REQUEST FOR BID SIKESTON UNIFORM BID SPECIFICATIONS RFP #16-22

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1 Uniform Purchase for Police and Fire Services Issued: March, 7 th 2016 Due Date: 5pm - March 23 rd, 2016 The City of Sikeston is seeking proposals from vendors who sell quality uniforms for both our police officers and fire fighters. Our department has approximately 60 employees (approximately 20 fire fighters and 40 police and dispatch officers) that will be using a uniform allowance to buy these uniforms. The agreement sought will be such that the city will pay the uniform vendor directly and the vendor will keep records of each officer s purchases. The vendor will note that the city will be responsible for only $650 each fiscal year for each employee of the approximate 60 employees. This money will be made available to each employee each fiscal year (July 1 st to June 1 st ) with $325 allowed on September 1 st and $325 on March 1 st. Monies not spent (up to $650) by June 1 st each year will not be available and be excluded from the contract and be retained by the city of Sikeston. Any employee who purchases items in excess of the specified allotted amounts will pay for said items with personal funds, should they choose not to wait until the next uniform allowance (Sept. 1 st or March 1 st ). See below for uniform bid specification detail. Those interested are asked to visit to obtain a bid packet. The City of Sikeston will advertise this bid until 5pm on March 23 rd, At that time we will close the bidding on this project. All completed bid packet can be dropped off at Sikeston City Hall or mailed to the City of Sikeston, attention City Clerk at 105 E. Center Street Sikeston MO Page 1 of 14

2 GENERAL RULES AND CONDITIONS I. Proposals submitted in response to this request must carry the signature of the vendor. By signing, the bidder acknowledges his full knowledge of, and agreement with the general specifications, conditions and requirements of this request for proposal. II III IV V VI Any act or acts of misrepresentation, collusion or offers of kickback by a vendor will be a basis for disqualification of any proposal submitted. In the event the City enters into an agreement or contract with a vendor who is found to have misrepresented material facts, participated in collusion or offerings of kickbacks, and such conduct is discovered after the execution of an agreement or contract, the City may cancel the agreement or contract without incurring liability, penalty or damages. All inquiries, whether written or oral, shall be submitted within the time limitations specified in the request for proposal. All information provided by the City shall be by Request for Quotation and written addenda thereto, which shall be subscribed by the Department Head or his designee, who shall issue the request for proposal. No other information, provided by others, shall be anything more than informal information and shall not be binding upon the City, nor shall it furnish a basis for legal action by any vendor or prospective vendor against the City. Proposals received later than the time and date specified in the request, as the bid opening will not be considered. Amendments to, or withdrawals of proposals received later than the time and date specified as the bid opening will not be operative. The City of Sikeston reserves the right to accept or reject any and all proposals, as deemed, in its sole discretion, to be in the best interest of the City. The City reserves the right to reject any proposal if the vendor is delinquent in the payment of any taxes, fees or licenses owed to the City. In the event a vendor is delinquent in any payment to the City, the City may offset the delinquent amount due against sums owed the vendor. The City of Sikeston may make such investigation as deemed necessary to determine the ability of the vendor to discharge the agreement or contract. The vendor shall furnish the City with all such information and data as may be required for that purpose. The City reserves the right to reject any bid if the vendor fails to satisfactorily convince the City that he is properly qualified to carry out the obligations of the agreement or contract, and to satisfactorily complete the work called for herein. Page 2 of 14

