10-01 Athletic Uniforms Related Material.pdf

Gallup-McKinley County Schools Procurement Office P.O.

Box 1318 Gallup, New Mexico 87305-1318

INVITATION TO BID

Athletic Uniforms & Related Materials

No. ITB-2026-28BK

Commodity Code(s): 20010, 20011, 20085, 20086, 20087, 20088, 20017, 20120, 20130, 20139, 20140, 20149

GMCS Website: www.gmcs.org

GMCS Bonfire eBidding Website: https://gmcs.bonfirehub.com/portal/

Mailing Address: Physical Address: Contact:

P.O. Box 1318 Gallup, NM 87305

640 S. Boardman Dr.

Gallup, NM 87301

Breana Kesner Procurement Buyer

(505) 721-1084 (505) 721-2242 Fax bkesner@gmcs.org

Notes:

Closing Date: March 24, 2026 F.O.B. Point: DESTINATION Closing Time: 2:00 pm MDT Terms: Net 30 unless otherwise stated

Opening/Issue Date: February 27, 2026

Quantities may be increased or decreased within reasonable amounts.

mailto:bkesner@gmcs.org

Athletic Uniforms & Related Materials

No. ITB-2026-28BK

TABLE OF CONTENTS

DESCRIPTION PAGE

SEQUENCE OF EVENTS Pg. 2 SPECIAL CONDITIONS Pg. 3 BID SPECIFICATIONS Pg. 5

SEQUENCE OF EVENTS

Schedule - Subject to change at discretion of the Procurement Manager and proper notice provided to Offerors:

Action Responsibility Date/Time (MDT)

Issue ITB District February 27, 2026

@ 2:00 PM

Deadline to Submit Written Questions

Potential Offerors March 10, 2026

Response(s) to written questions, via Amendment

Procurement Manager March 12, 2026

Last Date for Amendments Procurement Manager March 12, 2026

Deadline to Submit Proposals Offerors March 24, 2026

@ 2:00 PM

Recommendation for Award to Governing Body

Procurement Manager TBD

Notice of Award District TBD

Protest Deadline Offerors TBD

SPECIAL CONDITIONS

1. Purpose And Scope: The Gallup-McKinley County School (GMCS or “District”) is soliciting an indefinite quantity Price Agreement for Athletic Uniforms & Related Material for all District campuses, to be supplied upon demand.

2. Term: Term shall be from date of award through June 30, 2027. The District reserves the option to renew this agreement for up to nine (9) additional, one (1) year renewal period. The final eligible renewal period will end June 30, 2036.

3. Pricing: The purpose of the proposal is to establish a percentage discount from “List Price” for Athletic Uniforms & Related Material. “List Price” is defined as that which is regularly maintained by the manufacturer and is published or otherwise available for inspection. List Prices shall be standard in the trade and in common use for either the vendor’s general clientele or for comparable government accounts. List Prices will be allowed to change as may be standard in the industry however, discounts will remain firm during the term of the agreement.

a Cost plus pricing is NOT acceptable and will lead to a proposal being declared as Nonresponsive.

b The contract will be used to purchase products and services, with services being defined as, but not limited to, screen or sublimation printing, embroidery, and artwork on uniforms and related athletic products considered “soft goods” in the athletic industry. Such services will be included in the cost of the product.

c The District is tax exempt on tangible goods.

4. Price Adjustments: Material price adjustments requested by the contractor shall be limited to actual increased or decreased costs passed from the supplier/manufacturer to the contractor. Any request for price adjustments shall be submitted in writing and supported with appropriate documentation showing the increased cost to the contractor versus the cost used to determine the price quoted at the Bid Opening.

5. Payment: Payment shall be in accordance with §13-1-157 & §13-1-158 NMSA 1978, as amended. New Mexico law does not permit payment of deposits or any other form or prepayment before delivery and acceptance. Payments to the Contractor will be made based upon progress completed, invoiced and verified by appropriate GMCS staff.

6. Indefinite Quantity: Quantities or amounts listed, are estimated average yearly purchases. GMCS reserves the right to purchase all, any, or none of the items listed in this proposal based on District needs at given times during the period of this pricing agreement. GMCS makes no guarantee to minimum purchases or quantities.

7. Multiple Award: GMCS reserves the right to make multiple awards as may be necessary to have all product categories, sports, and official school colors represented or as may be otherwise in the best interest of the District.

8. Samples: If necessary (for evaluation purposes only), samples may be required prior to award of Price

Agreement. The District shall examine samples to determine compliance and quality of product.

Samples shall be shipped or delivered at Vendor’s expense.

a If samples are required, vendors will be contacted and will be required to submit one (1) sample of an item, under separate cover, within ten (10) working days of sample request. Failure to submit sample(s) in allotted time will deem the proposal non-responsive.

9. Purchase Order Required: ALL MATERIAL PURCHASED MUST HAVE A VALID, SIGNED

PURCHASE ORDER. Contractor(s) shall be responsible that no orders are accepted without an authorized GMCS Purchase Order. In accordance with §13-1-158, the invoice will be paid when items are received and inspected at the location site. All Purchase Orders correlating to an existing Purchase Order are for a one-time purchase and may NOT be reused.

a Changes: If requested, changes or modifications to an order may be made before fulfilment ONLY when authorized by the Procurement Office. The vendor shall not move forward with any changes until after receiving a Signed, Revised Purchase Order. Failure to comply with this paragraph will be cause for the District to not honor the invoice.

