150899-CC.pdf

Board of County Commissioners County Administrator

Melissa McKinlay, Mayor Verdenia C. Baker Mack Bernard, Vice Mayor Hal R. Valeche Paulette Burdick Dave Kerner Steven L. Abrams Mary Lou Berger Purchasing Department www.pbcgov.org/purchasing

BOARD OF COUNTY COMMISSIONERS

NOTICE OF SOLICITATION

RFQ #150899/CC

WORK UNIFORMS & CLOTHING, INCLUDING FIRE RESISTANT,

PURCHASE OF, TERM CONTRACT

RFQ SUBMISSION DATE: APRIL 18, 2018 AT 4:00 P.M.

**** FAXED OR E-MAILED RESPONSES ACCEPTABLE ****

It is the responsibility of the vendor to ensure that all pages are included. Therefore, all vendors are advised to closely examine this package. Any questions regarding the completeness of this package should be immediately directed to the Palm Beach County Purchasing Department.

Quotations are requested for furnishing the goods/services as described herein and in accordance with applicable terms, conditions and specifications as set forth herein without any modification, change or alterations to any terms, conditions or provisions of this solicitation, unless specifically approved in writing by the County.

By submitting an offer which is accepted by the County, a binding contract is formed in accordance with the terms, conditions and specifications as set forth in this Request for Quotation (RFQ)

C A U T I O N

In order to do business with Palm Beach County, vendors are required to create a Vendor Registration Account OR activate an existing Vendor Registration Account through the Purchasing Department’s Vendor Self Service (VSS) system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. As they are issued, all amendments to solicitations will be posted under the applicable solicitation on our VSS system. It is the vendor’s sole responsibility to routinely check our VSS system for any amendments that may have been issued prior to the deadline for receipt of quotes.

Palm Beach County shall not be responsible for the completeness of any solicitation that was not downloaded from our VSS system or obtained directly from the Purchasing Department.

In accordance with the provisions of ADA, this document may be requested in an alternate format.

BOARD OF COUNTY COMMISSIONERS, PALM BEACH COUNTY PURCHASING DEPARTMENT

50 S. MILITARY TRAIL, SUITE 110, WEST PALM BEACH, FL 33415-3199

http://www.pbcgov.org/purchasing https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

BOARD OF COUNTY COMMISSIONERS

Palm Beach County

REQUEST FOR QUOTATION

RFQ #150899/CC TITLE: WORK UNIFORMS & CLOTHING, INCLUDING FIRE RESISTANT,

PURCHASE OF, TERM CONTRACT

BUYER: COLLEEN CARDILLO PHONE (561) 616-6839

FAX (561) 242-6739 E-MAIL: ccardill@pbcgov.org

**** FAXED OR E-MAILED RESPONSES ACCEPTABLE ****

To ensure that your offer is considered, it must be received in Palm Beach County Purchasing no later than 4:00 P.M., PALM BEACH COUNTY LOCAL TIME, by the submission date. Offers received after this time will not be considered.

This Request for Quotation, General Conditions, Instructions to Vendors, Special Conditions, Specifications, Attachments, Amendments (if issued), and/or any other referenced document form a part of this RFQ solicitation and response thereto, and by reference are made a part thereof. The selected awardee shall be bound by all terms, conditions and requirements in these documents.

GENERAL CONDITIONS, INSTRUCTIONS AND INFORMATION FOR VENDORS

GENERAL CONDITIONS

The following Terms and Conditions are applicable to this purchase order/contract entered into by and between Palm Beach County (referred to as County) and Vendor.

1. CONDITIONED OFFERS

Vendors are cautioned that any condition, qualification, provision, or comment in their quote, or in other correspondence transmitted with their quote, which in any way modifies, takes exception to, or is inconsistent with the specifications, requirements, or any of the terms, conditions, or provisions of this solicitation, is sufficient cause for the rejection of their quote and shall be considered as non-responsive.

