1. Quality Control A. Throughout the term of the contract MUNI may compare the uniforms and accessories furnished by the Contractor with the contract specifications and any samples that were submitted in order to monitor quality. B. In the event that any article fails to equal the sample or the contract specifications in quality and workmanship, the Purchaser may at this or her option terminate the contract at no charge to the City. C. If the comparison and evaluation of the uniforms finds non-compliance with the specifications, the costs associated with the evaluation shall be borne by the Contractor and the Contractor will be put on notice to cure the non-compliance. 2. Alternates A. Each bidder is allowed to offer only one product (i.e. manufacturer brand or model number) for each item on the Bid Sheet. Alternate or acceptable equal items will be considered but must be submitted on a separate Bid Sheet. B. If offering an alternate, Bidder must clearly indicate on the Bid Sheet the alternate manufacturer, brand, model and style being offered. If the Bidder does not state manufacturer, brand, model or style on the Bid Sheet, Purchasing will evaluate that item as the item specified. C. If not offering the specific article named, the bidder should enclose with its bid detailed information, specifications and descriptive data on the item(s) offered. Purchasing reserves the right to permit minor deviations from the specifications if any article offered is substantially in accord with the specifications and is deemed by Purchasing and SMTA personnel to be equal in quality and is fully satisfactory for its intended use. Bidder is responsible for identifying any deviations from the specifications. D. The City shall be the sole judge in determining whether an item is an equal and whether the item offered is suitable for the purpose for which it was designed. The City s decision in this regard shall be final. 3. Guidelines for Submitting Equal Products The manufacturer s brand name and model number used in the contract proposal are for the sole purpose of establishing a minimum level of quality, standard of performance and garment design and is in no way intended to prohibit Bidders from offering items made by a different manufacturer whose uniforms may be considered equal. If the Bidder is offering items that are not the specified article, the Bidder must submit the following documents in order for the City to determine whether the item is an equal. Page 1 of 8
4. Product Information Sheets - Submit two (2) complete sets with Bid. Product information may consist of any of the following: factory specifications, manufacturer information sheets, catalogues or brochures that contain complete specifications and descriptions of the item. The documents submitted must contain enough information for the City to determine whether the article offered is equal in quality, durability, design and performance as the specified item. It is the Bidder s responsibility to determine the type of information to be submitted to meet this requirement. Where the product literature does not clearly comply with the specifications, the Bidders shall explain the differences between the item described in the product literature and the specified item. The Bidder must submit a letter with the Product Information Sheets to explain the differences. To be deemed acceptable, the letter must clearly demonstrate that differences in material, quality, durability or design are equal or better than the item specified. The letter must be on company letterhead. Samples may be requested in order for the City to make a proper determination. Failure to comply with these requirements may result in the rejection of the offer for not meeting the specifications. 5. Labeling A. All articles must be labeled in accordance with Federal Trade Commission regulations and the Wool Products Labeling Act. B. Labels to include manufacturer care instructions and Property of CCSF-Municipal Railway. Labels shall be permanently attached and be able to withstand repeated cleanings for the life of the garment. 6. Warranty A. By submitting a Bid, Contractor warrants against faulty or defective construction, workmanship and materials. Contractor further warrants that all items comply fully with all contract specifications and standards. B. Contractor shall replace, furnish and install, at no charge to the City, any component or material which causes the uniform to fail due to faulty material, design and /or workmanship. The uniform shall be replaced and/or be repaired to be as new. C. Contractor agrees to make such repairs or replace such items within a reasonable length of time and to the satisfaction of MTA personnel. 7. Estimated Quantities. Estimated quantities are provided on the Bid Sheets for each line item. The quantities stated are estimates and are for the first year of the contract only. The quantities are based on MTA s estimate of current uniform purchases and current employee number of Transit Operators which is comprised of 2175 employees. Page 2 of 8
8. Inventory Requirement. During the term of the contract, Contractor shall maintain a minimum of twenty percent (20 %) of the estimated annual quantities of the contract items listed below as stock-on-hand. Out-of-stock time periods not to exceed four (4) weeks may be allowed due to unforeseen delivery or manufacturing delays. After an out-of-stock period, Contractor must re-stock and be in full compliance with the minimum quantity requirement. The minimum stock requirement applies to the following contract items and quantities. Item # JACKETS Quantity Sizes 100 Foul Weather Jacket 100 Most common sizes 101 Base Layer Jacket 100 Most common sizes 102 Softshell Jacket 100 Most common sizes 132 Hi-Viz Jacket 150 Most common sizes Item # TROUSERS & SHORTS Quantity Sizes 103 Male Trousers, Winter Wt 560 Most common sizes 104 Female Trousers, Winter Wt 150 Most common sizes 105 Male Trousers, Summer Wt 150 Most common sizes 106 Female Trousers, Summer Wt. 60 Most common sizes 122 Male Bermuda Shorts 60 Most common sizes 123 Female Bermuda Shorts 12 Most common sizes 127 Unisex Rain Pants 50 Most common sizes Item # SHIRTS Quantity Sizes 107 Shirt, Male, Long Sleeve 220 Most common sizes 108 Shirt, Male, Long Sleeve, Straight 350 Most common sizes 109 Shirt, Female, Long Sleeve 140 Most common sizes 110 Shirt, Female, Long Sleeve, Straight Bottom 60 Most common sizes 111 Shirt, Male, Short Sleeve 80 Most common sizes 112 Shirt, Male, Short Sleeve, Straight Bottom 460 Most common sizes 113 Shirt, Female, Short Sleeve 40 Most common sizes 114 Shirt, Female, Short Sleeve, Straight Bottom 80 Most common sizes 128 Polo, Male, Short Sleeve, Gray 50 Most common sizes 130 Polo, Female, Short Sleeve, Gray 50 Most common sizes Item # SWEATERS Quantity Sizes 115 Quarter Zip Sweater, M/F 150 Most common sizes 116 V Neck Sweater, M/F 150 Most common sizes For this requirement, the most commonly ordered sizes are to be determined based on the most recent 90 day period. The successful bidder will be allowed 90 days from the date of Award to meet the minimum stock level. Page 3 of 8