3 VII VIII IX X XI XII XIII XIV XV XVI When determining the successful vendor, the City reserves the right to apply up to a five percent (5%) local vendor preference for goods and services provided by vendors located within the City Limits of Sikeston. The City of Sikeston is exempt from all federal and state excise, sales and use taxes. The successful vendor must have a current City of Sikeston Business License. Delivery of all goods or services must comply with all applicable laws of the Federal Government and the State of Missouri. Proposals must be submitted in writing, and include executed non-kickback and non-collusion agreements on the forms provided with this request for proposal. BRAND NAME (OR EQUAL) TO ESTABLISHED STANDARD: Unless stated otherwise within this bid, wherever in the invitation any item required to be furnished is mentioned by a brand name or a manufacturers name is given, it is intended to establish a standard of quality or type of material desired and not to restrict the use of other materials which are of equal quality or type. Bidders who do not specify a different manufacturer or number will be required to furnish items exactly as specified. Each bidder proposing to bid an or equal garment and/or product, shall bring complete submittal information with them to be inspected by the department. The city will ultimately choose the best product that suits their needs. This could possibly be an item that has a higher cost but perceived better quality. Failure to comply with directive will result in a rejection of this proposed bid. Vendor must provide any additional costs associated with measuring, tailoring, patch sewing, hemming, or any additional costs associated with any service not listed here. Vendor must either be accessible in the city of Sikeston or otherwise come to the Sikeston DPS Facility at 201 S. Kingshighway Sikeston, MO at least FOUR times a year for measurements of officers or other serviceable necessities required by Sikeston DPS. ALL PRICING MUST INCLUDE DELIVERY. Delivery is expected within 30 after release of initial order. Cost adjustments. Prices quoted shall be firm for the initial contract term (Three years). After the first year the city may approve cost adjustments only if increases or decreases occur in the industry. The city may refuse to accept the Page 3 of 14

4 adjusted costs if they are not properly documented, or considered to be excessive. In such case if the matter cannot be resolved to the satisfaction of the city, the contract will be considered cancelled at the end of the current fiscal year. XVII The city will accept invoices no more frequently than once per month. Each invoice will include the specific officer to which the bill refers to and be fully detailed as to what the officer purchased when pertaining to city payment. The city will make monthly payments to the vendor on approved purchases made by the officer who has not reached his current allowable limit. Any charges in excess of this allowable amount ($325 twice a year) will be responsible by said officer. XVIII Initial Measurements shall be made at the department location or at the vendor location if approved by the city after the bid has been awarded. This will be conducted in a manner not to interfere with normal operation of the department. Measurements will be conducted on an as needed basis. The vendor will keep these records on each officer to help facility faster service in getting merchandise to the customer. The successful bidder will be responsible for coordinating a time schedule with the city for employee measurements. XIX XX XXI XXII Alterations shall be performed in a timely manner and shall be performed to the satisfaction of the city employee for whom the garment is intended. All emblems and rank stripes shall be sewn on by the successful bidder. Department patches will be provided by the city and each garment requiring patches will receive one per sleeve. Screen printing will be included in the price of the shirt (see below). All bidders must provide a letter from the manufacturer of their submitted product stating they are an authorized distributor in good standing. XXIII Any items received in poor condition or in error will be returned to the vendor at their expense. Page 4 of 14

5 Category 1: Fire Fighter Uniform Shirts: A. Long sleeve polo style work/duty shirt: 100% cotton shrink resistant material (or preshrunk) and light gray (or heather gray) color with long sleeves and elastic style cuffs. A minimum of 6 oz. 100% cotton material. Examples in similar styles and quality include 5.11 Professional Long Sleeve Polo or the Propper Classic Long Sleeve Polo or equivalent. Shirts will be embroidered with the department Fire Division Logo on the left breast of the shirt and with an option of having the officer s name embroidered over the right breast of the shirt. Sizing of shirts will be varied to accommodate the various body shapes employed. Generally this should be listed as (XS, S, M, L, XL, XXL, 3XL, 4XL, etc.). Please detail any additional costs associated with larger sizes. B. Short sleeve polo style work/duty shirt: 100% cotton shrink resistant material (or preshrunk) and light gray (or heather gray) color with short sleeves. A minimum of 6 oz. 100% cotton material. Examples in similar styles and quality include the 5.11 Tactical Jersey Short Sleeve Polo or the Propper Classic Short Sleeve Polo or equivalent. Shirts will be embroidered with the department Fire Division Logo on the left breast of the shirt and with an option of having the officer s name embroidered over the right breast of the shirt. Sizing of shirts will be varied to accommodate the various body shapes employed. Generally this should be listed as XS, S, M, L, XL, XXL, 3XL, 4XL, etc. for both men and women. Please detail any additional costs associated with larger sizes. C. Short sleeve tee-shirt or work shirt: Light Gray (heather gray or ash gray) 100% cotton tee-shirt with a minimum of a 6oz shrink resistant or preshrunk cotton material. Vendor will screen print the DPS Fire design on the shirt (front left breast and back of tee). Examples in similar styles and quality include the Gildan Ultra- Cotton 2000 Ultra Cotton or equivalent. Page 5 of 14

