Uniform Laundry Services - Parks and Recreation and Public Works Departments

Location:	California
Posted:	Mar 24, 2026
Due:	Apr 7, 2026
Agency:	City of San Mateo
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

UNIFORM LAUNDRY SERVICES – PARKS AND RECREATION AND PUBLIC WORKS

DEPARTMENTS

CITY OF SAN MATEO, CALIFORNIA

March 24, 2026

I. INTRODUCTION

The City of San Mateo Public Works Department is soliciting proposals for uniform laundry services for

divisions within the Parks and Recreation and Public Works departments. The qualified Uniform Service

Provider will provide an array of laundry services that range from uniform rentals to weekly pick-up and

cleaning of uniforms and facility items from four different sites throughout the City, including our

Wastewater Treatment Plant, Corp Yard, Park Yard, and Golf Course (site address detail listed below on

Page 3 and in Page 4 table) . The City is proposing to contract these services for three years.

II. BACKGROUND

The City of San Mateo has two operating departments, Parks and Recreation and Public Works, requiring

uniform rentals and laundry/cleaning services including furnishing shirts, pants, coveralls, lab coats, red shop

towels, floor mats, work jackets, and the associated laundry maintenance of these items. To take advantage

of economy of scale and to streamline service needs for all City operations and functions, the City utilizes a

blanket agreement for uniform rental and laundry services.

III. SCOPE OF SERVICES

The scope of services should address all the tasks required for rentals and weekly laundry maintenance

services. This will most likely include tasks such as:

A. General

1. Provide necessary items including, as required herein, but not limited to furnishing shirts,

pants, coveralls, lab coats, emblems, red shop towels, floor mats; measuring, fitting, hemming,

taking in and letting out, adjusting, stitching, sewing, and repairing uniforms; laundering, stain-

removing, pressing, inventorying, delivering, picking up, and replacing uniforms and other

associated facility items.

2. Provide on-time services to each specified City location.

3. Uniform Quantities:

a) Wastewater Treatment Plant Lab Analysts (4 sets): up to 11 pants/11 lab coats each;

total of 44 uniform sets. (80/20 blend construction)

b) Wastewater Treatment Plant Lab Supervisor (1 set): up to 5 lab coats; total of 5

uniforms. (80/20 blend construction)

c) Wastewater Treatment Plant Operations/Maintenance (36 sets): up to 11 pants and

11 shirts each; total of 396 uniform sets. (80/20 blend construction)

d) Corp Yard Operations/Maintenance (44 sets): up to 11 pants and 11 shirts each; total

of 484 uniforms sets. (80/20 blend construction)

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Uniform Laundry Services RFP

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e) Parks and Golf Landscape Maintenance (25 sets): up to 11 pants and 11 shirts each;

total of 220 uniform sets.

4. Floor Mat Quantities:

a) (18) 3’x5’

b) (6) 4’x6’

c) (2) 2’x6’

d) (1) 3’x10’

5. Shop Towel Quantities: Provide 13 bags (of 50 each; total of 650) 18x18 shop towels.

6. Provide a locker bank with 23 slots in the Wastewater Treatment Plant Maintenance Building

for clean uniform delivery of Operations and Maintenance personnel.

7. Provide sample City emblems and name emblems within 7 calendar days after award for City

review.

8. Take accurate fitting measurements within 7 calendar days after award and within 7 calendar

days after receipt of notification for any new measurements.

9. Furnish new pants, shirts, coveralls, and lab coats for starting inventory, within 30 calendar

days after fitting measurements have been taken.

10. Make necessary alterations of uniforms within 7 calendar days after furnishing the uniforms.

11. Furnish the shop towels and floor mats within 30 calendar days after award.

12. Provide cleaned uniforms, mats and cleaned shop towels weekly, Tuesdays preferred.

13. Replace all irreparably damaged, permanently stained, worn out uniforms, lab coats, shop

towels, and floor mats with all new ones within 7 calendar days of pick-up.

B. Proper Fit

1. Measure each City employee individually to assure that the to-be-provided uniforms fit

properly.

2. Check with each City employee individually to assure that the uniforms provided fit properly;

make all necessary alterations to the uniforms.

3. Make, after the initial acceptance of the uniforms fitting properly, necessary alterations or

supply new uniforms for employees whose uniforms no longer fit properly; note that additional

charges may apply for alterations and for prorated uniform costs.