Page 4 of 8 Any stock size of a contract garment or accessory item not in the list above shall not be out of stock for more than 4 weeks. The Contractor s Internet-based ordering and inventory system must display a realistic expected delivery date for any backordered item. Failure to maintain the specified inventory as determined by the Purchaser and SFMTA personnel may result in termination of the contract. To minimize problems with re-stocking, SFMTA will furnish the Contractor with an estimate of the number of uniforms required for the final six months of the contract. 9. Contractor Representative A. Contractor shall assign a representative to work with MUNI Railway personnel on an ongoing basis, at no cost to the City. This representative shall provide the following services, at a minimum, and may be asked to provide other services, as needed, not herein identified. 1. Be available to meet with MUNI personnel as needed to ensure that MUNI s needs are met in a timely and efficient manner. 2. Determine order and delivery lead times to avoid out of stock situations. 3. Assist with difficult fittings and repairs as may be required. 4. Handle special orders 5. Handle problems relating to merchandise defects and warranty. 6. Assist with and resolve invoicing problems. B. Contractor shall be responsible for identifying the representative and ensure that the individual is introduced to MUNI personnel. Contractor shall list the name of the representative on the Company Information sheet attached to this contract proposal. 10. Fittings, Alterations and Repairs A. Contractor shall provide a qualified tailor to take individual measurements for fittings, alterations and repairs at no additional cost to the City. When a question of proper fit arises, the designated MUNI representative shall resolve the issue and any decision made by that individual shall be final. B. Minimum alterations such as trouser leg shortening or lengthening, pant waist adjustments, and/or pockets sewn closed, are to be performed before the uniform is picked-up or delivered to the MUNI employee. If alterations other than those mentioned are required, the uniform must be available for pick-up by the employee within 5 workings days. C. The Contractor and the City agree that to facilitate the efficient and orderly distribution of the uniforms, the City will control the number of employees per day to be measured and fitted for uniforms or uniform components. The Contractor will provide a sufficient number of tailors to accommodate a reasonable number of employees without undue delay. The Contractor shall require its employees in all circumstances to exercise courtesy and consideration to MUNI employees.
11. Samples Do not submit samples with the Bid. Samples are to be submitted upon request only. A full set of samples will be required upon notification from the Purchaser. Samples submitted must consist of a complete set of men s and women s uniforms that meet the specifications. If the sample is not the exact color or material, the Contractor must submit a swatch of the exact color and material specified in the contract proposal. Each sample must be submitted according to the following guidelines: A. Samples shall be delivered to: SF Municipal Transportation Agency One S. Van Ness Ave. Room 6156 San Francisco, CA 94103-5417 Attn: Hermilo Rodis Freight pre-paid and allowed. B. All samples must be individually marked with the bidder s name, address, City contract proposal number and item number. Samples must be clearly marked and visible. C. Approved samples will be retained by the SFMTA until the contract expires. D. Bidders must not enclose samples with the bid. Purchaser reserves the right to refuse consideration of any bid with samples enclosed or attached. E. The samples submitted will be used to evaluate the quality of the uniforms and may provide the basis for acceptance or rejection of the uniforms to be furnished under the contract. F. All samples that are requested must be submitted within ten (10) days after notification. G. Samples shall be provided at no cost to the City. 12. Back Order Delays in Delivery Not Allowed. The City shall not allow any late deliveries attributed to product back orders. Accordingly, the Contractor is required to deliver all items to the City within the time frame specified. The City will not allow a grace period without written authorization from the authorized MUNI representative and a new delivery date is agreed upon. In the event that the Contractor fails to deliver products within the time specified, the City reserves the right to cancel the order. 13. MUNI Contact Person. Prior to award of the contract, MUNI will designate a contact person who will work with the vendor and provide any additional information regarding the uniforms or item specifications. 14. Online Ordering and Inventory Tracking System. Contractor shall provide an online Ordering and Inventory Tracking system to facilitate ordering. The system must be Internet-based and be able to track uniform allotment, inventory and usage. The system shall be maintained by the Contractor who shall also provide online technical support for the system during the work week from 8:00 am to 5:00 pm Pacific Page 5 of 8