2. MODIFICATIONS

No modifications of this order/contract, including but not limited to these terms and conditions, shall be binding upon County unless approved by an authorized representative of County’s Purchasing Department.

3. ASSIGNMENTS

Assignments are prohibited unless prior written consent is given by the County and the Vendor.

4. EXCUSABLE DELAYS

The County may grant additional time for any delay if the delay will not adversely impact the best interest of the County and is due to causes beyond the control of the Vendor. Such grant must be in writing and made part of the order/contract.

5. DEFAULT

The County may, by written notice of default to the successful vendor, terminate the order/contract in whole or in part if the successful vendor fails to satisfactorily perform any provisions of this solicitation or resultant order/contract, or fails to make progress so as to endanger performance under the terms and conditions of this solicitation or resultant order/contract, or provides repeated non-performance, or does not remedy such failure within a period of ten (10) days (or such period as the Director of Purchasing may authorize in writing) after receipt of notice from the Director of Purchasing specifying such failure. In the event the County terminates this order/contract in whole or in part because of default of the successful vendor, the County may procure goods and/or services similar to those terminated, and the successful vendor shall be liable for any excess costs incurred due to this action.

If it is determined that the successful vendor was not in default or that the default was excusable (e.g., failure due to causes beyond the control of, or without the fault or negligence of, the successful vendor), the rights and obligations of the parties shall be those provided in “Termination For Convenience”.

6. TERMINATION FOR CONVENIENCE

The County may, whenever the interests of the County so require, terminate the order/contract, in whole or in part, for the convenience of the County upon five (5) days written notice to Vendor. Unless directed otherwise in the notice of termination, the Vendor shall incur no further obligations in connection with the order/contract.

7. REMEDIES

No remedy herein conferred upon any party is intended to be exclusive of any other remedy, and each and every such remedy shall be cumulative and shall be in addition to every other remedy given hereunder now or hereafter existing at law, or in equity, by statute or otherwise. No single or partial exercise by any party of any right, power, or remedy hereunder shall preclude any other or further exercise thereof.

8. NO THIRD PARTY BENEFICIARY

No provision of this Contract is intended to, or shall be construed to, create any third party beneficiary or to provide any rights to any person or entity not a party to this Contract, including but not limited to any citizen or employees of the County and/or successful vendor.

9. FOB

The F.O.B. point shall be destination. If the County agrees, freight charges may be prepaid by the Vendor and listed on the invoice; however, Vendor retains title and assumes all responsibility, liability and risk in transit, and shall be responsible for the filing of claims for loss or damages.

10. PAYMENT TERMS

In order for Palm Beach County to make payment, the Vendor’s Legal Name; Vendor’s Address; and Vendor’s TIN/FEIN Number on the successful vendor’s quote must be exactly the same as it appears on the invoice and in Palm Beach County’s VSS system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService.

https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

Payment shall be made by the County after goods / services have been received, accepted and properly invoiced as indicated in the contract and / or order. Invoices must bear the purchase order number. The Florida Prompt Payment Act is applicable to this solicitation. Interest penalties will only be paid in accordance with the Florida Prompt Payment Act, Florida Statute 218.70.

Note: Palm Beach County Vendors can now be paid by Credit Card via the County’s voluntary Payment Manager Program. For vendors who don’t have a merchant account, one is needed to utilize the Program. For vendors with a merchant account, you will need to enroll with the Palm Beach County Clerk & Comptroller’s office. For information, contact the Palm Beach County Clerk & Comptroller at pbcpaymentmgr@mypalmbeachclerk.com or 561-355-3295.

11. INVOICING

Successful vendors shall send ALL ORIGINAL invoices to the following address and may send copies of invoices to the Palm Beach County Department requesting the goods/services. Invoices submitted on carbon paper shall not be accepted.

PALM BEACH COUNTY

FINANCE DEPT.

