Uniform Policy
City of Temple Proposed Administrative Directive: Employee Uniforms May 10, 2013 Some departments within the City of Temple require their employees to wear uniforms, which are provided by the City. The purpose of requiring uniforms could be for identification and/or safety purposes and could differ for each department. It is each Department’s responsibility to ensure that the employees who are assigned uniforms are wearing them. Failure to wear the uniforms assigned should result in disciplinary action. Each department has unique needs according to work classification of their employees. Taking these factors into consideration, a diversified uniform policy is being proposed. The first step is for the Department/Division head to determine which work groups (i.e. job titles) require uniforms. With a diversified uniform policy, the second step is for the Department/Division head to determine which uniform procurement method best fulfills the needs of each work group (i.e. job title) within the department.
Rental: Uniform Company issues 11-sets of uniforms and employees are required to turn in 5-sets to the Uniform Company weekly for laundry services. Failure to turn in your uniforms for laundry service would require transfer to a lease program. Departments are responsible for tracking and transferring to lease program when warranted. Uniform Company is responsible for repairs/replacements/size changes. Employees are required to turn in all uniforms upon leaving the City or when vendor changes. Lease: Uniform Company would issue 5-6-sets of uniforms and employees are responsible for laundering, pressing, etc. The Uniform Company would still be responsible for any repairs/replacements/size changes. Employees are required to turn in all uniforms upon leaving the City or when vendor changes. Direct Purchase: Departments would purchase uniforms directly for their employees. This must be a requirement of the job that the employees wear the uniforms assigned. (e.g. jeans and COT logo T-shirt). Replacement/size changes will be at the department’s discretion. All uniforms must be returned to the City upon leaving the City/department. Uniforms returned in good condition could be reissued at the discretion of the department. Uniforms that are not in acceptable condition could be destroyed or used for rags. This would be the department’s responsibility to keep track of uniforms issued and returned. If a contract is not in place for the items that need to be purchased, the monetary guidelines would need to be followed. It is recommended that departments replace uniforms no more than one (1) time per year.
It is possible to use a combination of the above procurement methods. For example, a work group may rent or lease their pants, but purchase a t-shirt.
“Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed
Uniform Policy 6-10-13.docx
1
Historically, the City has only ‘rented’ uniforms. There are savings associated with the options of leasing and direct purchase. The table below reflects actual billings from December 2012 from G&K Services for all City Department for approximately 250 uniform rentals. Direct purchase cost was calculated by taking the replacement cost of the uniform times the actual quantity that the departments are being charged for. Weekly Rental (includes cleaning) $970.89 $50,486.28
Weekly Lease
Total Cost for Direct Purchase
Total Weekly Pricing $589.41 Total Yearly Pricing $30,649.25 $49,217.74 Potential Savings $19,837.03 $1,268.54 Based on feedback from departments, Purchasing estimates that approximately 25% of the City’s job titles depend on the weekly uniform cleaning service under the Rental procurement method. As such, Purchasing estimates that there is potential annual savings of approximately $15,000 ($19,837.03 x 75%) by having the option to lease uniforms versus rent.
The third step is for the Department/Division head to determine what type of uniforms they want for each work group within their department. Options for the type of uniforms vary according to most uniform contracts. Work classifications within the department need to look consistent. The following are a few examples of uniform options: Pants: 1. 2. 3. 4. 5. Shirts: 1. 2. 3. 4. 5. 6.
Industrial Pants Industrial Pants w/Side Elastic Industrial Pants w/Fire protection Jeans Executive Slacks Industrial Shirt (short/long sleeve) Industrial Striped Shirt (short/long sleeve) Industrial Shirt w/Fire Protection (Long sleeve only) COT Logo T-shirt (short/long sleeve) – available under direct purchase option only COT Logo Polo Shirt Executive Shirts
If the work group typically wears a hat, the Department/Division head should also define the type of hat that is deemed acceptable. City of Temple baseball style caps are available through the Utility Warehouse at a minimal cost (i.e. approximately $3.50 per hat). The following pricing analysis was complied based on current contract pricing with G&K Services, which will expire July 14, 2013.
“Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed
Uniform Policy 6-10-13.docx
2
Straight Rental Option (Includes Cleaning): (Pricing below based on standard sizes – 10% up-charge for larger sizes) Employee receives 11 sets of uniforms and the City is charged at a rate of 5 sets per week. Pricing below is per person. SHIRT OPTIONS Industrial Shirt Industrial Striped Shirt $.32/ea $.32/ea
P A N T O P T I O N S
Industrial Shirt w/fire protection- $.89/ea
Executive Shirt $.48/ea
Weekly Price $3.20
Annual Price $166.40
Weekly Price $3.20
Annual Price $166.40
Weekly Price $6.05
Annual Price $314.60
Weekly Price $4.00
Annual Price $208.00
Industrial Pants w/Side Elastic - $.32/ea Industrial Pants w/Fire Protection $.89/ea G&K Jeans - $.54/ea
$3.20
$166.40
$3.20
$166.40
$6.05
$314.60
$4.00
$208.00
$6.05
$314.60
$6.05
$314.60
$8.90
$462.80
$6.85
$356.20
$4.30
$223.60
$4.30
$223.60
$7.15
$371.80
$5.10
$265.20
Executive Slacks - $.48/ea
$4.00
$208.00
$4.00
$208.00
$6.85
$356.20
$4.80
$249.60
Cargo Pants - .67/ea
$4.95
$257.40
$4.95
$257.40
$7.80
$405.60
$5.75
$299.00
Industrial Pants - $.32/ea
Straight Lease Option (No cleaning): (Pricing below based on standard sizes – 10% up-charge for larger sizes) Employee receives 6 sets of uniforms and the City is charged at a rate of 3 sets per week. Pricing below is per person SHIRT OPTIONS P A N T O P T I O N S
Industrial Shirt $.32/shirt
Industrial Striped Shirt $.32/shirt
Industrial Shirt w/fire protection- $.89/shirt Weekly Price
Weekly Price $1.92
Annual Price $99.84
Weekly Price $1.92
Annual Price $99.84
Industrial Pants w/Side Elastic - $.32/ea Industrial Pants w/Fire Protection $.89/ea G&K Jeans - $.54/ea
$1.92
$99.84
$1.92
$2.58
$134.16
Executive Slacks - $.48/ea
$2.40
Cargo Pants - $.67/ea
$2.97
Industrial Pants - $.32/ea
Annual Price
Executive Shirt $.48/shirt Weekly Price $2.40
Annual Price $124.80
$99.84
$2.40
$124.80
$2.58
$134.16
$3.06
$159.12
$124.80
$2.40
$124.80
$2.88
$149.76
$154.44
$2.97
$154.44
$3.45
$179.40
Shaded area options are not available (fire protection clothing requires special laundry procedures) “Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed Uniform Policy 6-10-13.docx
3
The following pricing analysis was complied based on the following:
Current contract pricing with G&K Services for direct purchasing which will expire July 14, 2013. Current contract pricing with Ad-Wear Specialties of Texas for COT Logo Shirts which will expire September 30, 2013 Price from Impressions by Criswell for COT Logo Polo Shirt – No contract for this item so pricing may vary
Straight Purchase Option (No cleaning): Pricing below based on standard sizes. Pricing based on six (6) sets per person.
Weekly Price
Annual Price
SHIRT OPTIONS Industrial Striped Industrial Shirt Shirt- $13.53/ea w/fire protection$41.62/ea Weekly Annual Weekly Annual Price Price Price Price
$ 3.84
$199.80
$ 3.48
$181.08
$ 2.71
$140.76
$ 5.44
$282.90
$ 4.08
$212.28
$ 3.48
$181.08
$ 3.12
$162.36
$ 2.35
$122.04
$ 5.08
$264.18
$ 3.72
$193.56
G&K Jeans - $18.73/ea
$ 4.08
$212.28
$ 3.72
$193.56
$ 2.95
$153.24
$ 5.68
$295.38
$ 4.32
$224.76
Executive Slacks - $18.73/ea
$ 4.08
$212.28
$ 3.72
$193.56
$ 2.95
$153.24
$ 5.68
$295.38
$ 4.32
$224.76
Cargo Pants - $19.99/ea
$ 4.23
$219.84
$ 3.87
$201.12
$ 3.09
$160.80
$ 5.83
$302.94
$ 4.47
$232.32
P A N T O P T I O N S
Industrial Shirt $16.65/ea
Industrial Pants - $16.65/ea Industrial Pants w/Side Elastic – 13.53/ea Industrial Pants w/Fire Protection - $41.62/ea
COT Logo T-shirt $6.81/ea ** Weekly Annual Price Price
COT Logo Polo Shirt $30.50/ea Weekly Annual Price Price
Executive Shirt $18.73/ea Weekly Price
Annual Price
** Pricing determined as an average for short sleeve $3.43, long sleeve $7.57, short sleeve pocket $4.45 and long sleeve pocket $11.77 Shaded area options are not available (fire protection clothing requires special laundry procedures) Using the tables above, below are a couple of examples if using a combination of 2 procurement methods: Example #1: Rental of Industrial pants ($.32/ea x 5 = $1.60/week or $83.20/annually) and direct purchase short sleeve pocket t-shirts ($4.45/each x 6= $26.70 annually) – Total Annual Cost $109.90/person Example #2 - Lease of industrial pants ($.32/ea x3 = $.96/week or $49.92/annually) and direct purchase short sleeve t-shirts ($3.43/each x 6 = $20.58 annually) -- Total annual cost $70.50/person “Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed Uniform Policy 6-10-13.docx
4