Time. Bidders may be asked to demonstrate their online Ordering and Inventory Tracking system prior to award. The system must be fully functional no later than 90 days after award of the contract. The fully functional online Ordering System shall have the following attributes: A. Be capable of maintaining comprehensive employee data and transmit the data electronically. Must keep information such as: order history by employee, garment ordered, date, division, job title, and garment size. The system shall indicate what alterations are allowed and what alteration are optional. If size ordered is determined to be incorrect at fitting, the system shall allow a change. B. The system shall be capable of setting allotment parameters by garment type, (such as shirts, trousers, coats, etc) and by employee group since the allotment for each group and frequency of distribution may vary. The employee groups are: 9163 Transit Operators, who are allowed new uniforms once each Fiscal year. The system shall keep order history for each group. C. Be capable of generating real-time online reports on dollars spent by item, by employee, by facility and job title. It shall be capable of assigning and authorizing user IDs and Passwords for designated MUNI staff to order and view specific reports. Each of the following reports shall be available from the Online System for viewing online in real-time or to be printed as requested. (1) Allot Usage: Identifies in detail the uniform allotment for each employee. (2) Allot Summary: A summary of the information in the Allot Usage Report (3) Backorders: Identifies all active backorders by employee group. If item is on backorder, system must provide an expected delivery date. (4) Division Summary: Identifies orders for employees by division (5) Division Spending: Identifies total spending by employee group and division (6) Employee Summary: Identifies orders issued to a specific employee or employees (7) Items Issued: Identifies items and quantities issued by date range. (8) Order Usage: Identifies all orders placed (9) Order Status: Indicates an order is unfilled or incomplete and why. D. The real-time online reports shall be accessible through the City s internet on IBM compatible workstations utilizing Internet Explorer version 5.0 or higher. Page 6 of 8
E. The successful bidder shall enter all employee data, (names, job classifications, division, ID numbers etc.) garment descriptions, prices and any classification data into the system so that the system is fully functional within 90 days from the award of the contract. F. The successful bidder shall train one designated employee at each ordering location and/or Division on the system so that the individual is able to order uniforms, access employee order history, and access usage reports as listed above. G. Reports The following weekly reports are to be generated by the Contractor and sent to the MUNI contact person who will be identified at the time the contract is awarded. MUNI reserves the right to modify the content and format of the reports based on changing requirements. (1) Weekly Invoice: This report shall be organized by MUNI voucher number and date and include item descriptions and invoice amount for each uniform voucher issued. The report shall be attached to the invoices and vouchers that are submitted for payment. (2) Weekly Orders: This report shall include the following data: Employee name Date order received Employee ID # MUNI Voucher # Work Location Date Order is Ready If not ready, reason why Anticipated Ready Date Date Order is Picked up (3) Out of Stock: This report shall indicate what items are out of stock and why. If an order is pending, it should also state when the item will be re-stocked and ready for delivery. 15. MUNI Uniform Vouchers A. MUNI will transmit vouchers electronically to the Contractor using the Online Ordering System described in Section 15 of this document to place orders for uniforms. B. Contractor shall print the voucher and submit it with the invoice as proof that the uniform was delivered. The voucher must be signed by the MUNI employee who ordered the uniform and the Contractor. Invoices that are not returned with a signed voucher will not be honored and payment will be delayed till a signed voucher is received. 16. Substitution A. Any substitution of uniforms, uniform components and accessories made without the expressed written permission of the MUNI representative and the Purchaser will be cause for termination of the contract. Page 7 of 8
B. If certain items are discontinued by the manufacturer, a substitute item may be allowed. The Contractor shall not deliver a substitute item for one that is discontinued without the express written consent of the MUNI representative and the Purchaser. Substitute items must be equal in quality or better than the specified contract item. 17. Direct Sales to Individuals. Contractor may sell additional uniforms or components of uniforms to authorized Municipal Railway personnel at a cash price not to exceed the contract price. Where such sales are made, the Contractor must bill the individual for payment, not the City. Contractor agrees to post a MUNI Uniform price list in a convenient location at the pick-up location for the benefit of MUNI employees. 18. Change of Contractors. Should this contract necessitate a change in Contractor for any reason, and the City contracts with a different company to provide uniforms or perform other services described in this contract, the incumbent Contractor shall work cooperatively with the succeeding firm to effect a smooth transition and an uninterrupted availability of uniforms. The incoming Contractor shall be responsible for supplying all items on the contract after receiving confirmation from the City that they have met all contract requirements and supplied all necessary documents. The incoming Contractor shall be given 90 days to meet the 20% minimum inventory level, however, must be able to fulfill orders within a reasonable time frame after being awarded the contract. The incumbent Contractor may offer to sell excess inventory to the incoming Contractor at a mutually agreeable price. The disposition of the excess inventory shall be the responsibility of the incumbent Contractor. Page 8 of 8