10. Shipping Terms/Freight Charges: All Athletic Uniforms and Related Material shall be quoted F.O.B.

DESTINATION/JOBSITE, Freight Prepaid. State Statutes do not allow the school district to own tangible goods prior to receiving of said goods until goods have been received.

a No additional charges or delivery fees will be passed on to GMCS for Vendor direct deliveries to the GMCS Receiving Warehouse or another District jobsite/destination.

11. Delivery Destination: In order to receive prompt payment against an invoice, always ship or deliver product to GMCS Receiving Warehouse. Failure to do so will result in receiving and processing delays, including delay in invoice payments.

12. Contractor Due Diligence; Assumption of Risk; No Relief for Failure to Review: The Contractor expressly acknowledges that it has carefully examined and understands the entire Solicitation, including all instructions, specifications, scope of work, general and special conditions, addenda, attachments, incorporated documents, and applicable federal, state, and local laws and regulations governing the procurement and performance of the Contract.

The Contractor represents that, prior to submission of its response, it made all investigations, examinations, and inquiries necessary to determine the nature and scope of the work and the obligations required for full performance. The Contractor further acknowledges that it had the opportunity to submit written questions or requests for clarification during the Solicitation process and that any ambiguities or uncertainties not raised prior to the deadline for questions are deemed waived.

The Contractor assumes full responsibility for performing the work in strict compliance with all Solicitation and Contract requirements. Failure to read, interpret, or fully understand any provision of the Solicitation or resulting Contract shall not:

1. Relieve the Contractor of its obligations

2. Serve as a basis for additional compensation, time extension, equitable adjustment, or claim

3. Excuse nonperformance or defective performance; or

4. Limit the Owner’s rights and remedies under the Contract or applicable law.

The Contractor expressly assumes the risk of errors, omissions, misunderstandings, or misinterpretations of the Solicitation or Contract documents that could have been identified through reasonable diligence prior to submission of its response.

BID SPECIFICATIONS

1. The District spends an average of $110,000 annually on Athletic Uniforms and Related Material for the following high school varsity and middle school sports: Baseball, Basketball, Cheer, Cross-Country, Dance, Football, Golf, Soccer, Softball, Swimming, Tennis, Track, Volleyball, and Wrestling. Actual purchases may vary significantly from year to year based on the sport and/or school scheduled for a rotation. No minimum purchase is guaranteed.

2. Athletic Uniforms & Related Material to be purchased shall include “head to toe” high school varsity and middle school uniforms considered “soft goods” or “cloth” items in the athletic clothing industry to include, but is not limited to the following sports: Baseball, Basketball, Cheer, CrossCountry, Track, Dance, Football, Golf, Jr. ROTC, Soccer, Softball, Swimming, Tennis, Volleyball, and Wrestling.

3. NFHS & NMAA Compliance: Athletic Uniforms and Related Material must be compliant with all

National Federation of State High School Association (NFHS) and New Mexico Activities Association (NMAA) regulations for the respective sport. Regulations and updates are published on the following websites for each Association:

www.nfhs.org and www.nmact.org.

4. Quality: Athletic Uniforms purchased under this contract must meet quality and durability standards to provide a minimum useful life of four (4) years. Swim uniforms are the only exception to this standard. Seconds and irregulars are not acceptable.

5. Availability: The Vendor shall make every effort to advise District clients and ensure that new, complete team purchases are from a current production line and available in sufficient quantities, in order to replace defective or damaged products and to allow for supplementary purchases within a reasonable time after the initial order.

6. Colors: A listing or GMCS high school and middle school mascots and colors may be found on Appendix E. The District requests that the awarded vendor(s) make every effort to supply colors that meet GMCS expectations. The District reserves the right to purchase team uniforms from other suppliers should an awarded vendor be unable to provide the appropriate colors for the requested sport.

7. Customization and Artwork: All customization requests and artwork must be approved by the

District, prior to production.

a. Vendors shall include an approved proof or other rendering of the customization service with the quote and/or packing slip.

b. Commissioned, original artwork shall remain the property of Gallup-McKinley County Schools upon payment.

8. Customization Set-Up Charges: Where applicable, Contractor may charge one (1) set-up fee per logo/design. Supplemental, repeat orders of a prior purchase shall NOT be subject to a set-up charge.

9. Delivery Time: Delivery times quoted shall be accurate. If a delivery cannot be made within the quoted time frame, GMCS reserves the right to utilize the next best source available for that particular need.

Emergency orders may be required.

10. Guarantee: At any time during the term of this Price Agreement, the Contractor agrees to replace or exchange unsatisfactory products or accept returns for credit at no additional cost to the District for the following:

a. Damage

b. Poor Quality Customization Work

c. Size Discrepancy

d. Brand Quality Discrepancy

11. Warranty: Warranty information will be submitted to the District to include:

a. Coverage – what is covered under the warranty

b. Duration – How long does the warranty last

c. Contact - Contact person for warranty

12. Competency Of Bidder: Bids will be considered from firms that demonstrate the ability to perform the services required under this solicitation. Offerors shall provide information sufficient to establish their responsibility, including evidence of technical capability, relevant experience, equipment resources, key personnel qualifications, or other information demonstrating their ability to successfully perform the contract requirements.

Newly formed or emerging businesses are not precluded from consideration and may satisfy this requirement by providing documentation of relevant experience of principals, subcontractors, key staff, or other evidence demonstrating the firm’s capability and integrity.

The determination of responsibility and competency shall be made by the appropriate GMCS staff in accordance with applicable provisions of the New Mexico Procurement Code.