1-ITB250901 Fire Turnout Gear SOLICITATION.pdf

CITY OF COVINGTON, KENTUCKY

INVITATION TO BID

ITB250901

For:

FIRE TURNOUT GEAR

BID RESPONSES DUE

NO LATER THAN:

10:00 A.M. 2025 SEPTEMBER 19

Issue Date:

2025 September 02

For:

Department of Fire

By:

Department of Finance | Procurement Office

20 W Pike St Covington, KY 41011

I. LEGAL ADVERTISEMENT / PUBLIC NOTICE

Fire Turnout Gear

The City of Covington, Kentucky (“City”) invites bids from qualified, competent, knowledgeable, and experienced providers of fleet equipment vehicles, equipment, and/or related services as described in this Invitation To Bid (“ITB”), and in compliance with all applicable laws and regulations. Entities submitting bid responses shall be prepared to execute and perform a legally binding contractual agreement (“Agreement”) for the provision of requested goods and/or services as described herein and in accordance with this ITB.

Issue Date: 2025 September 02

RFP Title: Fire Turnout Gear

Issuing Agency: Fire Department

Contact: Peter Hager, Procurement Officer peter.hager@covingtonky.gov

859.292.2178 (Best times for telephone contact: Mon. – Fri. / 10:AM – 2:PM)

Bids shall be submitted to the City of Covington (City”) sealed, and clearly & conspicuously marked on the outside with:

• Respondent’s name, Respondent’s representative’s name, return mailing address, and telephone number - and

• "BID: TURNOUT GEAR - DO NOT OPEN WITH REGULAR MAIL."

RESPONSES SHALL BE SUBMITTED NO LATER THAN:

10:00 A.M. FRIDAY 2025 SEPTEMBER 19* to:

Covington City Hall Finance Department

First (1st) Floor Lobby Window 20 West Pike

Street Covington, Kentucky 41011

*Submittals received after this date and time will be deemed non-responsive.

Sealed bids will be publicly opened in the Covington City Hall Commission Chambers, 20 West Pike Street, 1st Floor, at the specified date and time. The Covington Board of City Commissioners reserves the right to reject any and all bids. Award shall be made based on the lowest evaluated bid price, to the most responsible and responsive bidder, as permitted by KRS 45A.365. A reciprocal preference will be afforded for resident bidders of the Commonwealth of Kentucky, in accordance with KRS 45A.494.

mailto:peter.hager@covingtonky.gov

II. TIMELINE OF EVENTS

BID EVENT SCHEDULE

ITB Issued / Bids Solicited Tuesday 2025 September 02 Interested Parties' Requests For Information ("RFI") Must Be Submitted To and Received By the City No Later Than

Wednesday 2025 September 10 9:00 A.M.

City's Responses to RFIs Will Be Published No Later Than

Thursday 2025 September 11 3:30 P.M.

BIDS Shall Be SUBMITTED to and Received By the City NO LATER THAN

FRIDAY 2025 SEPTEMBER 19

10:00 A.M.

(Estimated) Award Recommendation ~ On or before 2025 October 21

III. BID SPECIFICATIONS

A. GENERAL INFORMATION, PURPOSE, AND SCOPE

1. The City of Covington (“City”) invites competitive bids for the provision of personal protective equipment (“PPE”) for firefighters (“Fire Turnout Gear”), and ancillary services. Specification statements are used in this solicitation to establish minimum acceptable attributes, construction, design, features, materials, qualities, and/or standards. Industry standard practice shall be presumed to prevail regarding any absence or omission of specific statement(s) describing and/or otherwise regarding items herein specified. Finished products and workmanship qualities shall be first rate throughout.

2. The City anticipates the need to order and receive delivery of a total of 115 – 120

‘Sets’ (coats and pants) during the 2025 calendar year with final quantities and sizes remaining To Be Determined (“TBD”) at time of final order placement.

3. Successful Bidder shall measure each firefighting staff member to determine appropriate sizing in compliance with manufacturer’s(s’) fitment specifications and shall warrant same.

4. The City will consider Bids for ‘outright purchase’ based upon unit prices submitted on the attached Bid Form, which shall be used to submit Bids to the City as no others will be accepted, and which shall function as a non-exclusive point of evaluation in determining the lowest and best Bid.

a. The City will also consider and encourages interested parties to submit as part of their Bids, optional financing and other related services, pricing of which shall be based upon the outright purchase Bid prices expressed on the submitted Bid Form.

i. Optional financing offerings should be based upon a five (5) year, or shorter term as the City replaces this PPE on a five (5) year schedule.

ii. Optional financing services may take the form(s) of: Lease, Lease/Purchase, Equipment Financing, or Other options, if and as available and as Bid to the City.

b. The City will also consider Quartermaster and other related services, if and as available and as Bid to the City.

5. All materials provided as a result of this solicitation shall minimally be Warranted against defects and workmanship as provided by the Original Equipment Manufacturer (“OEM”), terms and conditions of which shall also function as a non-exclusive point of evaluation in determining the lowest and best Bid.

a. In addition to summarizing the applicable OEM Warranty statements, terms, and/or conditions on the Bid Form, Bidder shall enclose with its Bid the entire applicable Warranty statement(s).

b. Bidders shall specify processes, procedures and specific location(s) where

Warranted repairs will be performed in any event that Warranty requires repair in lieu of replacement and shall stipulate the maximum number of calendar days performance of any such repair shall take, with the understanding that any such repair not timely performed shall result in immediate (i.e., not more than one {1} additional day) replacement of item(s) being repaired with new item(s) meeting or exceeding specifications herein defined.

