Title
Resolution to Approve a General Services Agreement with Tyndale Enterprises, Inc. for the Public Services Area Managed Clothing (Uniform) Program (RFP 26-35)
Memorandum
The Public Services Area established a tiered managed clothing program on March 21, 2018, to provide employees consistent, appropriate attire for their job duties. This agreement supports the continuation of the program.
The managed clothing program allows employees to select and purchase uniform attire based on their job duties. This includes uniforms for administrative staff, winter outerwear for field staff, flame-resistant apparel for employees working with high-voltage electrical infrastructure, and high-visibility clothing for employees working in the right-of-way or on construction sites.
Using a single vendor provides a centralized online ordering system that tracks each employee’s available clothing allowance and provides access to apparel approved for their job category. This reduces administrative workload and supports consistent program administration for approximately 213 employees across Public Services Administration, Water Treatment, Water Resource Recovery, Public Works, Solid Waste, Systems Planning, Transportation, and Engineering.
The City issued RFP 26-35 to select a vendor to administer the managed clothing program and provide uniform and protective apparel and received seven proposals. After evaluating proposals and conducting vendor interviews, staff recommends that City Council approve a 3-year general services agreement with Tyndale Enterprises, Inc. with the option for up to two additional 2-year renewals.
Staff recognizes that this agreement is being considered alongside the proposed Sweatfree Procurement Ordinance. Consistent with the proposed ordinance, the agreement requires the contractor and its subcontractors and suppliers to comply with applicable labor and employment laws regarding health, safety, wages, benefits, working hours, discipline, violence, harassment, freedom of association and collective bargaining and prohibiting forced labor, child labor, and discrimination.
Tyndale’s Supplier Code of Conduct is attached for Council’s reference. Approval and execution of the agreement will allow employees to resume ordering clothing needed for their duties, including outerwear as winter approaches.
Tyndale Enterprises, Inc. complies with the City’s non-discrimination and living wage ordinances.
Budget/Fiscal Impact: The amount expended under the Agreement will vary based on employee participation, turnover, garment selection, sizing, and program utilization. Purchases will be made as needed under the Agreement’s pricing and within the approved Operations and Maintenance budgets of participating units. Funding for subsequent fiscal years remains subject to budget approval. Estimated annual expenditures under this agreement are $75,000.00.
Staff
Prepared by: Christopher Cespedes, Public Services Management Assistant
Reviewed by: Jordan Roberts, Public Services Area Administrator
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, The Public Services Area established a managed clothing policy in 2018 to provide employees with consistent, appropriate attire for their job duties;
Whereas, The City issued RFP 26-35 for a vendor to administer the managed clothing program and provide uniform and protective apparel;
Whereas, Staff recommends Tyndale Enterprises, Inc. to provide these services; and
Whereas, Purchases under the Agreement will be funded through the approved Operations and Maintenance budgets of participating units, with funding in subsequent fiscal years subject to budget approval;
RESOLVED, That City Council approve the General Services Agreement with Tyndale Enterprises, Inc. to provide the managed clothing (uniform) program for eligible Public Services Area employees;
RESOLVED, That participating units be authorized to purchase under the Agreement’s terms and pricing during its term and any authorized renewal periods, to the extent budgeted and in accordance with the Public Services Managed Clothing Policy;
RESOLVED, That the City Administrator be authorized to renew the Agreement for up to two additional 2-year periods on the same terms and conditions and subject to available funding;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take necessary administrative actions to implement this resolution, including, if needed, substitutions and changes to the list of clothing and apparel items in Exhibit B.