P.O. BOX 4036

WEST PALM BEACH, FL 33402-4036

12. TAXES

The County is exempt from Federal and State taxes.

13. PURCHASE ORDER

The County will not accept any goods delivered or services performed unless a duly authorized purchase order has been issued for said goods and/or services. The purchase order number must appear on all invoices, packing slips and all correspondence concerning the order.

14. ORDER/CONTRACT

Vendor agrees that by submitting an offer (i.e. Request for Quotation) which is accepted by the County (i.e. Purchase Order, Term Contract Notice) a binding contract is formed in accordance with the County’s terms, conditions and specifications as set forth in the solicitation and this purchase order. Vendor certifies that the offer has been made by an officer or employee having the authority to bind the Vendor. Accordingly, payment will only be made to the company and the address as provided in the Vendor’s offer unless prior written authorization is received from the County.

15. PRICING

(a) Unless specifically requested in the specifications, any response containing modifying or escalation clauses shall be rejected.

(b) The price offered must be in accordance with the unit of measure provided on the response page(s). One (1) space or line requires only one (1) single, fixed unit price. Anything other than a single, fixed unit price shall result in the rejection of your response.

(c) Vendor warrants by virtue of submitting an offer that prices shall remain firm for a period of ninety (90) days from the date of opening to allow for evaluation and award.

(d) Prices shall remain firm for the initial and any subsequent term unless modified by a special condition.

(e) All unit prices offered should be within two (2) decimal points. If vendor’s pricing offered exceeds two (2) decimal points, Purchasing reserves the right to round up or down accordingly.

(f) In the event of mathematical error(s), the unit price shall prevail and the vendor’s total offer shall be corrected accordingly. QUOTES

HAVING ERASURES OR CORRECTIONS MUST BE INITIALED

BY THE VENDOR PRIOR TO SUBMISSION TIME. IF THE

CORRECTION IS NOT PROPERLY INITIALED, OR IF THE INTENT

OR LEGIBILITY OF THE CORRECTION IS NOT CLEAR, THE

RFQ SHALL BE REJECTED.

16. DELIVERIES

Deliveries are to be made Monday through Friday, excluding holidays, unless otherwise stipulated.

17. INSPECTION/ACCEPTANCE

All goods and/or services provided on this Purchase Order are subject to inspection and acceptance upon receipt or completion by an authorized representative of the County.

18. QUANTITIES

Quantities specified in the order/contract cannot be changed without County approval. Goods shipped in excess of quantity designated may be returned at Vendor’s expense.

19. DISCRIMINATION PROHIBITED

Palm Beach County is committed to assuring equal opportunity in the award of contracts and complies with all laws prohibiting discrimination.

Pursuant to Palm Beach County Resolution R-2017-1770, as may be amended, the successful vendor warrants and represents that throughout the term of the contract, including any renewals thereof, all of its employees are treated equally during employment without regard to race, color, religion, disability, sex, age, national origin, ancestry, marital status, familial status, sexual orientation, gender identity or expression, or genetic information. Failure to meet this requirement shall be considered a default of contract.

20. LEGAL REQUIREMENTS

The Vendor must strictly comply with all Federal, State, County and local laws, ordinances, rules and regulations that in any manner affect the goods and/or services provided herein. The UCC shall prevail as the basis for contractual obligations between the Vendor and the County for any terms and conditions not addressed. The County shall not be liable to the Vendor for any legal fees, court costs, or other legal expenses arising from the interpretation or enforcement of this order/contract, or from any other matter generated by or relating to this order/contract.

