BROOKLYN NAVY YARD DEVELOPMENT CORPORATION REQUEST FOR PROPOSALS FOR PROVISION OF UNIFORM RENTAL/LAUNDRY SERVICES

Transcription

1 BROOKLYN NAVY YARD DEVELOPMENT CORPORATION REQUEST FOR PROPOSALS FOR PROVISION OF UNIFORM RENTAL/LAUNDRY SERVICES Brooklyn Navy Yard Development Corporation 63 Flushing Avenue, Unit #300 Building 292, 3 rd Floor Brooklyn, NY 11205

2 I. INTRODUCTION A. General Information The purpose of this Request for Proposal (RFP) is to obtain the services of a qualified firm to provide Rental/Laundry Services for Work Uniforms. B. Background BNYDC is a not-for-profit corporation whose mission is to improve the economic potential of Brooklyn by developing and maintaining the former naval shipbuilding facility as a center for small and medium-sized business development on behalf of its owner, the City of New York. This Project will provide critically needed industrial space. II. PROPOSAL REQUIREMENTS A. The Proposal shall provide all information necessary for BNYDC to evaluate the suitability of the proposing firm to provide the uniform provision services described herein. The proposal shall demonstrate the experience, resources, and capabilities of the Proposer to perform these services. Each Proposer submitting a proposal shall include a statement that they are willing and able to provide all the Uniform provision services as required by BNYDC. The proposal evaluation criteria are set forth in greater detail in Section VII. B. The proposal shall contain a CONCISE summary of the subject items described in the proposal evaluation criteria and should include the following sections: Summary of Qualifications; Organizational Structure; Uniform Provision Services Approach; Past Experience and References; and Key Personnel resumes. C. Proposer shall provide the following information and documentation with their proposal documents: 1 Describe your organizational structure (i.e. publicly held corporation, partnership, etc.). Confirm that you can provide the uniforms in the sizes amounts and intervals as required 2 Briefly describe your company s organization, philosophy, and management. Also, please provide a brief company history. 3 Specify the individual(s) who would be assigned to the contract, the level of their experience including credentials, related

3 experience, training, and education of the personnel. Provide the location of the office that will have the responsibility for providing services, and any other factors related to response capability. 4. Detail how long your organization been providing uniform services. 5. Provide the total number of clients that your organization presently has. Typically, how many clients does each of your staff manage? 6. What is your target client size? 7. What is your median client size? Provide the names of your largest and smallest clients. 8. Provide the number of public sector clients that your firm manages. 9. Describe the average response time to questions posed from your clients and how you handle follow up to any outstanding items. What is your preferred method of communicating with your clients (i.e. voic , , fax)? 10. Provide a list of four verifiable client references of similar scope and industry, all of who are able to comment on your organization s relevant experience. This list should include at least three active client references that are similar in nature and size to BNYDC and one reference from a former client. Please include company name, contact name, address and telephone number. It is the proposer s responsibility to provide valid reference information and BNYDC reserves the right to use reference checks in its evaluation of proposals. 11. Describe the process for providing recommendations to your clients. 16. Briefly describe what makes your organization unique from other organizations that may submit proposals for BNYDC s consideration. 17. Provide any additional information regarding your organization or services that you feel would be beneficial in helping BNYDC to select a uniform provider.

4 III. SCOPE OF SERVICES A. Introduction Proposer will provide rental, laundering and delivery of uniforms. Services shall include laundering and repair of rented uniforms. Proposer will furnish all materials, labor services and special skills required to provide this service. Proposer must supply containers to store soiled garments for pickup. Proposer must supply hanger racks and lockers for storage of uniforms. Clothing must be ironed and pressed. B. Contract Term BNYDC intends to award a one (1) to three (3) year contract with the right to cancel after one (1) year. It is anticipated that this contract will commence the beginning of May 2014 C. Garment Specification Proposer will issue eleven (11) sets of uniforms to all full-time employees with weekly change of five (5) sets. In additional, Proposer will issue seven (7) sets of uniforms to all part-time employees with weekly change of three (3) sets. 1. Maintenance and Utilities Dept. (30 Employees) Work Shirts Navy Blue Work Shirt with line collar and cuffs Long sleeves and short sleeves Flame Retardant Wrinkle resistant Seven-button front Button-through from pockets Two-button adjustable cuffs Hemmed short sleeves Work Pants Navy Blue Flame Retardant Wrinkle resistant ¾ Wide belt loops