C. Garment Quality

1. Uniform material will be of a treated soil-release fabric that repels dirt and stains before they

are set permanently.

2. The City prefers the Uniform Service Company selected to produce its own line of uniforms,

to better guarantee the quality and control of the supplied items.

3. Uniform types and fabrics to be provided include, but are not limited to: 100% cotton;

cotton/poly blend; fire retardant; coveralls; cargo pants; women’s pants/shirts; and lab coats.

4. Shirts are to be fully cut, and pants must meet the durability requirements of work pants with

the comfort and detail of casual retail pants.

5. Uniforms should be made of brushed fabric to improve the soft feel and drape of the garment

and provide some flex in the garments that move with the employee.

6. Uniform service company must carry women’s clothing and must have more than 1 option for

women’s pants. Sizing men’s pants for female employees is not acceptable.

7. All garments provided must be of industrial quality and designed for the industrial garment

rental industry.

8. All garments provided must be carried in inventory by the Uniform Service Provider. Outside

purchasing non-stock items to meet the specifications of this scope of work is not permitted.

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Uniform Laundry Services RFP

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D. Startup Inventory

1. Furnish startup inventory consists of new uniforms as follows:

a) Provide requested number of uniform articles per employee.

b) Provide a one-week amount of shop towels plus a one-week startup quantity.

c) Provide (18) 3x5, (1) 3x10, (6) 4x6, and (2) 2x6 floor mats.

2. New employees must be furnished with startup inventory of new uniforms within 7 days of

request.

3. Additional charges will not apply for proper fit but may apply for prorated uniform costs.

E. Garment Control Identification

1. Provide garment control identification for each uniform item.

2. Provide individual tracking for each uniform item.

3. Provide an inventory control system that includes a four-count check system.

4. Provide, to each Representative each delivery, a uniform log with each garment

control identification, employee name, division, location, date uniform was placed into service,

and service record of pick-up, delivery, and repairs.

5. Ensure that the garment control identification permits uniforms to be grouped together by

each employee and are deliverable to the correct location.

F. Pick-Up

1. Pick up all to-be-laundered uniforms once a week from:

• Wastewater Treatment Plant (2050 Detroit Dr)

o Maintenance Building Locker Room

o Men’s and Women’s Locker Rooms (Lab Staff)

o Old Admin Building

o New Admin Building

• Corp Yard Streets & Sewer (1949 Pacific Blvd)

• Golf Course (1201 E Poplar Ave)

• Parks and Recreation (2001 Pacific Blvd)

2. Pick up all to-be-laundered shop towels once a week from:

• Golf Course (1201 E Poplar Ave)

• Parks and Recreation (2001 Pacific Blvd)

3. Pick up all to-be-laundered floor mats once a week from:

• Wastewater Treatment Plant (2050 Detroit Dr)

o Maintenance Building Locker Room

o Men’s and Women’s Locker Rooms (Lab Staff)

o Old Admin Building

o New Admin Building

• Corp Yard Streets & Sewer (1949 Pacific Blvd)

• Golf Course (1201 E Poplar Ave)

• Parks and Recreation (2001 Pacific Blvd)

4. Submit a numbered pick-up list of items picked up to the City Representative at each site.

5. Review the pick-up list with the City Representative; revise as necessary.

6. Obtain the signature of the City Representative on the finalized pick-up list which concurs

with the exact number of items being picked up.

7. Provide a copy of the pick-up list to the City Representative at each location and retain a copy

for the Uniform Service Provider’s records.

8. Pick-up sites are listed in the table below:

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Uniform Laundry Services RFP

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Address

1201 E. Poplar Ave. San Mateo, CA 94401

2050 Detroit Dr. San Mateo, CA 94404

2001 Pacific Blvd. San Mateo, CA 94403

1949 Pacific Blvd. San Mateo, CA 94403

City Facility

Golf Course

Wastewater Treatment Plant (4 locations)

Parks and Recreation

Corp Yard Streets/Sewer

G. Cleaning

1. Clean all picked up uniforms, shop towels, and floor mats.

2. Ensure that all spots and stains are removed.

3. Use, whenever possible, “Green” cleaning agents and never use cleaning agents that are

potentially hazardous or harmful to health, property, environment, or finishes of any items

being serviced.