21. CRIMINAL HISTORY RECORDS CHECK

ORDINANCE

Pursuant to Palm Beach County Code Section 2-371 through 2-377, the Palm Beach County Criminal History Records Check Ordinance (“Ordinance”), the County shall conduct fingerprint based criminal history record checks on all persons not employed by the County who repair, deliver, or provide goods or services for, to, or on behalf of the County. A fingerprint based criminal history record check shall be conducted on all employees and subcontractors of vendors, including repair persons and delivery persons, who are unescorted when entering a facility determined to be critical to the public safety and security of the County. County facilities that require this heightened level of security are identified in Resolution R-2003-1274, as may be amended. The vendor is solely responsible for understanding the financial, schedule, and staffing implications of this Ordinance. Further, the vendor acknowledges that its pricing offered includes any and all direct or indirect costs associated with compliance of this Ordinance, except for the applicable FDLE/FBI fees that shall be paid by the County.

22. PUBLIC ENTITY CRIMES

In accordance with the Florida Public Entity Crime Statute 287.132.133, persons and affiliates who are entering into a contract or performing any work in furtherance with Palm Beach County certifies that it, its affiliates, suppliers, subcontractors and consultants who will perform hereunder, have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within the thirty-six (36) months immediately preceding the date hereof. This notice is required by Florida Statute 287.133 (3) (a).

mailto:pbcpaymentmgr@mypalmbeachclerk.com

23. SBE PROGRAM

Item 1 – Policy It is the policy of the Board of County Commissioners of Palm Beach County, Florida, that SBE(s) have the maximum practical opportunity to participate in the competitive process of supplying goods and services to the County. To that end, the Board of County Commissioners adopted a Small Business Ordinance which is codified in Sections 2-80.21 through 2-80.34 (as amended) of the Palm Beach County Code, which sets forth the County’s requirements for the SBE program, and is incorporated in this solicitation. Compliance with the requirements contained in this section shall result in a vendor being deemed responsive to SBE requirements.

The provisions of this Ordinance are applicable to this solicitation, and shall have precedence over the provisions of this solicitation in the event of a conflict.

Item 2 – Contract Award Criteria For purchases made as a result of this solicitation, the County shall make an award to the vendor who is certified as a small business with Palm Beach County and who is within 10% of the lowest responsive, responsible vendor, providing that the small business is also deemed responsive and responsible to the terms and conditions of the solicitation.

Item 3 – SBE Certification Only those firms certified as a small business enterprise by Palm Beach County at the time of quote submission shall be counted toward the established SBE goals. Upon receipt of a complete application, IT TAKES

UP TO NINETY (90) DAYS TO BECOME CERTIFIED AS AN SBE WITH

PALM BEACH COUNTY. It is the responsibility of the vendor to confirm the certification of any proposed SBE; therefore, it is recommended that vendors visit the on-line Vendor Directory at www.pbcgov.org/osba to verify SBE certification.

Item 4 – Decertification As part of the consideration for quote award under the SBE Ordinance, any firm/proposer decertified by Palm Beach County shall be considered non-responsive to the SBE requirements.

24. LOCAL PREFERENCE ORDINANCE

In accordance with the Palm Beach County Local Preference Ordinance, a preference may be given to (1) quoters having a permanent place of business in Palm Beach County or (2) quoters having a permanent place of business in the Glades that are able to provide the goods or services within the Glades.

A. Glades Local Preference: Pursuant to the Palm Beach County Local

Preference Ordinance, a 5% Glades Local Preference is given when a Glades business offers to provide the goods or services that will be procured for use in the Glades. If the lowest responsive, responsible quoter is a non-Glades business, all quotes received from responsive, responsible Glades businesses may be decreased by 5%. The original quote amount is not changed. The 5% decrease given for the Glades Local Preference is calculated only for the purpose of determining ranking and award.

B. Local Preference: Pursuant to the Palm Beach County Local

Preference Ordinance, a 5% Local Preference is given to quoters having a permanent place of business in Palm Beach County. If the lowest responsive, responsible quoter is a non-local business; all quotes received from responsive, responsible local businesses may be decreased by 5%. The original quote amount is not changed. The 5% decrease given for the Local Preference is calculated only for the purpose of determining ranking and award.