5 Solid brass zipper Button closure Two front slack style pockets Back pockets (button on left) Work Jackets Navy Blue Waist length jacket 65% poly/35% cotton twill shell with quilted permanent 100% poly lining Solid brass zipper Left sleeve pencil pockets Adjustable side tabs Slash pockets Button cuffs 2. Protective Services Dept. (71 Employees) Work Shirt White/Light Blue/Khaki Work shirt with lined collar and cuffs Long sleeves and short sleeves 65% poly/35% cotton Seven-button front Two button-through pockets Badge tab on left chest Double stitched shoulder straps Two-button adjustable cuffs Work Pants Navy Blue 65% poly/35% cotton Wrinkle resistant ¾ Wide belt loops Solid brass zipper Button closure Two front slack style pockets Back pockets (button on left) D. Measurement of Individuals Proposer shall be responsible for individual measurement and resultant fit of the uniform. Proposer shall provide uniforms for all employees regardless of size and special fitting requirements. All garments, when

6 issued are to be new. No used garments shall be issued at any time during the period of the contract unless a garment has been returned for repair during the garment s life span. Proposer shall provide new uniforms at no extra cost when the garment has reached the end of its life. Proposer shall work with individual departments to coordinate dates and times for measurement. Alterations may be required for certain individuals and Proposer shall supply cost associated with each uniform alteration. Proposer shall maintain a record of uniform size (pants waist and length, shirt size and jacket size) for each employee that has been issued a uniform. Proposer should allow for shrinkage of FR garments and standard issue 100% cotton uniforms of about 3-5. Turnaround time for new, replacements or repairs should not exceed two (2) weeks. Account Representative and/or route driver will be notified of additions of new employees requiring fitting for new uniforms. E. Marking, Company Emblem, Name Patches Proposer shall mark or label leased garments clearly but inconspicuously, to permit identification of garments by each employee. All patching and threading on garments must be of the same materials as the base uniform. Proposer shall furnish and sew on emblems, individual name patches and/or lettering on the front of garments, Name labels and company emblems, provided by Proposer, shall be placed on every shirt and jacket. Numbering of each shirt/pants 1-11 next to name. Design and company emblem must receive prior approval by management before initial issue. F. Pickup/Delivery Proposer is responsible for pickup and delivery of all leased uniform items. Proposer shall pickup soiled garments once a week and deliver on hangers to the same location within one (1) week. Proposer shall complete an itemized list of garments and quantity being picked up for laundering. Proposer shall submit a copy of itemized list to BNYDC for reconciliation when the clean garments are returned.

7 G. Billing Proposer shall submit invoices weekly. The invoices shall include account number, employees name and the number and type of garments rented and clean/laundered only. All invoices must be submitted upon return of clean garments. To be considered, Proposer will provide one (1) original and six (6) copies and one (1) copy in electronic format (PDF preferred) of a proposal on or before 5:00 P.M., Friday, April 4, The proposals shall be delivered to: Ayesha Moe, Purchasing Agent Brooklyn Navy Yard Development Corporation 63 Flushing Avenue, Unit #300 Building 292, 3 rd Floor Brooklyn, NY BNYDC reserves the right to reject any or all proposals submitted. IV. TIME REQUIREMENTS Proposal Calendar The following is a list of key dates up to and including the date proposals are due to be submitted: Request for proposal issued; Wednesday, March 12, 2014 Pre-proposal Meeting, 10:00 A.M; Thursday March 20, 2014 Proposals Due, before 5:00 P.M; Friday April 4, 2014 Selected Firm notified/interviewed; Soon Thereafter Contract Date; May 2014 V. SUBMITTAL INSTRUCTIONS - GENERAL Proposals must be in writing. Proposers shall submit one (1) original and six (6) copies and one (1) copy in electronic format (PDF preferred) of its proposal. Proposals sent via telecopy, fax, telegraph, or ed will be rejected.