B. NATIONAL FIRE PROTECTION ASSOCIATION (“NFPA”) 1970

1. All items herein specified, and component parts thereof, shall comply with currently effective NFPA 1970 Standard on Protective Ensembles for Structural and Proximity Firefighting, Work Apparel, Open-Circuit Self-Contained Breathing Apparatus (“SCBA”) for Emergency Services, and Personal Alert Safety Systems (“PASS”).

C. PANT CONSTRUCTION

1. Outer Shell shall be manufactured with Flex 7 material.

2. Thermal Liner shall be Titanium SL2.

3. Moisture Barrier shall be Stedair 4000.

4. Trim shall be three-inch (3”) Scothlite, Triple Trim Lime/Yellow (“L/Y”), non-perforated.

5. Fly Closure shall consist of Velcro over zipper fly.

6. Waist Closure shall be Reverse Hook on Tab with take up straps, or describe standard options (e.g., waist belt).

7. Pockets Standard bellow pockets, fully lined inside w/Ara-Shield (or equivalent), 9” x

9” x 1.5” with EX-Grip Flaps, or acceptable equal, which shall include three (3) Velcro Strips on flap and full Velcro on pocket, and the following Tool Dividers:

a. 7” high, inside right pant pocket, on pant, dividing into 3 equal compartments.

b. 5” high, inside right pant pocket, on other tool divider at bottom, divide into 3 equal compartments.

8. Knee Reinforcements shall be black, Ara-Shield, or acceptable equal, with minimum one-inch (1”) padding.

9. Cuffs shall be black, Ara-Shield, or acceptable equal.

10. Suspenders shall be padded with hoop style attachment.

11. Mic Strap/D-Ring shall be located on center rear of pant, three inches (3”) vertically below waist.

12. Gemtor Rescue Harness compatibility is required on approximately ten (10) set pants; a line item is provided on the Bid Form to bid additional cost, if any, for the pants where this is required.

13. Optional cost to change pant outer shell color to black.

D. COAT CONSTRUCTION

1. Outer Shell shall be manufactured with Flex 7 material with tail-drop for nameplate.

2. Thermal Liner shall be Titanium SL2.

3. Moisture Barrier shall be Stedair 4000.

4. Reflective trim shall consist of three-inch (3”) Scotchlite Triple Trim Lime/Yellow non-perforated.

5. Lettering:

a. “COVINGTON” shall be arched on each coat back yoke of back with three-inch

(3”) Scotchlite L/Y.

b. Firefighters’ first initials and last names (e.g., ‘F. Firefighter’) shall be spelled out on the tail drop of each coat with a minimun of two-inch (2”) Scotchlite L/Y.

6. Closure shall consist of four-inch (4”) Velcro over flap over zipper coat closure.

7. Pockets:

a. One (1) 7” x 9” x 1.5” full bellow pocket shall be located below the Self-Contained Breathing Apparatus (“SCBA”) waist strap and include Ara-Shield or acceptable equal on the bottom three inches (3”), include EZ-Grip, or acceptable equal, flaps with three (3) Velcro strips on the flap and full Velcro on the pocket.

b. One (1) 3” x 2” x 8” ‘radio pocket’ shall be placed on the coat’s RIGHT chest with full Velcro and “X” stitching.

8. Microphone (Mic) Straps:

a. One (1) Mic Strap shall be provided on the Coat’s RIGHT chest two inches (2”) above the radio pocket.

b. One (1) Mic Strap shall be provided and diagonally placed across the coat closure.

c. One (1) Mic Strap shall be provided on the coat’s LEFT chest, centered between the large reverse clip and flashlight strap.

9. One (1) Large Reverse Clip shall be furnished and placed on the coat’s LEFT Chest, 7” above the top of the flashlight strap.

10. One (1) three-inch (3”) X eleven-inch (11”) Velcro Flashlight Strap shall be furnished on the coat’s LEFT Chest.

11. Wristlet made of Nomex and with a thumb Loop shall be included.

12. Cuffs shall be black ARA-Shield, or acceptable equal.

13. Hanging Strap/D-Ring shall be included on the RIGHT-side coat hip.

14. Dead Air Panels shall be included.

15. Optional cost to add “Hand Warmer” pocket behind bellow pocket on coat.

16. Optional cost to change coat outer shell color to black.

a. Pants and coats will be ordered to match, regardless the City’s ultimate color choices.

E. BID REQUIREMENTS

1. Bidder, if recommended and approved for contractual award, shall be required to perform all requisite activities and services to assure the City the soonest reasonably possible delivery date prior to the end of the 2025 calendar year.

2. Bidders shall complete and submit to the City, as integral components of their bid, the included and herein stipulated Affidavits, Attachments, Exhibit(s), and Bid Form(s) as no others will be accepted.

3. Bid pricing shall remain firm for the City’s consideration and/or acceptance for a minimum of sixty (60) days after bids are accepted and publicly opened by the City.

a. If it is feasible to hold bid pricing firm for more than 60 days, and/or allow for additional, subsequent orders by the City, bids shall so stipulate.

4. The City reserves rights to deviate from the listed quantities; all quantities are subject to verification and final specification by the City at time of final order placement.