Rental: Uniform Company issues 11-sets of uniforms and employees are required to turn in 5-sets to the Uniform Company weekly for laundry services. Failure to turn in your uniforms for laundry service would require transfer to a lease program. Departments are responsible for tracking and transferring to lease program when warranted. Uniform Company is responsible for repairs/replacements/size changes. Employees are required to turn in all uniforms upon leaving the City or when vendor changes. Lease: Uniform Company would issue 5-6-sets of uniforms and employees are responsible for laundering, pressing, etc. The Uniform Company would still be responsible for any repairs/replacements/size changes. Employees are required to turn in all uniforms upon leaving the City or when vendor changes. Direct Purchase: Departments would purchase uniforms directly for their employees. This must be a requirement of the job that the employees wear the uniforms assigned. (e.g. jeans and COT logo T-shirt). Replacement/size changes will be at the department’s discretion. All uniforms must be returned to the City upon leaving the City/department. Uniforms returned in good condition could be reissued at the discretion of the department. Uniforms that are not in acceptable condition could be destroyed or used for rags. This would be the department’s responsibility to keep track of uniforms issued and returned. If a contract is not in place for the items that need to be purchased, the monetary guidelines would need to be followed. It is recommended that departments replace uniforms no more than one (1) time per year.
It is possible to use a combination of the above procurement methods. For example, a work group may rent or lease their pants, but purchase a t-shirt.
“Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed
Uniform Policy 6-10-13.docx
1
Historically, the City has only ‘rented’ uniforms. There are savings associated with the options of leasing and direct purchase. The table below reflects actual billings from December 2012 from G&K Services for all City Department for approximately 250 uniform rentals. Direct purchase cost was calculated by taking the replacement cost of the uniform times the actual quantity that the departments are being charged for. Weekly Rental (includes cleaning) $970.89 $50,486.28
Weekly Lease
Total Cost for Direct Purchase
Total Weekly Pricing $589.41 Total Yearly Pricing $30,649.25 $49,217.74 Potential Savings $19,837.03 $1,268.54 Based on feedback from departments, Purchasing estimates that approximately 25% of the City’s job titles depend on the weekly uniform cleaning service under the Rental procurement method. As such, Purchasing estimates that there is potential annual savings of approximately $15,000 ($19,837.03 x 75%) by having the option to lease uniforms versus rent.
The third step is for the Department/Division head to determine what type of uniforms they want for each work group within their department. Options for the type of uniforms vary according to most uniform contracts. Work classifications within the department need to look consistent. The following are a few examples of uniform options: Pants: 1. 2. 3. 4. 5. Shirts: 1. 2. 3. 4. 5. 6.
Industrial Pants Industrial Pants w/Side Elastic Industrial Pants w/Fire protection Jeans Executive Slacks Industrial Shirt (short/long sleeve) Industrial Striped Shirt (short/long sleeve) Industrial Shirt w/Fire Protection (Long sleeve only) COT Logo T-shirt (short/long sleeve) – available under direct purchase option only COT Logo Polo Shirt Executive Shirts
If the work group typically wears a hat, the Department/Division head should also define the type of hat that is deemed acceptable. City of Temple baseball style caps are available through the Utility Warehouse at a minimal cost (i.e. approximately $3.50 per hat). The following pricing analysis was complied based on current contract pricing with G&K Services, which will expire July 14, 2013.
“Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed
Uniform Policy 6-10-13.docx
2
Straight Rental Option (Includes Cleaning): (Pricing below based on standard sizes – 10% up-charge for larger sizes) Employee receives 11 sets of uniforms and the City is charged at a rate of 5 sets per week. Pricing below is per person. SHIRT OPTIONS Industrial Shirt Industrial Striped Shirt $.32/ea $.32/ea
P A N T O P T I O N S
Industrial Shirt w/fire protection- $.89/ea
Executive Shirt $.48/ea
Weekly Price $3.20
Annual Price $166.40
Weekly Price $3.20
Annual Price $166.40
Weekly Price $6.05
Annual Price $314.60
Weekly Price $4.00
Annual Price $208.00
Industrial Pants w/Side Elastic - $.32/ea Industrial Pants w/Fire Protection $.89/ea G&K Jeans - $.54/ea
$3.20
$166.40
$3.20
$166.40
$6.05
$314.60
$4.00
$208.00
$6.05
$314.60
$6.05
$314.60
$8.90
$462.80
$6.85
$356.20
$4.30
$223.60
$4.30
$223.60
$7.15
$371.80
$5.10
$265.20
Executive Slacks - $.48/ea
$4.00
$208.00
$4.00
$208.00
$6.85
$356.20
$4.80
$249.60
Cargo Pants - .67/ea
$4.95
$257.40
$4.95
$257.40
$7.80
$405.60
$5.75
$299.00
Industrial Pants - $.32/ea
Straight Lease Option (No cleaning): (Pricing below based on standard sizes – 10% up-charge for larger sizes) Employee receives 6 sets of uniforms and the City is charged at a rate of 3 sets per week. Pricing below is per person SHIRT OPTIONS P A N T O P T I O N S
Industrial Shirt $.32/shirt
Industrial Striped Shirt $.32/shirt
Industrial Shirt w/fire protection- $.89/shirt Weekly Price
Weekly Price $1.92
Annual Price $99.84
Weekly Price $1.92
Annual Price $99.84
Industrial Pants w/Side Elastic - $.32/ea Industrial Pants w/Fire Protection $.89/ea G&K Jeans - $.54/ea
$1.92
$99.84
$1.92
$2.58
$134.16
Executive Slacks - $.48/ea
$2.40
Cargo Pants - $.67/ea
$2.97
Industrial Pants - $.32/ea
Annual Price
Executive Shirt $.48/shirt Weekly Price $2.40
Annual Price $124.80
$99.84
$2.40
$124.80
$2.58
$134.16
$3.06
$159.12
$124.80
$2.40
$124.80
$2.88
$149.76
$154.44
$2.97
$154.44
$3.45
$179.40
Shaded area options are not available (fire protection clothing requires special laundry procedures) “Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed Uniform Policy 6-10-13.docx
3
The following pricing analysis was complied based on the following:
Current contract pricing with G&K Services for direct purchasing which will expire July 14, 2013. Current contract pricing with Ad-Wear Specialties of Texas for COT Logo Shirts which will expire September 30, 2013 Price from Impressions by Criswell for COT Logo Polo Shirt – No contract for this item so pricing may vary
Straight Purchase Option (No cleaning): Pricing below based on standard sizes. Pricing based on six (6) sets per person.
Weekly Price
Annual Price
SHIRT OPTIONS Industrial Striped Industrial Shirt Shirt- $13.53/ea w/fire protection$41.62/ea Weekly Annual Weekly Annual Price Price Price Price
$ 3.84
$199.80
$ 3.48
$181.08
$ 2.71
$140.76
$ 5.44
$282.90
$ 4.08
$212.28
$ 3.48
$181.08
$ 3.12
$162.36
$ 2.35
$122.04
$ 5.08
$264.18
$ 3.72
$193.56
G&K Jeans - $18.73/ea
$ 4.08
$212.28
$ 3.72
$193.56
$ 2.95
$153.24
$ 5.68
$295.38
$ 4.32
$224.76
Executive Slacks - $18.73/ea
$ 4.08
$212.28
$ 3.72
$193.56
$ 2.95
$153.24
$ 5.68
$295.38
$ 4.32
$224.76
Cargo Pants - $19.99/ea
$ 4.23
$219.84
$ 3.87
$201.12
$ 3.09
$160.80
$ 5.83
$302.94
$ 4.47
$232.32
P A N T O P T I O N S
Industrial Shirt $16.65/ea
Industrial Pants - $16.65/ea Industrial Pants w/Side Elastic – 13.53/ea Industrial Pants w/Fire Protection - $41.62/ea
COT Logo T-shirt $6.81/ea ** Weekly Annual Price Price
COT Logo Polo Shirt $30.50/ea Weekly Annual Price Price
Executive Shirt $18.73/ea Weekly Price
Annual Price
** Pricing determined as an average for short sleeve $3.43, long sleeve $7.57, short sleeve pocket $4.45 and long sleeve pocket $11.77 Shaded area options are not available (fire protection clothing requires special laundry procedures) Using the tables above, below are a couple of examples if using a combination of 2 procurement methods: Example #1: Rental of Industrial pants ($.32/ea x 5 = $1.60/week or $83.20/annually) and direct purchase short sleeve pocket t-shirts ($4.45/each x 6= $26.70 annually) – Total Annual Cost $109.90/person Example #2 - Lease of industrial pants ($.32/ea x3 = $.96/week or $49.92/annually) and direct purchase short sleeve t-shirts ($3.43/each x 6 = $20.58 annually) -- Total annual cost $70.50/person “Prepared by City of Temple Purchasing Department“ C:\Users\Charlie\Dropbox\TXPPA\Current Files\Chapter Manager Software\SPecs & RFPS\Proposed Uniform Policy 6-10-13.docx
4