8 Each proposal shall be submitted in a sealed envelope with the outside of the envelope stating the name of the proposer, its mailing address, its telephone number, and the following identification: PROPOSAL FOR UNIFORM PROVISION SERVICES If a proposal is delivered by mail or by a parcel service, it shall be enclosed in an inner envelope/package labeled as required in the previous statement, and the inner envelope/package shall be enclosed in a mailing envelope or package. The Certificate of Understanding and Affidavit of VENDEX Compliance attached to this RFP must be signed by an authorized officer in order to be considered. If the proposer is a corporation, limited liability company, or other business organization, the proposal must be submitted in the name of the corporation or business, not simply the corporation s or business s trade name. The proposer must state the corporate or other title of the individual signing the proposal, and shall state that such individual is authorized to act on behalf of the proposer. ADDENDA: A proposer who requests clarification or interpretation of or improvements to this RFP s general terms, conditions, specifications or requirements shall make a written request via which must be received by Ayesha Moe, Purchasing Agent (amoe@brooklynavyyard.org) at least seven calendar days prior to the date set for the receipt of proposals. If the Ayesha Moe determines clarification or further information is necessary, she will issue an addendum to this RFP. The addendum will be issued no later than five calendar days prior to the date set for the receipt of proposals. An addendum extending the date for the receipt of proposals or withdrawing this RFP may be issued at any time prior to the date set for the receipt of proposals. Ayesha Moe will issue all addenda via . It is the responsibility of each proposer to provide BNYDC with the name, address, telephone number, address and fax number of the person to whom addenda should be sent. VII. EVALUATION CRITERIA An Evaluation Team will independently read, review and evaluate each proposal and a recommendation will be made on the basis of the criteria listed below: Proposer s Plan of Services as required in Sections II & III. The proposer s

9 concept and proposed solutions, including responsiveness of the proposer to the specifications for services and understanding, methodology and approach of BNYDC. Extent and success of previous work provided to organizations similar in nature and size to those required herein. References provided verifying the required experience and level of service need by BNYDC. Responsiveness to the RFP. Completeness and clarity and overall quality of the written proposal, and the impact of any/all exceptions taken. Once each member of the committee has independently read and rated each proposal, based on the criteria listed above, a preliminary evaluation rating will be developed which indicates the group s collective ranking of the highest rated proposals in a descending order. At this point, the committee may conduct interviews with the top ranked firms if deemed necessary. During the interview process, non-binding price proposals and costing data may be discussed. Once these interviews and discussions are completed, including the non-binding estimates of cost, the committee will finalize the rankings, including consideration of costs of services. Final negotiations for a binding estimate of cost will begin with the top ranked firm. If a contract acceptable to BNYDC cannot be negotiated at a price considered fair and reasonable, negotiations shall be terminated with the top ranked firm and negotiations will then proceed with the next highest ranked firm until an agreement is reached. The Evaluation Team will conduct all subsequent negotiations. VIII. GENERAL CONDITIONS A. MODIFICATION OF PROPOSALS: A proposal may be modified or corrected until the date and time those proposals must be received. A modified or corrected proposal received after the date and time that the proposals must be received shall be rejected. A proposer who intends to modify or correct its proposal shall immediately notify the Ayesha Moe in writing of its intentions. A modified or corrected proposal shall be submitted as required and the wording Supersedes all previous submissions shall be noted on the outside of the sealed envelope. B. WITHDRAWAL OF PROPOSALS: A proposal may be withdrawn any time prior to the date and time that proposals must be received. A proposer who intends to withdraw its proposal shall immediately notify the Deputy General Counsel in writing of its intentions. A proposal may not be withdrawn after the