C. To receive a Glades Local Preference or a Local Preference

(collectively referred to as “local preference”), a quoter must have a permanent place of business in existence prior to the County’s issuance of this Request for Quotation. A permanent place of business means that the quoter’s headquarters is located in Palm Beach County or in the Glades, as applicable; or, the quoter has a permanent office or other site in Palm Beach County or in the Glades, as applicable, where the quoter will produce a substantial portion of the goods or services to be purchased. A valid Business Tax Receipt issued by the Palm Beach County Tax Collector is required, unless the quoter is exempt from the business tax receipt requirement by law, and will be used to verify that the quoter had a permanent place of business prior to the issuance of this Request for Quotation. In addition, the attached “Certification of Business Location” and Business Tax Receipt must accompany the quote at the time of quote submission. The Palm Beach County Business Tax Receipt and this Certification are the sole determinant of local preference eligibility.

Errors in the completion of this Certification or failure to submit this completed Certification will cause the quoter to not receive a local preference.

25. INDEMNIFICATION

To the extent authorized by law, Vendor shall indemnify, save and hold harmless the County, its employees and agents against any and all claims, damages, liability and court awards including costs, expenses and attorney fees incurred as a result of any act or omission by the Vendor, or its employees, agents, subcontractors or assignees pursuant to the terms and conditions of this order/contract.

26. SAFETY DATA SHEETS (SDS)

Any toxic substance provided to the County as a result of this solicitation or resultant order/contract shall be accompanied by its SDS.

27. ENDORSEMENTS

No endorsements by the County of the goods and/or services will be used by the Vendor in any way, manner or form.

28. VENUE AND GOVERNING LAW

Any and all legal action necessary to enforce the award or the resultant order/contract will be held in a court of competent jurisdiction located in Palm Beach County, Florida. Any and all legal action necessary to enforce the award or the resultant order/contract shall be governed by the laws of the State of Florida.

29. PUBLIC RECORDS, ACCESS AND AUDITS

The vendor agrees that copies of any and all property, work product, documentation, reports, computer systems and software, schedules, graphs, outlines, books, manuals, logs, files, deliverables, photographs, videos, tape recordings or data relating to the Contract which have been created as a part of the vendor’s services or authorized by the COUNTY as a reimbursable expense, whether generated directly by the vendor, or by or in conjunction or consultation with any other party whether or not a party to the Contract, whether or not in privity of contract with the COUNTY or the vendor, and wherever located shall be the property of the COUNTY.

Any material submitted in response to this solicitation is considered a public document in accordance with Section 119.07, F.S. This includes material which the responding vendor might consider to be confidential. All submitted information that the responding vendor believes to be confidential and exempt from disclosure (i.e., a trade secret or as provided for in Section 119.07 and Section 812.081, F.S.) must be specifically identified as such. Upon receipt of a public records request for such information, a determination will be made as to whether the identified information is, in fact, confidential.

The vendor shall maintain records related to all charges, expenses, and costs incurred in estimating and performing the work for at least three (3) years after completion or termination of this Order/Contract. The County shall have access to such records as required in this Section for the purpose of inspection or audit during normal business hours, at the Vendor’s place of business.

Notwithstanding anything contained herein, as provided under Section 119.0701, F.S., if the Vendor : (i) provides a service; and (ii) acts on behalf of the County as provided under Section 119.011(2), F.S., the Vendor shall comply with the requirements of Section 119.0701, F.S., as it may be amended from time to time. The Vendor is specifically required to:

(a) Keep and maintain public records required by the County to perform services as provided under this Order/Contract.

(b) Upon request from the County’s Custodian of Public Records (“County’s Custodian”) or County’s representative/liaison, on behalf of the County’s Custodian, provide the County with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, F.S. or as otherwise provided by law. The Vendor further agrees that all fees, charges and expenses shall be determined in accordance with Palm Beach County PPM CW-F- 002, Fees Associated with Public Records Requests, as it may be amended or replaced from time to time.