5. The City reserves rights to place multiple (e.g., additional) orders for the duration of the Bidder’s stated firm pricing period, unless bids specifically state otherwise, and subject to dealer and/or manufacturer availability.

6. In accordance with KRS 45A.415, items considered equivalent to those named and/or described in the specifications may be bid, final acceptability of which shall be at the sole determination of the proper City officials.

F. WARRANTY

1. Information regarding all applicable warranty/ies shall be concisely summarized on the Bid Form(s) and full warranty statement(s) attached to or otherwise included with final Bid submittal.

a. At minimum, Bidder shall satisfy or exceed any / all warranty requirements herein stipulated.

b. Warranty information may be a factor of evaluative consideration by the City in its determination of the lowest responsive and responsible bidder.

G. DELIVERY

1. The City’s latest acceptable date by which all ordered goods shall be completely and acceptably delivered is December 31, 2025.

2. Bidder shall indicate on the Bid Form(s) the date(s) by which it firmly commits and agrees it shall deliver all goods ordered by the City, completely and acceptably, to the location specified on the City’s order, which Bidder shall express in its Bid as number of calendar days ‘After Receipt of Order’ (“ARO”).

3. Order(s) shall be considered complete by the City upon proper delivery and final acceptance by the City of all ordered items.

a. Indicated delivery times shall take into consideration and include any and all preparation and/or specialization of the ordered items to satisfactorily comply with the City’s specifications and final order(s).

b. Anticipated delivery and order turnaround times may be a factor of evaluative consideration by the City in its determination of the lowest and best responsive and responsible bidder.

4. Unless otherwise directed, all specified and ordered items shall be delivered, FOB:

Destination, to the City at the location within Covington, KY limits and bounds specified on the City’s order.

a. Bidder shall also deliver to the City, with each ordered item, adequate and appropriate applicable manufacturers’ warranty documentation.

H. INSPECTION & FINAL ACCEPTANCE

1. The City’s final acceptance of all ordered items is subject to the City’s inspection upon delivery.

a. The Director and Chief of the Covington Fire Department, or his qualified designee, will inspect all goods upon delivery, determine and notify supplier of acceptability within (in no more than) five (5) business days after receipt.

b. Final acceptance of all ordered items and integral components thereof will be conditioned upon and subject to:

i. Clear inspection report(s), and receipt confirmation(s) for all ordered items and specified documentation.

ii. Invoicing shall be considered to be approved by the City to commence from the date of the City’s final acceptance of delivery, not (necessarily) the date of delivery to the City.

I. Liquidated Damages

1. Bidder shall be reasonably obligated by the express delivery date herein specified.

a. Absent any qualifying extenuating circumstances of Force Majeure, the Bidder (Contractor) shall exercise all reasonable efforts, which are consistent with industry standards, to contractually perform in accordance with the stipulated terms of its submitted Bid, including timely delivery.

2. By submittal of a Bid to the City, Bidder affirms and avers that the City may impose liquidated damages in the amount of $50/day/unit, to be deducted from the overall total unit costs, for each day exceeding the number of days expressed in its Bid, ARO, for acceptable, complete, and final delivery of all ordered goods.

a. The parties agree that this amount does not represent a penalty and that the actual amount of damages for delay cannot be readily ascertained at the time of this Bid solicitation.

IV. BID FORMAT

Bid information shall be indelibly affixed (printed) on standard 8.5” x 11” paper with font size no smaller than twelve (12) points with the exception of annotations and/or footnotes, which shall not be smaller than 10 points. Bids shall consist of:

A. One (1) hard copy (paper) completed original Bid instrument with original signatures, which shall be labeled “Original.”

B. One (1) hard copy (paper) copy of the completed and signed original Bid instrument, which shall be labeled “Copy.”

C. One (1) digital/electronic copy of all Bid documentation saved as a single .pdf-formatted document/file on a USB-drive. *

D. All of the foregoing shall be physically** submitted to the City in a sealed container (e.g., envelope) plainly and conspicuously marked on its exterior with:

1. Bidder’s Name and Return Mailing Address.

2. Bidder’s Representative’s Name, Telephone Number and e-Mail Address.

3. "BID: FIRE TURNOUT GEAR - DO NOT OPEN WITH REGULAR MAIL."

*Any interested party for which the USB-drive submittal requirement may present an impediment or hardship to tendering a Bid to the City are encouraged and requested to please contact the City’s Procurement Officer for assistance.

**Bids shall be physically submitted to the City prior to the specified date and time for public opening;

the City does not presently accept bids electronically (e.g., online, fax, procurement portal).

E. BIDS SHALL CONSIST OF THE FOLLOWING:

1. Completely and properly executed Bid instruments, including but not necessarily limited to, Affidavits, Attachments, Bid Form(s), Exhibits, and Manufacturers’ Warranty Statements as are herein stipulated as being required.

a. Bidders are strongly encouraged to indicate acknowledgement and intentionality of omitting any printed information blank (e.g., by writing “N/A”) upon all request documents/instruments.

b. Materiality and effect of any and all such omission(s) shall be determined solely by the City in the judgment of its proper officials.

c. Executive signatures upon all Bid documents shall be performed by Bidding entity’s representative with express authority to legally and contractually bind Bidder in its conduct of business with the City.