10 date and time that the proposals must be received. C. RESERVED RIGHTS: All proposal material submitted becomes the property of BNYDC and BNYDC reserves the right at its sole discretion to: a b c d e f g h i j k Reject any and all proposals received in response to this RFP; Award a contract to other than the lowest fee proposer; Waive, modify or correct any irregularities in proposals received, after notification to the respondent; Change the structure of the proposed fee, if such is in the interest of BNYDC; Revise the fee as BNYDC may require subsequent to receipt of a competitively bid proposal for the work of construction; Extend the time for submission of all proposals after notification to all prospective proposers; Terminate negotiations with a selected respondent and select the next most responsive respondent, or take such other action as deemed appropriate if negotiations fail to result in a signed contract within a reasonable amount of time from the commencement of negotiations; Terminate or modify the RFP process at any time and reissue the RFP; Approve or reject any sub-consultants proposed by the consultant; Request a change of any sub-consultant at any time in the contract process; and Retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. D. EXCEPTIONS: All exceptions shall be stated, no matter how seemingly minor. Any exceptions not taken shall be assumed by the proposer to be included in the proposal, regardless of the cost to the proposer.

11 E. OTHER TERMS: Any costs incurred by any proposer during the competitive sealed proposal process, including but not limited to the costs incurred in preparing or submitting a proposal, shall be the Proposers sole responsibility. BNYDC will not reimburse a proposer for any such costs. F. Notice to Vendors: Pursuant to Local Law 34 of 2007, amending the City's Campaign Finance Law, the City is required to establish a computerized database containing the names of any "person" that has "business dealings with the city" as such terms are defined in the Local Law. In order for the City to obtain necessary information to establish the required database, vendors responding to this solicitation are required to complete the attached Doing Business Data Form and return it with this proposal. (If the responding vendor is a proposed joint venture, the entities that comprise the proposed joint venture must each complete a Data Form.) If the City determines that a vendor has failed to submit a Data Form or has submitted a Data Form that is not complete, the vendor will be notified by the agency and will be given four (4) calendar days from receipt of notification to cure the specified deficiencies and return a complete Data Form to the agency. Failure to do so will result in a determination that the proposal is non-responsive. Receipt of notification is defined as the day notice is ed or faxed (if the vendor has provided an address or fax number), or no later than five (5) days from the date of mailing or upon delivery, if delivered. Required form attached hereto as Appendix B. DECLARATION OF UNDERSTANDING By signing in the space provided below, the undersigned certifies that the respondent (i) has read and understands the scope and requirements of this project, as described in the RFP and all attachments; (ii) has the capacity to execute this project, (iii) agrees to accept payment in accordance with the requirements of this RFP and the standard Contract, attached hereto, and (iv) will, if its proposal is accepted, enter into the attached Contract with the Brooklyn Navy Yard Development Corporation. The undersigned further stipulates that the information in his Proposal is, to the best of his/her knowledge, true and accurate.

12 Authorized Signature, Title Date Consultant Firm Business Address City State Zip Telephone Number Fax Number Federal Tax Identification Number [ ] Corporation [ ] Partnership [ ] Individual [ ] Other (State) (Seal, if a Corporation)

13 APPENDIX A CONFIRMATION OF VENDEX COMPLIANCE The Proposer shall submit this Confirmation of Vendex Compliance Name of Proposer: Proposer s Address: Proposer s Telephone Number: Proposer s Fax Number: Date of Proposal Submission: Project ID: VENDEX Compliance: To demonstrate compliance with VENDEX requirements, the Proposer shall complete either Section (1) or Section (2) below, whichever applies. (1) Submission of Questionnaires to MOCS: By signing in the space provided below, the Proposer certifies that as of the date specified below, the Proposer has submitted VENDEX Questionnaires to the Mayor s Office of Contract Services, Attn: VENDEX, 253 Broadway, 9th Floor, New York, New York Date of Submission: By: (Signature of Partner or corporate officer) Print Name: (2) Submission of Certification of No Change to BNYDC: By signing in the space provided below, the Proposer certifies that they have read the instructions in a Vendor s Guide to VENDEX and that such instructions do not require the Proposer to submit VENDEX Questionnaires. The Proposer has completed TWO ORIGINALS of the Certification of No Change. By: (Signature of Partner or corporate officer)

14 Print Name:

15 APPENDIX B