6 Sizing of shirts will be varied to accommodate the various body shapes employed. Generally this should be listed as XS, S, M, L, XL, XXL, 3XL, 4XL, etc. for both men and women. Please detail any additional costs associated with larger sizes. D. 100% Cotton Tactical Pants: Black Tactical pants with a minimum of an 8oz weight cotton. Six pocket design (or optional seven) with reinforced seat and knees. Fade resistant material and shrink resistant. Examples in similar styles and quality include the 5.11 Cotton Canvas Tactical Pant, the Propper Cotton Canvas Tactical Pant or equivalent. Men s Trousers will be priced hemmed and will be sized at a minimum of 2 increments (e.g. 28, 30, 32, 34, 36, 38, 40, 42, 44, 46 etc.) The vendor will hem the pants to fit the officer once initial measurements are taken. Women s Trousers will be sized 4, 6, 8, 10, 12, 14, 16, 18, 20, 22 & 24. E. 100% Cotton Tactical Shorts: Black Tactical Shorts with a minimum of an 8oz weight cotton. Six pocket design (or optional seven) with reinforced seat. Fade resistant material and shrink resistant. Examples in similar styles and quality include the 5.11 Cotton Canvas Tactical Short, the Propper Cotton Canvas Tactical Short or equivalent. Men s Shorts will be sized at a minimum of 2 increments (e.g. 28, 30, 32, 34, 36, 38, 40, 42, 44, 46 etc.) Women s Shorts will be sized 4, 6, 8, 10, 12, 14, 16, 18, 20, 22 & 24. F. Fire Fighter Tactical Job Shirt: Minimum of a 10oz polyester/cotton fleece material in a fade resistant, shrink resistant navy color. Quarter zip neck with chest pockets with a no roll collar. Shirts will be embroidered with the department Fire Division Logo on the left breast of the shirt and with an option of having the officer s name embroidered over the right breast of the shirt. Sizing of shirts will be varied to accommodate the various body shapes employed. Generally this should be listed as XS, S, M, L, XL, XXL, 3XL, 4XL, etc. for both men and women. Please detail any additional costs associated with larger sizes. Page 6 of 14

7 G. Fire Work Boots or Duty Shoes: Vendor must offer a selection quality duty shoes for police and fire. The shoe must be black in color. It can be a military style or tactical style boot or an oxford. The shoe must have a plain rounded toe without decorative stitching or adornments and the surface must be shine-able (accept polish). Brand names or trademarks will be subdued and also black in appearance. Shoes offered must be sized for both men and women and accommodate varying sizes (e.g. U.S sizes for BOTH men and women 5, 5 ½, 6, 6 ½, 7, 7 ½, 8, 8 ½, 9, 9 ½, 10, 10 ½, 11, 11 ½, 12, 12 ½, 13, 14, 15 etc.) Please detail any additional costs associated with larger sizes. With the above information in mind, shoes will be chosen by the officers; noting that officers often choose from high end, middle or low end brand/quality. Examples in similar styles and quality include Danner, Bates, Oakley, Rocky, Thorogood, Magnum, Under Armour, or equivalent styles in the described manner above. Page 7 of 14