2. Bidders shall include supplemental documentation with their Bid when it is herein specified as being required.

a. Bidders may include additional supplemental documentation with their Bid, provided it is directly related to their Bid and concisely stated.

b. Bidders are encouraged to indicate on their Bid any briefly detailed description(s) of item(s) Bid, the attributes and/or features of which materially exceed the City’s stated specifications and to concisely state how the City’s specifications are and added valuable benefit to the City.

i. Which statements are expected by the City to be supported with inclusion of supplemental information/documentation.

3. Bidders may offer bids for alternative products and/or optional features provided all minimum specifications are satisfied or exceeded.

4. Bid shall indicate estimated practical and firmly committed delivery dates ARO.

3. Bid Pricing shall be furnished on the Bid Form(s) herein incorporated as no others will be accepted.

a. Bid pricing shall be inclusive of all associated costs and/or fees and shall remain firm for the City’s consideration and acceptance for a minimum of sixty (60) days after the date and time stipulated for the City’s public opening of Bids, unless herein otherwise stipulated.

b. The City of Covington, Kentucky is exempt from sales and use tax as a certified governmental entity.

i. Bidders shall exclusively rely upon their own tax status in the formulation of Bid prices as the City’s exempt status is not transferable.

c. Bidders are strongly encouraged to include all discounts and/or other incentives available to the City.

5. Bidder may and is encouraged to include Sample Purchase Terms (e.g., specimen contract) that include its standard terms and conditions generally associated with the specified product(s) and/or service(s), provided that it fully complies and does not conflict with the terms and conditions included in this ITB and shall not disclaim any Bidder liabilities or warranties.

6. Proof(s) (e.g., certification{s}) of Insurance of all kinds and types that are relevant, active, and current to Bidder’s obligations as an entity authorized to conduct business in the Commonwealth of Kentucky.

a. Minimally, this shall include provision of proof of Bidder’s current and up-to-date

Commercial/General Liability insurance coverage.

7. Bidder shall fully and properly complete, execute and submit with and as integral components of its Bid response all requisite Affidavits, attachments, exhibits, and forms.

8. If and as applicable, Bidder shall expressly stipulate, via a Notice Of Deviation, any and all deviations from the specifications, terms, and/or conditions expressed herein.

a. Absence of specific disclosure(s) of deviation(s) shall indicate Bidder’s acceptance of and full compliance with all specifications, terms, and conditions expressed herein.

b. Bids failing to meet all of the specifications are not necessarily subject to rejection from the City’s consideration, but any and all deviations must be clearly and specifically denoted to facilitate the City’s accurate evaluation and consideration of Bids.

V. EVALUATION PROCEDURES

A. MANDATORY CRITERIA

1. The City will only consider Bid responses from Bidders that, through their bid, demonstrate:

a. Successful proven past performance reliably providing similar goods and/or services in similar scopes and to similar entities.

b. That Bidder is in good standing with the City in accordance with City of Covington

Board of City Commissioners Ordinance No. 0-11-06.

c. That Bidder is not involved in any adverse claims against the City and is not delinquent in its financial obligations to the City.

d. Substantial compliance with this solicitation.

B. EVALUATION CRITERIA

1. Award determination, if any, will be made to the most responsive and responsible Bidder, based on the Lowest Evaluated Bid Price, in accordance with the standards prescribed by KRS 45A.365.

2. The City’s Procurement Officer, and the departmental representative(s) for this solicitation, shall evaluate all information provided by Bidders in response to the established measurable criteria contained above.

a. Evaluated bid results will be made public at the time of contractual award recommendation.

b. Each Bidder is solely responsible for submitting all relevant, factual and correct information with its Bid, the intents of which are to assure that each Bidder is equitably extended opportunity to attain the maximum score possible and to assure the City the contractual performance standards to which each Bidder is willingly accountable.

3. Qualified Bids will be evaluated based on the lowest cost responsible and responsive bidder, with consideration of the preference for resident bidders as required by KRS 45A.494. The provisions of KRS 45A.490 to 45A.494 are specifically incorporated into this Invitation To Bid by reference.

a. A determination of award will be made in accordance with the standards of KRS

45A.395. Prior to a contract being awarded to the lowest cost responsible and responsive bidder whose bid meets the specifications of this ITB, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

b. “Responsible bidder” means a person or company who meets mandatory criteria and with the capacity and capability in all respects to perform the contract fully, the integrity and reliability of which will assure good faith performance, and which has completed the enclosed affidavits regarding Non-Collusion and Campaign Finance.

c. An award of contract may require Board of City Commissioners approval. The City reserves the right to award a contract in whole or in part, or not at all. according to the above stipulated criteria and related weights, if and as indicated, which will produce an overall composite score for each Bid and will be applied by the City to determine the ‘lowest evaluated Bid price.’

d. Additional information regarding how evaluated Bid prices are computed may be requested from the City’s Procurement officer, Peter Hager, at peter.hager@covingtonky.gov.

C. CONTRACTUAL AWARD RECOMMENDATION

1. The most responsive and responsible Bidder with the lowest Evaluated Bid Price, which shall include the appropriate application of the reciprocal preference, will be recommended for contractual award, if any.

2. Prior to recommending contractual award to the most responsible and responsive bidder, application of the reciprocal preference shall apply, (Ref. KRS 45A.494). KRS 45A.494 states that a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state.

a. The preference shall be equal to the preference given or required by the state of the nonresident Bidder.

mailto:peter.hager@covingtonky.gov

3. Contractual award recommendation may require Covington Board of City Commissioners consideration and approval. The City reserves all rights to award (a) contract(s) in whole or in part, or not at all.