(c) Ensure that public records that are exempt, or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the Order/Contract term and following completion of the Order/Contract, if the Vendor does not transfer the records to the public agency. Nothing contained herein shall prevent the disclosure of or the provision of records to the County.

(d) Upon completion of the Order/Contract, the Vendor shall transfer, at no cost to the County, all public records in possession of the Vendor unless notified by County’s representative/liaison, on behalf of the County’s Custodian, to keep and maintain public records required by the County to perform the service. If the Vendor transfers all public records to the County upon completion of the Order/Contract, the Vendor shall destroy any duplicate public records that are exempt, or confidential and exempt from public records disclosure requirements. If the Vendor keeps and maintains public records upon completion of the Order/Contract, the Vendor shall meet all applicable requirements for retaining public records. All records stored electronically by the Vendor must be provided to the County, upon request of the County’s Custodian or the County’s representative/liaison, on behalf of the County’s Custodian, in a format that is compatible with the information technology systems of County, at no cost to County.

Vendor acknowledges that it has familiarized itself with the requirements of Chapter 119, F. S., and other requirements of state law applicable to public records not specifically set forth herein. Failure of the Vendor to comply with the requirements of this Section, Chapter 119, F.S. and other applicable requirements of state law, shall be a material breach of this Order/Contract. County shall have the right to exercise any and all remedies available to it for breach of contract, including but not limited to, the right to terminate for cause.

IF THE VENDOR HAS QUESTIONS

REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES,

TO THE VENDOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS

ORDER/CONTRACT, PLEASE

CONTACT THE CUSTODIAN OF

PUBLIC RECORDS AT RECORDS

REQUEST, PALM BEACH COUNTY

PUBLIC AFFAIRS DEPARTMENT, 301

N. OLIVE AVENUE, WEST PALM

BEACH, FL 33401, BY E-MAIL AT

RECORDSREQUEST@PBCGOV.ORG

OR BY TELEPHONE AT 561-355-6680.

30. SALES PROMOTIONS / PRICE REDUCTIONS / MOST

FAVORED CUSTOMER

Should sales promotions occur during the term of the order/contract that lower the price of the procured item, the successful vendor shall extend to the County the lower price offered by the manufacturer on any such promotional item. Further, any price decreases effectuated during the order/contract period by reason of market change or otherwise, shall be passed on to the County. Additionally, anytime after award, the vendor may offer a reduced price which shall remain in effect for the duration of the order/contract. The successful vendor warrants that the price(s) shall not exceed the successful vendor’s price(s) extended to its most favored customer for the same or similar goods or services in similar quantities, or the current market price, whichever is lower. In the event the successful vendor offers more favorable pricing to one of its customer(s), the successful vendor shall extend to the County the same pricing or the then current market price, whichever is lower.

31. PERFORMANCE DURING EMERGENCY

By submitting a response, vendor agrees and promises that, immediately preceding, during and after a public emergency, disaster, hurricane, flood, or act of God, Palm Beach County shall be given “first priority” for all goods and services under this order/contract. Vendor agrees to provide all goods and services to Palm Beach County immediately preceding, during and after a public emergency, disaster, hurricane, flood, or act of God, at the terms, conditions, and prices as provided in this solicitation on a “first priority” basis. Vendor shall furnish a 24-hour phone number to the County.

Failure to provide the goods or services to the County on a first priority basis immediately preceding, during and after a public emergency, disaster, hurricane, flood, or act of God, shall constitute breach of contract and subject the vendor to sanctions from doing further business with the County.

32. PALM BEACH COUNTY OFFICE OF THE

INSPECTOR GENERAL AUDIT REQUIREMENTS

Pursuant to Palm Beach County Code, Section 2-421-2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed County contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the County, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud.

33. BUSINESS INFORMATION

If vendor is a Joint Venture for the goods/services described herein, vendor shall, upon request of Palm Beach County, provide a copy of the Joint Venture Agreement signed by all parties.

