1-2 2026-26 General Specifications P.E. Uniforms and Related Apparel.pdf

General Specifications

Anaheim Union High School District Page 1 of 3 Bid No. 2026-26

ANAHEIM UNION HIGH SCHOOL DISTRICT

GENERAL SPECIFICATIONS

BID NO. 2026-26 P.E. UNIFORMS AND RELATED APPAREL

1. Scope of Work

This bid is for the purchase of custom-printed t-shirts, shorts, with the option of sweatshirts and sweat pants to approximately 15,000 junior high and high school students. The contract will be for a period of one (1) year with the option to renew for two (2) additional one-year terms.

2. Pricing

All prices shall be F.O.B. Destination, Freight Prepaid and Allowed to AUHSD’s Warehouse and school sites as stated herein. Sales tax will be applicable, but is not to be included in unit prices on bid. Artwork images and files will be provided for each of the

(17) school sites. Set up fees are to be included in the unit price quoted.

3. Interpretation of Documentation

a. The intention of the bid documents is to include all labor and materials, equipment and transportation necessary for the proper execution of the work. Materials or work described in words, which so applied, have a well-known technical or trade meaning shall be deemed to refer to such recognized standards.

b. Standards, Rules, and Regulations referred to are recognized printed standards and shall be considered as one and a part of these contract documents within the limits specified.

c. Specifications are intended to delineate and describe the work and its component parts to such a degree as will enable skilled and competent bidders to intelligently bid upon the work, and to carry said work to a successful conclusion.

d. The naming of any material and/or equipment shall mean furnishing and installing of same, including all incidental accessory items thereto and/or labor therefore, as per best practices of the trade(s) involved, unless specifically noted otherwise.

4. Equipment and Labor

The successful bidder shall furnish all tools, equipment, apparatus, facilities, transportation, labor and material necessary to furnish the items and provide the services required herein described.

Anaheim Union High School District Page 2 of 3 Bid No. 2026-26

5. Product Material and Process Composition

Fabric composition and printing process chemicals shall be free from known carcinogens and safe for children to wear, and shall be in compliance with Federal Trade Commission and Consumer Product Safety Commission guidelines for flammability and care instruction labeling.

6. Orders and Deliveries

a. Blanket Purchase Orders will be issued as early as practicable for each fiscal year, generated per school site. Both initial orders and follow-up orders will be drawn on these blanket purchase orders.

b. Supplier is required to provide a fillable hardcopy and an electronic order form for authorized personnel to use to place orders via online, e-mail or fax, and to confirm receipt of the order as soon as practicable via phone, e-mail or fax back to the ordering party within two (2) business days of receiving the order..

c. Only orders placed by authorized AUHSD personnel such as Purchasing Department staff members, and designated site personnel as indicated on the face of each blanket purchase order are to be accepted.

d. Initial order forms from each school site will be sent to supplier prior to the new school year so to secure product for delivery of orders in a timely manner. Initial orders shall be delivered, invoiced and payable no earlier than July 1 of each year, and no later than two weeks before school begins. Initial orders shall be delivered to the AUHSD Warehouse.

e. Subsequent ‘make-up’,‘re-order’, ‘filler’ or ‘follow-up’ orders must be delivered within seven (7) business days from receipt of order. These orders may be delivered to each separate site.

f. Product must be delivered in boxes that are clearly marked with the description (t-shirts or shorts, etc.) contents (count and size, i.e. 25 Med 45 Large, etc.), destination school site, purchase order number, to the attention of the person who placed the order, and box number of total number of boxes (i.e. Box 1 of 3); this requirement applies to all orders.

g. All items delivered must be in a condition acceptable to the District. Any damaged items will be rejected and returned at successful bidder’s expense. Any misprints or errors in silkscreen printing will be rejected and returned. The contractor will replace such items within two business days with like goods of acceptable quality.

7. Invoices and Packing Slips

a. Hard copy invoices shall be submitted via US Post to the District’s Accounts Payable Department at P.O. Box 3520, 501 Crescent Way, Anaheim, CA 92803- 3520 and supporting documents as follows:

Anaheim Union High School District Page 3 of 3 Bid No. 2026-26

b. Two (2) copies of the packing slip shall accompany goods at the time of delivery which will act as a proof of delivery. No goods shall be delivered without an accurate packing slip and no packing slip shall be signed for goods not present.

c. An authorized District or School representative who received the items must sign and date both copies of the packing slip at time of delivery. One copy shall be left with the person receiving the goods; the second copy is to be retained by the Supplier.

d. All invoices and packing slips shall clearly indicate the following as a minimum:

i. Name and address of company

ii. Blanket purchase order number

iii. Item/part number and description

iv. Quantities of each item:

1. Ordered

2. Back ordered

3. Delivered

v. Unit of measure (each)

vi. Unit price (invoice only)

vii. Extended Totals (invoice only)

viii. Name of person placing order

ix. Date order was placed

x. Date order was delivered

8. Order Discrepancies

Discrepancies in sizes and quantities ordered compared with what is delivered will be resolved between the Supplier and the person placing the order as evidenced by written or electronic documentation. If documents do not match, the document signed by the receiving AUHSD personnel will prevail.

9. Additional Services

a. One article of each size is to be provided to each site for size demonstration at the time of registration, usually the first week of August; the successful bidder is to coordinate dates and delivery directly with each site.

b. Additional services may be required at which point arrangements can be made on an ‘as-needed’ basis, but must be approved by the Director of Purchasing and Central Services prior to commencement.

c. Quarterly sales reports will be required to help the District analyze what is being sold, by type, size, color, date, school, Purchase Order# and quantity.