For City Council Meeting September 8, 2026
To: Honorable Mayor and City Council
FROM: Tanya Williams, City Manager
AUTHOR: Yazdan Emrani, P.E., Director of Public Works
Title
Request City Council to: (1) Approve a Three-year Contract Services Agreement with Prudential Overall Supply, a California corporation, for Uniform and Linen Services in the Not-to-Exceed Amount of $225,000 beginning Fiscal Year 2026/2027; and (2) Authorize the City Manager or Their Designee to Execute all Related Documents.
(ACTION)
Body
RECOMMENDATION
Staff recommends that the City Council:
1) Approve a three-year Contract Services Agreement with Prudential Overall Supply, for uniform and Linen services in the not-to-exceed amount of $225,000; and
2) Authorize the City Manager or their designee to execute all related documents.
BACKGROUND
The City of Rialto uses a service company to provide and launder uniforms worn by the Public Works and Parks and Recreation Department’s field personnel, as well as rags and mats for other City departments, including Fire, Police, Community Development, Parks and Recreation, Finance, and City Hall. The services provided include uniform cleaning, repair, and exchange as needed, along with weekly replacement of rags and mats. The contractor is responsible for all cleaning and replacement costs associated with the contracted service.
Following the expiration of the Cintas contract, Cintas has continued to provide uniform and linen services to the City on a month-to-month basis.
Public Works staff identified the uniform and linen services contract as requiring a new competitive proposal. Historically, the annual cost of this service remained below $100,000 Citywide. Staff found that individual Purchase Orders issued by other Departments during the previous fiscal years impacted the total cost for uniform and linen services. A consolidated services agreement will ensure improved internal controls to monitor total expenses incurred.
ANALYSIS/DISCUSSION
The Public Works Department, in coordination with the Purchasing Department, prepared Request for Proposals (RFP) No. 26-021 to formally solicit proposals from companies for laundering services of uniforms and linens for the City. RFP 26-021 requested unit pricing for specific products used by various City departments, with estimated quantities based on the City’s prior year linen service usage. These estimates were used to calculate total bid amounts. A copy of RFP No. 26-021 is included as Attachment 1.
The City released RFP #26-021 and published the Notice of Inviting Bids on the PlanetBids website on March 10, 2026, with proposals due by April 9, 2026.
On April 9, 2026, the City received two proposals from the following companies in response to the RFP:
Staff reviewed the proposals and references and selected Prudential Overall Supply as the most qualified and responsible bidder. A complete evaluation abstract is included as Attachment 2. The proposed Contract Services Agreement with Prudential Overall Supply for the requested uniform and linen services is included as Attachment 3 and a copy of the Conflict Disclosure Form is included as Attachment 4.
This Contract Services Agreement with Prudential Overall Supply for uniform and linen services is set at a not-to-exceed amount of $75,000 per fiscal year, beginning in Fiscal Year 2026/2027 and concluding in Fiscal Year 2028/2029, for a total contract value of $225,000. The City has also included the option to exercise two additional one-year extensions based on satisfactory performance. For each extension, Prudential Overall Supply has proposed a 3% increase based on the Consumer Price Index (CPI). A projected cost proposal for the services is provided in Table 1 below.
Table 1
ENVIRONMENTAL IMPACT
Approval of the uniform and linen services contract services is not a “Project” as defined by the California Environmental Quality Act (CEQA). Pursuant to Section 15378(a), a “Project” means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. According to Section 15378(b), a Project does not include: (5) Organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3 in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsive manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney’s Office has reviewed the agreement and approved it as to form.
FINANCIAL IMPACT
Operating Budget Impact
Funds for the Service Agreement with Prudential Overall Supply in the amount of $75,000.00 for Fiscal Year 2026/2027 are available in the following General Fund Services and Supplies accounts allocated for the uniform and linen services contract:
• 10101148-52021, Admin
• 10104150-52021, Development Services
• 10105150-52021, Fire
• 10105174-52021, Fire
• 10106150-52021, Police
• 10107302-52021, Facilities
• 10107304-52011, Park
• 10107305-52021, Street
• 10107307-52011, Fleet
• 10107307-52021, Fleet
• 10108341-52011, Parks & Recreation
• 10108341-52021, Parks & Recreation
• 10108347-52011, Parks & Recreation
Capital Improvement Budget Impact
This action has no impact on the Capital Improvement budget.
Licensing
Prudential Overall Supply will pay a Business License tax prior to the execution of the Service Agreement.
ATTACHMENTS:
1. RFP No. 26-021
2. Evaluation Abstract
3. Contract Services Agreement
4. Conflict Disclosure Form