34. ANNUAL APPROPRIATIONS

The County’s performance and obligation to pay under this contract is contingent upon an annual appropriation by the Board of County Commissioners for subsequent fiscal years.

35. CONFLICT OF INTEREST

Vendor represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required by this contract as provided for in Chapter 112, Part III, Florida Statutes and the Palm Beach County Code of Ethics. Vendor further represents that no person having any conflict of interest shall be employed for said performance or services. Vendors shall disclose the name of any officer, director, or agent who is also an employee or a relative of an employee of Palm Beach County. Further, vendor shall disclose the name of any County employee or relative of a County employee who owns, directly or indirectly, an interest of ten percent (10%) or more in the vendor’s firm or any of its branches.

mailto:RECORDSREQUEST@PBCGOV.ORG

SPECIAL CONDITIONS

36. GENERAL / SPECIAL CONDITION PRECEDENCE

In the event of conflict between General Conditions and Special Conditions, the provisions of the Special Conditions shall have precedence.

37. AWARD (LOT-BY-LOT)

Palm Beach County shall award this RFQ to the lowest, responsive, responsible vendor on a lot-by-lot basis. The County reserves the right to reject responses which would result in an award which is financially disadvantageous to the County.

An award may be considered financially disadvantageous when it would result in an award to a vendor for less than $1,000, or when it would result in awards of multiple small fragments. This policy is predicated on avoidance of increased administrative costs and operational complexity. Therefore, it is necessary for a vendor to respond to every item in the particular lot for which the vendor submits an offer in order to be considered. It is also required that the vendor carefully consider each item, and make sure that each one meets the specifications as indicated. In the event that one item does not meet such specifications for that lot, the entire lot will be considered non-responsive. Additionally, if a vendor enters a No Quote/No Bid, or N/A for any item in that lot, they will be considered non-responsive for that lot.

38. METHOD OF ORDERING (TERM CONTRACT)

A contract shall be issued for a term of twelve (12) months or until the estimated amount is expended, at the discretion of the County. The County will order on an “as needed” basis.

39. F.O.B. POINT

The F.O.B. point shall be destination. Exact delivery point will be indicated on the term contract delivery order (DO).

Responses showing other than F.O.B. destination shall be rejected. Vendor retains title and assumes all transportation charges, responsibility, liability and risk in transit, and shall be responsible for the filing of claims for loss or damages.

40. DELIVERY

For large orders (more than 20 items) requiring embroidery, delivery shall be within forty-five (45) calendar days after receipt of term contract delivery order (DO) and approved artwork. For small or repeat orders requiring emblems, logos, etc., delivery is required within thirty (30) calendar days. For those items not requiring logos/embroidery, delivery is required within twenty-one (21) calendar days. If a modified delivery date has been requested by the successful vendor, approval shall be made in writing by the County Representative. Failure of the successful vendor to perform to the delivery requirement is sufficient cause for default and termination of the contract.

All shipment errors on the part of the vendor shall be handled as an expedited purchase to be resolved in seven (7) calendar days.

NOTE: All artwork (submitted by or created for the County) shall be returned to Palm Beach County, as sole owner, at no additional charge at contract termination.

41. SAMPLES (UPON REQUEST)

Vendors shall provide, without cost to the County, samples of requested items. Samples may be used in addition to documentation provided by a vendor to show compliance to technical specifications. Upon request, the County will return undestroyed samples to the unsuccessful vendors, at the vendor’s expense. Each individual sample must be labeled with vendor’s name, manufacturer’s brand name and number, RFQ number and item reference. Requests for return of samples must be received with the sample and shall include return instructions with shipping authorization and name of carrier. If these instructions are not received, the commodities shall be disposed of by Palm Beach County at its discretion.

42. AS SPECIFIED

A term contract delivery order (DO) will be issued to the successful vendor with the understanding that all items delivered must meet the specifications herein. Palm Beach County will return, at the expense of the successful vendor, items not delivered as specified.