VI. BID STIPULATIONS AND REQUIREMENTS

A. General Information

The City of Covington, Kentucky is a Commonwealth of Kentucky Home Rule Class city. The executive and legislative authority is vested in the Covington Board of City Commissioners, which consists of the Mayor and four City Commissioners. The City Manager is the chief administrative officer responsible for day-to-day operations. The City Manager is assisted by various department heads and staff, including a Police Chief, Fire Chief, Finance Director, City Solicitor, Director of Public Works, and Director of Special Projects and Intergovernmental Affairs.

The City has a number of boards and commissions pursuant to Kentucky law, local Ordinance, or both.

While some boards are comprised wholly or partially of City employees or officials, others are comprised of citizens of the City who are not otherwise employed by the City (e.g., Board of Adjustment, Code Enforcement Board, Urban Design Review Board).

B. Bid Guarantee / Award Procedure It is anticipated that a recommendation for award from this Bid will be made approximately thirty (30) to sixty (60) days after the Bid due date. Bidders are required to guarantee their Bids as an irrevocable offer(s) valid and firm for the City’s consideration and acceptance for a minimum of sixty (60) days post-Bid opening. The City of Covington, Kentucky in its sole and absolute discretion shall have and retain rights to award (a) contract(s) for any or all goods and/or services listed in each Bid; the City shall have and retain exclusive rights to reject any and/or all Bids, as determined to be in the City’s best interests by the proper officials, and to waive formalities and reasonable irregularities in submitted documents.

C. Bidder Questions The City has provided for potentially interested parties to request additional information or clarification of the information contained herein via a Request For Information (“RFI”) process, which is an integral component of this solicitation.

All RFI inquiries shall be submitted in writing by electronic mail directly to Peter Hager, Procurement Officer at peter.hager@covingtonky.gov (i.e., not via the City’s procurement portal). The City will (generically) publish all RFI inquiries and the City’s responses thereto via the City’s procurement portal (www.covingtonky.bonfirehub.com) in accordance with the Event Timeline disclosed above. Upon publication, the City’s RFI responses shall function as an Addendum to this solicitation and its specifications. It is and shall remain Bidder’s onus to reference the City’s website, as needed, prior to Bid submittal. It is each Bidder’s responsibility to read this solicitation in its entirety and fully acquaint themselves with its Specifications and/or Scope Of Work. The failure of the Bidder to so perform shall not relieve the Bidder from any obligation(s) with respect to its submitted Bid. If a potentially interested party finds and ambiguity or has any doubt as to the true meaning of any part of this solicitation, it is strongly advised and encouraged to submit a written RFI requesting interpretation and/or clarification.

D. Modifications The City reserves all rights to modify this ITB for any reason by written Addendum at any time prior to the Bid submittal due date and time. All modifications shall be performed via written addendum and published at the City’s procurement portal (www.covingtonky.bonfirehub.com) prior to the deadline for Bid submittal.

The City shall not be responsible for oral interpretations given by any City employee, representative, elected official, contractor, agent, or others. The issuance of written Addendum is the only official method whereby interpretation, clarification, or additional information may be issued by the City. If any Addendum is / Addenda are issued to this Bid, the City will exercise due diligence to notify all prospective Bidding entities and the addendum/a shall become a permanent part of the Bid. It shall at all times remain the responsibility of each Bidding entity, prior to submitting a response, to review the Bid details at www.covingtonky.bonfirehub.com to determine if any Addendum/a were issued and to make such an integral part of its Bid submittal.

mailto:peter.hager@covingtonky.gov http://www.covingtonky.bonfirehub.com/ http://www.covingtonky.bonfirehub.com/ http://www.covingtonky.bonfirehub.com/

E. Non-Discriminatory Statement The City expressly prohibits discrimination of any kind or manner. The City does not discriminate against any individual or vendor/ provider based on disability, age, sex, race, color, religion, ancestry, national origin, sexual orientation, gender identity, familial status, marital and/or parental status. Ref.: City of Covington Code of Ordinances § 37.01.

F. Compliance With Laws All Respondents shall observe and comply with all applicable regulations, laws, and Ordinances of local, Commonwealth, and Federal government(s) relative to this solicitation.

G. Insurance Requirements

1. Policies, Coverages, and Endorsements: Bidder agrees to maintain, at its sole cost and expense, the following insurance policies with minimum coverage limits below listed. Prior to contractual award recommendation, Bidder may be requested to provide current and valid Certification of Insurance.

a. Commercial General Liability:

i. Each Occurrence $1,000,000

ii. General Aggregate $2,000,000

b. Workers’ Compensation: Bid submittal shall serve as Bidder’s affirmation that Bidder is in compliance with the Commonwealth of Kentucky’s requirements for Worker’s Compensation Insurance, (Ref.: KRS Chapter 342). Contractual award may be subject to and conditioned upon Bidder’s validation and verification that it meets or exceeds all Insurance Requirements via Certification(s) of Insurance.

c. A Waiver of Subrogation endorsement to the effect that issuer Waives any claim or right in the nature of Subrogation to recover against the City, its officers, agents, contractors, and employees shall be furnished to the City upon request, satisfaction of which may be a condition of contractual award.

d. Proof of Insurance: Requisite insurance policies, coverages and endorsements shall be shown on

(a) Certificate(s) of Insurance which shall be furnished to the City upon request, satisfaction of which may be a condition of contractual award.

e. Indemnification: Bidder shall agree to Indemnify and Hold Harmless the City and its directors, officers, employees and agents from all suits, actions, claims or costs of any character, description, and/or type brought or made on account of any loss, expense, liability, damage, claim, including personal injury and/or death sustained by any person(s) or property arising out of the acts or negligence of the Bidder, the Bidder’s personnel, its agents, and employees occurring during the performance of its duties relative to any contractual obligation resulting from this solicitation.

