PM each week. 2. For holiday services the following applies: a. When a City observed holiday falls on a Monday, delivery should be the day AFTER. b. When a City observed holiday falls on a Thursday or Friday; delivery should be the day BEFORE. c. City Observed Holidays: i. New Year’s Day ii. Martin Luther King Jr. Day iii. President’s Day iv. Liberation and Freedom Day v. Memorial Day vi. Juneteenth vii. Independence Day viii. Labor Day ix. Veteran’s Day x. Thanksgiving Day xi. Day after Thanksgiving Day xii. Christmas Eve xiii. Christmas Day xiv. Day after Christmas Day 3. In the event of inclement weather, the Contractor shall make every effort to provide services as stated in this solicitation. a. If CAT offices are closed due to inclement weather on the scheduled service day, the Contractor should provide services on the next operating workday. b. If CAT offices are operating on a delayed schedule on the scheduled service day AND at the scheduled service time, the Contractor should provide services on the next operating workday. c. If City offices are closed early due to inclement weather on the scheduled service day AND at the scheduled service time, the Contractor should provide services on the next operating workday. E. CLEANING/LAUNDERING: All uniforms requested to be cleaned shall be washed in full accordance with the Commonwealth of Virginia requirements governing commercial and industrial laundries. All uniforms shall be treated for mildew prevention. 1. All uniforms shall be laundered using detergents or cleaners which leave the garment odor free. Uniforms that retain an offensive smell or residual odor after laundering will not be accepted. 2. All uniforms shall be neatly ironed, or steamer pressed. Pressing of uniforms should be per acceptable standards as set forth by CAT. 3. All uniforms shall be delivered on hangers, tied together at the hanger’s neck, and grouped by the employee. 4. All uniforms shall be cleaned to maintain a good appearance, minimize shrinkage, and provide permanent press characteristics of the fabric, including shape retention. F. UNIFORM REPLACEMENTS/REPAIRS: It is the intent of any resulting contract to always provide CAT employees with neat, clean, and presentable uniforms. CAT reserves the right to determine if uniforms should be repaired or replaced. Uniforms shall be repaired or replaced to ensure CAT’s expectation of appropriate appearance at no additional charge(s). 1. The Contractor shall maintain all uniforms in a reasonable condition; this includes the replacement of buttons and sewing of all rips. The determination of reasonable condition, badly damaged and faded shall be that of the City. 2. Replacement uniforms shall be new or like new uniforms. 3. Replacement uniforms shall be provided by the Contractor when an employee’s supervisor determines that the current uniform is unacceptable; due to extreme uniform damage, staining, repairs, or needed repair(s). 4. The quality and material of replacement uniforms shall be per the specifications included in this solicitation. 5. Uniforms that are repaired or replaced shall be tagged and returned no later than five (5) working days after pickup.