4. Laundering process must use multiple rinse processes to ensure the removal of all detergent.

5. Uniforms must be finished with Live Steam at 280 degrees Fahrenheit to remove wrinkles and

destroy bacteria.

F. Repairing

1. Make repairs to all uniforms as required.

2. Such repairs are for sewing and stitching of uniform seams or patches and replacement of

buttons.

3. Uniform Service Provider must have an automated repair/upgrade identification system at

the laundering plant.

G. Pressing

1. Uniforms must be finished with Live Steam at 280 degrees Fahrenheit to remove wrinkles and

destroy bacteria.

2. If further wrinkle removal is necessary, utilize pressing or form finishing (after live steam) as

appropriate for uniform material.

3. Ensure that all delivered uniforms are wrinkle-free; City may reject or not pay for any

uniforms delivered with wrinkles.

H. Replacing

1. Replace uniforms that are worn out, dingy in color from cleanings, damaged beyond repair,

permanently visibly stained or do not meet the City of San Mateo standards.

2. Such replacement uniforms for those that are worn out or dingy in color from cleanings will

be at Uniform Service Provider’s sole expense.

3. Such uniforms for those that are damaged beyond repair, or permanently visibly stained will

be at the prorated uniform cost.

Delivering

1. Provide hangers, and if necessary, plastic bags for all uniforms to be delivered to ensure that

the uniforms are dry, clean, wrinkle-free, and ready to wear.

2. Deliver the exact number of cleaned, pressed, and repaired uniforms, new uniforms, cleaned

towels and cleaned floor mats, as were picked up the week prior.

3. Ensure that the delivered uniforms are grouped together by each employee and delivered to

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Uniform Laundry Services RFP

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the correct location according to the garment control identification.

4. Review the delivery list (which should match the pick-up list for the prior week), with the City

Representative; revise as necessary.

5. Obtain the signature of the City Representative on the finalized delivery list concurring the

exact number of items being delivered.

6. Provide a copy of the delivery list to the City Representative and retain a copy for Uniform

Service Provider’s records.

7. Note that only the exact number of uniforms, towels, and floor mats that were actually

laundered, cleaned, repaired, replaced, furnished as new, wrinkle-free, and grouped and

delivered to the correct location are billable. No Exceptions.

Rejecting

Note: A City Representative may reject if, in the sole opinion of the City Representative, any

items that do not meet the requirements herein.

1. Reload rejected items immediately on the same delivery vehicle as they were originally being

delivered if such rejection was noted by City Representative at the time of delivery.

2. Pick up rejected items within 5 business days if such rejection was discovered by City after

delivery was made.

3. Restore to acceptable state or replace, as necessary, rejected items within 5 business days

after the rejection was made, at Uniform Service Provider’s sole expense.

K. Terminating

Note: A City Representative will provide garment control identifications for uniform service that

is to be terminated (normally, for employees who are no longer with the division or unit).

1. Cease, immediately, pick-up and delivery service for terminated uniform service.

2. The Uniform Service Provider’s representatives will have an onsite mobile device to make

sure that any terminated employees are removed so that the following week they will no longer

show up on the invoice.

3. Any uniform service terminated are subject to prorated costs.

IV. PROPOSALS

Proposers should submit their proposal electronically, via email, in PDF format. Proposals should be as

concise as possible and include the following information, outlined below.

A. Cover Letter

The proposal shall be submitted with a cover letter. The letter must include the name, title, address,

telephone number, and signature of the individual(s) authorized to negotiate and bind the Uniform

Service Provider contractually. The cover letter shall provide a summary of the Uniform Service

Provider’s capabilities and the qualifications of proposed staff.

B. Proposed Scope of Services

The scope of services should provide a detailed description of the Uniform Service Provider’s

proposed approach to providing overall uniform laundry maintenance services for the Parks and

Recreation and Public Works Departments in the City of San Mateo. This scope will become Exhibit A

of the City’s standard contractual services contract.

C. Experience and Qualifications

Provide a one- to two-page summary of the Uniform Service Provider’s experience and qualifications

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Uniform Laundry Services RFP

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	Uniform Laundry Services - Parks and Recreation and Public Works Departments
Category:	ALL OPEN RFPs
Status:	Open

Uniform Laundry Services - Parks and Recreation and Public Works Departments

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See also