8 Category 2: Police Officer Uniform A. Long Sleeve Police Uniform Shirt: -Dark navy in color with pleated pockets with scalloped flaps. -Hook and loop pocket closure and pencil slot on left breast pocket. -Long sleeve with a 2-button adjustable cuff closure -Traditional 5-crease military style stitched -Extra-long shirt tails. -Badge eyelets with internal support optional -Banded dress collar -Front Zipper closure -With epaulets on each shoulder Men s Shirts will be sized numerically in whole or half sizes and include sleeve length. (E.g. 15 neck and 34/35 Sleeve length, or 15.5 neck and 35/36 sleeve length, or 18.5 neck and 36/37 sleeve length, and so on) Women s Shirts will be sized in 2 increments. (E.g. 30, 32, 34, 36, 38, 40, etc) Please detail any additional costs associated with larger or special sizes. Examples in similar styles and quality include Blauer Super Shirt or Blauer Classact Shirt, Leventhal Conqueror Perfection, Southeastern, Liberty or equivalent. All Uniform Shirts will have department uniform patches sewn on both sleeves 1 below the shoulder seam and centered. (patches will be provided by our department) Finished shirts will be folded and packaged. ***Please quote shirt in all of these different materials*** Polyester Poly/rayon blend Poly/wool blend Wool Page 8 of 14

9 B. Short Sleeve Police Uniform Shirt: -Dark navy in color with pleated pockets with scalloped flaps. -Hook and loop pocket closure and pencil slot on left breast pocket. -Traditional 5-crease military style stitched -Extra-long shirt tails. -Badge eyelets with internal support optional -Front Zipper closure -With epaulets on each shoulder Men s Shirts will be sized numerically in whole or half sizes. (E.g. 15, 15 ½, 16, 16 ½, 17, 17 ½, 18, 18 ½, 19, 19 ½, etc.) Women s Shirts will be sized in 2 increments. (E.g. 30, 32, 34, 36, 38, 40, etc) Please detail any additional costs associated with larger or special sizes. Examples in similar styles and quality include Blauer Super Shirt or Blauer Classact Shirt, Leventhal Conqueror Perfection, Southeastern, Liberty or equivalent. All Uniform Shirts will have department uniform patches sewn on both sleeves 1 below the shoulder seam and centered. (Patches will be provided by our department) Finished shirts will be folded and packaged. ***Please quote shirt in all of these different materials*** Polyester Poly/rayon blend Poly/wool blend Wool Page 9 of 14

10 C. Police Uniform Pants/Trousers: - Dark navy in color with four pocket design - Heavy duty double hook and eye closure with brass zipper closure - Adjustable waistband or elastic stretch waistband - Contain a shirt tuck stay design. - Reinforced seat seam. - Reinforced belt loop stitching Examples in similar styles and quality include the Blauer Trousers 4 pocket, Leventhal Conqueror Perfection TR-1, Southeastern, Liberty or equivalent. Men s Trousers will be priced hemmed and will be sized at a minimum of 2 increments (e.g. 28, 30, 32, 34, 36, 38, 40, 42, 44, 46 etc.) The vendor will hem the pants to fit the officer once initial measurements are taken. Women s Trousers will be sized 4, 6, 8, 10, 12, 14, 16, 18, 20, 22 & 24. ***Please quote pant/trouser in all of these different materials*** Polyester Poly/rayon blend Poly/wool blend Wool D. Police Mock Turtle-Neck Shirts and Mock Dickies: -Mock neck styling -black in color -Long sleeve design (not applicable on dickie) -Long tail for staying tucked (not applicable on dickie) -50/50 Poly/Cotton Blend (or other if similar quality) -Vendor will embroider the letters DPS on the neck of the shirt. Gold embroidery for supervisors and silver for officers. Rank/color designated during initial measuring. (Department will provide an example of letter positioning) Page 10 of 14