H. Non-Compliance With Bid Submittal of Bid to the City shall serve as Bidder’s understanding and agreement that, in the event of an award of contract, if said contract fails to meet the terms and conditions accepted by the City as specified in this solicitation and any prior agreements preceding contractual award, then the City shall, at its exclusive discretion, have rights to:

1. Require Bidder to provide the goods and/or services as stated in its Bid response and in accordance with all Bid pricing.

2. Hold Bidder liable for any cost differential between its Bid and the City’s subsequent contractual award to the next lowest and best Bid or approved alternative contractual award process and/or procedure the City may otherwise exercise to assure and conduct its business operational needs.

3. Cancel the contract in its entirety.

4. Any combination of the foregoing as the City shall determine, in its exclusive discretion, to be in the City’s best interests.

I. Governing Law This solicitation and any resulting contractual agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky. Any dispute arising under this solicitation or any agreement resulting from it shall be resolved in a Court of competent jurisdiction in Kenton County, Kentucky.

J. Acceptance of Terms And Conditions By submitting a Bid, the Bidder acknowledges and agrees to be bound by the terms and conditions herein.

K. Payment Upon delivery, acceptance, and receipt of accurate, correct and true invoicing, the City shall pay to successful Bidder. Bidder/Contractor shall provide a Bill of Sale and an itemized invoice for all charges.

Itemization shall include detailed specification of purchase, quantity, price per unit, and any additional costs.

Invoices shall be processed by the City within (30) days of receipt. Prompt payment of invoices shall be contingent upon the necessary receipt of qualified documentation and final acceptance by the proper City officials.

L. Response Request Disclaimer This IFB does not commit the City to enter into a contract or award any services in relation to this specific document, nor does it obligate the City to pay any costs incurred in preparation or submission of a Bid or in anticipation of a contract.

M. Conflicts of Interest

By submitting a Bid, Bidder acknowledges that it is aware of the prohibitions against gratuities, kickbacks, and conflicts of interest as set forth in KRS 45A.455 and agrees that it shall not violate those provisions.

The terms of KRS 45A.455, as set forth below, are specifically incorporated herein.

1. It shall be a breach of ethical standards for any employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination, claim, controversy, or other particular matter pertaining to any contract, or subcontract, and any solicitation or proposal therefor, in which to his or her knowledge:

a. He, or any member of his immediate family has a financial interest therein; or

b. A business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party; or

c. Any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party. Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity.

2. It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other particular matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

3. It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

4. The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public agency written contract and solicitation therefor.

5. It shall be a breach of ethical standards for any public employee or former employee knowingly to use confidential information for his actual or anticipated personal gain, or the actual or anticipated personal gain of any other person.

N. Competitive Bidding It is the intent of the City that this Bid is conducted according to the competitive sealed bidding procedures set forth in KRS 45A.365. It shall be the Vendor's responsibility to advise the City if any language, requirements, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in this Bid to a single source. Such notification must be submitted in writing and must be received no later than three (3) days after the opening date.

O. Exclusions Accidental exclusions on behalf of the City in this solicitation will not be held against the City as an extra cost of doing business. It is the responsibility of the Bidder to assure that all necessary information including costs of providing the goods and/or services described herein are included in the Bidder’s Bid response.

Any “hidden” fees or services intentionally excluded or added to a Bid to deceive the City will immediately disqualify the Bidder from this and any further business with the City.

P. Responsiveness The City shall only consider those Bids that substantially conform to the material requirement(s) of the City’s solicitation and that are submitted in the Bid format set forth herein. A Bid will be considered conforming and responsive if it substantially addresses and promises to meet the requirements contained in this solicitation and any future reasonable requests made by the City during the Bid evaluation and award processes. The City, in its sole discretion, may waive any non-conformance that it determines is immaterial AND does not prejudice other Bidders.

Q. Non-Responsiveness

The City will reject any Bid(s) that materially deviate from the expressed specifications, OR that, due to any deviation between the City’s specifications and submitted Bid, prejudice other Bidders whose response substantially conforms to the requested specifications. This discretion is exclusively afforded to the proper City officials and, most specifically, the Bid evaluation committee and members of the Board of City Commissioners.

R. Public Information Notice All submitted Bids become the property of the City of Covington. The City retains the right to provide copies of responses to its staff, legal, technical, and financial advisors and representatives. Respondent should take care not to provide any confidential information, trade secrets or other intellectual property, that they do not want to be received by City staff.

Please note that all information submitted for review may be subject to the Kentucky Open Records Act and may be made available upon request by the public. Bidders should identify any confidential, proprietary information or trade secrets and provide justification as to why the disclosure of the records would permit an unfair commercial advantage to the Bidder’s competitors.

Remainder of page intentionally blank.

