SUBJECT/RECOMMENDATION:
Title
Authorize an increase to existing purchase order with Cintas Corporation of Cincinnati, OH for the purchase of first aid and safety supplies and services, rental and purchase of uniforms, facility services and fire protection services from $2,000,000 to $3,850,000 pursuant to Clearwater Code of Ordinances Section 2.563(1)(c), Piggyback purchasing, through Omnia Partners Contract No. R-BB-190002 and authorize the appropriate officials to execute same. (consent).
Body
SUMMARY:
On June 8, 2023, the City Council approved a purchase order with Cintas Corporation, for the acquisition of first aid and safety supplies and services, as well as the rental and purchase of uniforms, facility services, and fire protection services in the approved not to exceed amount of $2,000,000 through October 31, 2027, with the primary objective of addressing citywide needs across all departments. The estimate was formulated based on the anticipated usage by key departments such as Parks and Recreation, Public Utilities, and General Services.
Following the noted Council approval, above, various city departments began using Cintas due to the benefits of improved pricing and streamlined services, necessitating this increase to the current purchase order. This increase enables departments to consistently procure products and services at competitive rates throughout the agreement's duration of October 31, 2027.
As of December 2023, approximately $272,000 has been spent on this purchase order.
Throughout the contract term, there will arise occasions when additional goods and services are required. To accommodate this, staff proposes removing the limitations of an annual cap, and imposing a flexible, rolling amount and maintaining the availability of $3,850,000.00 throughout the agreement's entire term.
An illustrative case involves General Services utilizing Cintas for fire sprinkler inspections and other fire related services. With General Services consolidating these services, it is anticipated to yield an estimated savings of $800,000.00 over the course of the contract period. Many departments have transitioned to procuring their uniforms, as well as safety products from Cintas, foregoing retail stores for the replenishment of their first aid kits and facility services as have since been implemented at Coachman Park and The Sound.
To facilitate the requested increase in the purchase order, authorization will be pursued through the same procurement method and master agreement, piggybacking the Omnia Contract for Prince William County Public Schools, Contract No. R-BB-190002, valid until October 31, 2027.
APPROPRIATION CODE AND AMOUNT:
Funds are available in department operating budgets using this purchase order.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
The increase to the current purchase order with Cintas for first aid and safety supplies and services, rental and purchase of uniforms, facility services and fire protection services is supported by Strategic Plan Objectives 1.1, maintaining municipal performance and promoting accountable governance; 1.2, maintaining public infrastructure; 1.3, providing responsive level of service for public facilities and amenities; 1.4, fostering safe and healthy communities; and 2.3, promoting Clearwater as a premier destination for cultural experiences and tourism.