11 Sizing of shirts will be varied to accommodate the various body shapes employed. Generally this should be listed as XS, S, M, L, XL, XXL, 3XL, 4XL, etc. for both men and women. Please detail any additional costs associated with larger sizes. *** Please quote both the mock turtle-neck AND the mock dickie*** E. Police Work Boots or Duty Shoes: Vendor must offer a selection quality duty shoes for police and fire. The shoe must be black in color. It can be a military style or tactical style boot or an oxford. The shoe must have a plain rounded toe without decorative stitching or adornments and the surface must be shine-able (accept polish). Brand names or trademarks will be subdued and also black in appearance. Additionally, high shine shoes such as patent leather, military dress shoes or clarino shoes are also acceptable for purchase for patrol. With the above information in mind, shoes will be chosen by the officers; noting that officers often choose from high end, middle or low end brand/quality. Examples in similar styles and quality include Danner, Bates, Oakley, Rocky, Thorogood, Magnum, Under Armour, or equivalent styles in the described manner above. Shoes offered must be sized for both men and women and accommodate varying sizes (e.g. U.S sizes for BOTH men and women 5, 5 ½, 6, 6 ½, 7, 7 ½, 8, 8 ½, 9, 9 ½, 10, 10 ½, 11, 11 ½, 12, 12 ½, 13, 14, 15 etc.) Please detail any additional costs associated with larger sizes. Page 11 of 14

12 Category 3: Miscellaneous Public Safety Items A. Miscellaneous Items Various other smaller miscellaneous items relating to public safety (fire and police) may also be sold by the vendor to the officer with their uniform allowance. These items are numerous and some of which are listed below. Police Uniform Ties Uniform Whistle Chains Police Whistles Rain coats Jackets and Coats Gloves Flashlights Hats and toboggans (may need embroidering with DPS in gold or silver) Tie Tacks Rank insignia including pins and chevrons And other items approved by the city of Sikeston Page 12 of 14

13 REQUEST FOR PROPOSAL #16-22 BID RETURN SHEET Due 1:30 P.M., Tuesday, August 2, 2011 Vendor Name: Bidder s signature MUST appear on this form. Signature of bidder indicated he/she understands and will comply with the terms and conditions set forth within the Invitation for Bid. CITY OF SIKESTON Non-Kickback and Non-Collusion Affidavit Bid #12Q-005 I, being of lawful age and a duly authorized agent for, regarding the attached bid, proposal, or contract with the City of Sikeston, Missouri for, do hereby swear/affirm that this affidavit is true and correct. Furthermore, I swear/affirm that neither I, nor the firm, company or corporation, or any other employer for whom I am an authorized agent in this matter, has been a party to any collusion, among bidders or other competitors in restraint of freedom of competition by causing or contributing to cause anyone to refrain from bidding, or by being a party to any agreement or understanding among or between any persons, firms, or corporations to bid at a fixed or determinable price. Furthermore, I swear/affirm that neither I, nor the firm, company or corporation, or any other employer for whom I am an authorized agent have been a party to any collusion with any city official or employee of the City of Sikeston as to quantity, quality, or price in this prospective bid, contract or proposal; or any other terms of said undertaking; nor have I or we been a party to any discussion between other competitors and any official of the City of Sikeston concerning the exchange of money or other things of value for special consideration in the letting of this bid, proposal or contract. I do hereby swear/affirm that the work, contractual undertaking, services or materials as described by this invoice or other billing claim has been delivered, completed, or supplied in accordance with the specifications, orders, bids, requests, or contract furnished and executed by the City of Sikeston, Missouri for the above mentioned bid. Furthermore, no consideration, either directly or indirectly, has or will be made to any elected official, officer or employee of the City of Sikeston or any other person, firm or corporation to obtain payment of the claim or to procure the contract or purchase order pursuant to which this claim is made. Bidder s Signature Please type or print name and address of bidder. Page 13 of 14

14 Phone Number STATE OF ) )SS COUNTY OF ) On this day of, 20, before me personally appeared, to me known to be the person(s) described in and who executed the forgoing instrument and acknowledged that they executed the same as their free act and deed. IN TESTIMONY WHEREOF, I have hereunto set my hand and affixed my official seal at my office in County,, the day and year first above written. Signature Notary Public My Commission expires: Page 14 of 14