CITY OF COVINGTON

ITB250901

Fire Turnout Gear

BID FORM

Bidder: _______________________________________________ (Print Name of Bidding Entity)

Bidder’s Representative: * _______________________________________________

(Print Name of Bidder’s Representative)

* Representative must have express legal authority to contractually bind Bidder.

Representative’s Contact Information:

Business Telephone Number: _______________________________ (Print Business Area Code and Telephone Number)

Mobile Telephone Number: _______________________________

(Print Mobile Area Code and Telephone Number) e-Mail Address: _______________________________

(Print e-Mail Address)

Other (Specify): _______________________________ (Print Other Contact Medium and Specify Type)

ITB250901

Fire Turnout Gear

BID FORM

BID SCHEDULE

Bid Line

Bid Complies With

Specifications Item No. Ref. Item Description No Yes Bid Price

1 III.B.1 NFPA 1970 Standard [ ] [ ] N / A 2 III.C.1 Pant Outer Shell [ ] [ ] N / A 3 III.C.2 Pant Thermal Liner [ ] [ ] N / A 4 III.C.3 Pant Moisture Barrier [ ] [ ] N / A 5 III.C.4 Pant Trim [ ] [ ] N / A 6 III.C.5 Pant Fly Closure [ ] [ ] N / A 7 III.C.6 Pant Waist Closure [ ] [ ] N / A 8 III.C.7 Pant Pockets [ ] [ ] N / A 9 III.C.7.a Pant Pockets 7" Tool Divider [ ] [ ] N / A 10 III.C.7.b Pant Pockets 5" Tool Divider [ ] [ ] N / A 11 III.C.8 Pant Knee Reinforcements [ ] [ ] N / A 12 III.C.9 Pant Cuffs [ ] [ ] N / A 13 III.C.10 Pant Suspenders [ ] [ ] N / A 14 III.C.11 Pant Mic Strap/D-Ring [ ] [ ] N / A

15 III.C (Per Each) PANT BID

PRICE N / A N / A

16 III.C.12

ADDITIONAL COST, if any for PANT GEMTOR

RESCUE HARNESS

COMPATABILITY PER

EACH PANT

N / A N / A

17 III.C.13

ADDITIONAL COST, if any, for OPTIONAL BLACK

OUTER SHELL PER EACH

PANT

N / A N / A

ITB250901

Fire Turnout Gear

BID SCHEDULE (Continued)

Bid Line

Bid Complies With

Specifications Item No. Ref. Item Description No Yes Bid Price

18 III.D.1 Coat Outer Shell [ ] [ ] N / A 19 III.D.2 Coat Thermal Liner [ ] [ ] N / A 20 III.D.3 Coat Moisture Barrier [ ] [ ] N / A 21 III.D.4 Coat Reflective Trim [ ] [ ] N / A 22 III.D.5.a Coat Lettering "COVINGTON" [ ] [ ] N / A

23 III.D.5.b Coat Lettering firefighters' first Initials and Last Names [ ] [ ] N / A

24 III.D.6 Coat Closure [ ] [ ] N / A 25 III.D.7.a Coat Pockets 7" X 9" X 1.5" [ ] [ ] N / A 26 III.D.7.b Coat Pockets 3" X 2" X 8" [ ] [ ] N / A 27 III.D.8.a Coat Mic Strap @ RIGHT Chest [ ] [ ] N / A

28 III.D.8.b Coat Mic Strap Diagonal @ Cost Closure [ ] [ ] N / A

29 III.D.8.c Coat Mic Strap @ LEFT Chest [ ] [ ] N / A 30 III.D.9 Coat Large Reverse Clip [ ] [ ] N / A 31 III.D.10 Coat Flashlight Strap [ ] [ ] N / A 32 III.D.11 Coat Wristlet [ ] [ ] N / A 33 III.D.12 Coat Cuffs [ ] [ ] N / A 34 III.D.13 Coat Hanging Strap/D-Ring [ ] [ ] N / A 35 III.D.14 Coat Dead Air Panels [ ] [ ] N / A

36 III.D (Per Each) COAT BID

PRICE N / A N / A

37 III.D.15

ADDITIONAL COST, if any, for COAT HAND WARMER

POCKET PER EACH COAT

N / A N / A

38 III.D.16

ADDITIONAL COST, if any, for Coat BLACK OUTER

SHELL PER EACH COAT

N / A N / A

ITB250901

Fire Turnout Gear

Bid Line Item No. Ref. Item Description No Yes

39 III.A.4.a

Does Bidder Offer, as Part of Its Bid to the City, FINANCING OPTION(S)? If Yes, Concisely Summarize on the Lines Immediately Below and

SEPARATELY ATTACH

SPECIFIC INFORMATION TO

BID, Including Complete Cost Disclosure(s).

Summary

Description:

40 III.A.4.b

Does Bidder Offer, as Part of Its Bid to the City, QUARTERMASTER SERVICE

OPTION(S)? If Yes, Concisely Summarize on the Lines Immediately Below and

SEPARATELY ATTACH

SPECIFIC INFORMATION TO

BID, Including Complete Cost Disclosure(s).

ITB250901

Fire Turnout Gear

Bid Line Item No. Ref. Item Description No Yes

41 III.A.5.a and F.1

Concisely Summarize on the Lines Immediately Below OEM WARRANTY INFORMATION Applicable to the Items Bid and

SEPARATELY ATTACH TO BID APPLICABLE FULL

WARRANTY STATEMENTS.

42 III.A.5.b

Concisely Summarize on the Lines Immediately Below

PROCESSES/PROCEDURES

AND LOCATIONS WHERE

WARRANTED REPAIRS Will Be Performed and SEPARATELY

ATTACH TO BID ADDITIONAL

PAGES If and As Needed.

43 III.G.1

FIRMLY COMMITTED and

AGREED DELIVERY DATE

(Expressed as Number of

CALENDAR DAYS ARO)

Calendar Days

+ + End of Bid Schedule + +

ITB250901

Fire Turnout Gear

BID SUBMITTED BY:

(Print Name of Bidding Entity) (Print Bidder’s STREET Mailing Address)

(Print City, State, Zip Code)

(Signature of Authorized Official) (Print Signatory’s Title)

(Print Signatory’s Name) (Print Date Executed)

+ + End of Bid Form + +

Attachment 1

NON-COLLUSION AFFIDAVIT OF BIDDER

STATE OF:

COUNTY OF:

, being first duly sworn, deposes and says that s/he is _____________________________________ of

(Title; Sole Owner/Partner/President/Secretary/Other -specify-)

_______________________________, who on ____/____/2025, (Name of Bidder) (Date Bid Submitted) submitted a Bid response as set forth in the attached copy; that all statements of fact in such Bid are accurate, correct, and true; that such submittal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization, or corporation; that such submittal is genuine and not collusive or sham; that said Bidder has not directly or indirectly, by agreement, communication of conference with anyone attempting to induce action prejudicial to the interests of the public body which is to award the contract, or of any other submitter or anyone else interested in the proposed contract;

and further, that prior to the public opening and reading of proposals, said submitter:

(a) Did not directly or indirectly, induce or solicit anyone else to submit a false or sham proposal;

(b) Did not directly or indirectly, collude, conspire, connive or agree with anyone else that said submitter or anyone else would submit a false or sham proposal, or that anyone should refrain from submitting or withdraw his/her proposal;

(c) Did not, in any manner, directly or indirectly, seek by agreement, communication or conference with anyone to raise or fix the proposal price of said submitter or of anyone else, or to raise or fix any overhead, profit or cost element of his proposal price, or that of anyone else;

(d) Did not, directly or indirectly, submit his bid price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, or to any individual or group of individuals, except to the awarding authority or to any person or persons who have a partnership of other financial interest with said submitter in his/her business; and

Attachment 1

NON-COLLUSION AFFIDAVIT OF BIDDER

(e) Did not include in his/her bid price any fees, dues, charges, or assessments because required to do so by reason of his/her membership in or affiliation with any association, organization, corporation, partnership, company, individual or group of individuals, or because of any agreement or understanding with anyone that he/she would do so.

(f) Did not include in his bid price any fees, dues, charges, or assessments because required to do so by reason of his membership in or affiliation with any association, organization, corporation, partnership, company, individual or group of individuals, or because of any agreement or understanding with anyone that he would do so.

Signed: ____________________________________

Title: ____________________________________

Subscribed and sworn to before me this day of ___________________, 2025.

(SEAL OF NOTARY HERE)

Notary Public in and for

My commission expires ____________.

+ + END OF NON-COLLUSION AFFIDAVIT OF BIDDER + +

Attachment 2

CAMPAIGN FINANCE AFFIDAVIT OF BID RESPONDENT

STATE OF: ______________________

SS:

COUNTY OF: _____________________

, being first duly sworn, deposes and says that s/he is [ ] Sole Owner [ ] Partner [ ] President [ ] Secretary [ ] Other: ______________ of ___________________________, which on ____/____/2025, submitted a Bid response as set (Name of Bidding Entity) forth in the attached copy; that submitter has not knowingly violated any provision of the campaign finance laws of the Commonwealth and the award of a contract to the prevailing submitter would not violate any provision of the campaign finance laws of the Commonwealth of Kentucky.

Name of Bidder:

Signature and Date:

Typed or Printed Name:

Title:

Subscribed and sworn to before me this day of , 2025.

(SEAL OF NOTARY HERE)

Notary Public in and for

My commission expires:

Attachment 3

CERTIFICATION AGAINST CONFLICTS OF INTEREST, GRATUITIES, AND

KICKBACKS

Respondent certifies its understanding and compliance with KRS 45A.455, which states:

I. It shall be a breach of ethical standards for any City employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination;

claim or controversy; or other particular matter pertaining to any contract, or subcontract, and any solicitation or proposal therefor, in which to his knowledge:

A. He, or any member of his immediate family has a financial interest therein; or B. A business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party;

or

C. Any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party. Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity.

II. It shall be a breach of ethical standards for any person to offer, give, or agree to give any City employee or former employee, or for any City employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment, in connection with any decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling or other determination, claim or controversy, or other particular matter, pertaining to any contract or subcontract and any solicitation or proposal therefor.

III. It is a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a Sub-Respondent under a contract to the prime Respondent or higher tier Sub-Respondent or any person associated therewith, as an inducement for the award of a subcontract or order.

IV. The prohibition against conflicts of interest and gratuities and kickbacks shall be conspicuously set forth in every local public agency written contract and solicitation therefor.

V. It shall be a breach of ethical standards for any City employee or former employee knowingly to use confidential…