43. QUANTITY

The quantities shown are estimated. Palm Beach County reserves the right to increase or decrease the total quantities as necessary to meet actual requirements. Unless stipulated otherwise, Palm Beach County will accept NO minimum order requirements. Additionally, vendors are cautioned to respond in accordance with the unit specified on the response page.

44. RENEWAL OPTION

The successful vendor shall be awarded a contract for twelve (12) months with the option to renew for four (4) additional twelve (12) month periods. The option for renewal shall only be exercised upon mutual written agreement and with all original terms, conditions and unit prices adhered to with no deviations. Any renewal shall be subject to the appropriation of funds by the Board of County Commissioners. A renewal shall be revoked if a vendor is suspended by the Purchasing Department prior to the commencement of the renewal period.

45. INFORMATION AND DESCRIPTIVE LITERATURE (Brand Name “or equal”)

Unless otherwise stated in these specifications, any manufacturer’s names, trade names, brand names, information or catalog numbers listed in this specification are for information and not intended to limit competition. When the phrase “or equal” is used, the vendor may offer any manufacturer/brand for which they are an authorized dealer/distributor/reseller, which meets or exceeds the specifications for any item listed in the RFQ.

When offering the “exact” manufacturer/brand and part/model number specified, vendor shall check the applicable box on the response page.

When offering an “or equal” manufacturer/brand and part/model number, vendor shall check the applicable box on the response page, specifically, “OFFERING EQUAL PRODUCT” and enter the manufacturer/brand and manufacturer/brand part/model number in the spaces provided on the response page.

If vendor fails to: (i) check the applicable box and (ii) if applicable, complete the manufacturer/brand offered and part/model number offered for an “or equal”, the response shall be rejected.

Unless offering the specified manufacturer/brand and part/model numbers, the vendor shall submit with their response, manufacturer cut sheets, sketches, descriptive literature and/or complete specifications for said item(s). Literature shall provide matching product numbers to those offered on the response page and sufficient detail to verify compliance to specifications. Reference to literature submitted with a previous RFQ/bid or literature which has been created by any entity other than the manufacturer shall not satisfy this provision.

The County reserves the sole right to determine acceptance of the offered item (s) as an approved equal. The failure of the descriptive literature to show that the item(s) offered conforms to the requirements of this solicitation shall result in rejection.

If offering an or equal, it is recommended to clearly note which item the information and descriptive literature provided pertains to (i.e. Lot #1, Item #3). If bidding on numerous items within a catalog, that catalog must clearly identify each individual item you are offering. If during evaluation it is not clearly identified, you will be considered non-responsive to the item.

46. WARRANTY

The successful vendor shall furnish factory/manufacturer warranty on all items furnished hereunder against defect in materials and/or workmanship. The factory/manufacturer warranty shall become effective on the date of delivery and acceptance by Palm Beach County. Should any defect in materials or workmanship, excepting ordinary wear and tear, appear during the above stated warranty period, the successful vendor shall repair or replace same at no cost to Palm Beach County.

47. PACKAGING / SHIPPING LABELS

Each carton, case, and/or package delivered as a result of the contract shall include a shipping label and packing slip. Each shipping label shall specify the Purchase Order number, and the carton/case/package number per total number of cartons/cases/packages shipped for the order. Each packing slip (and all required copies) shall specify the successful vendors name, part number, part description, and the quantity for each part delivered. Parts delivered in the original manufacturer’s cartons/cases/packages are acceptable, and each carton/case/package shall be labeled or marked with specific information including but not limited to manufacturer’s name, part number, product type and style, brand name, size, weight, dimensions, compositional materials, and carton/case/package quantity.

SPECIFICATIONS

WORK UNIFORMS & CLOTHING, INCLUDING FIRE RESISTANT, PURCHASE OF, TERM CONTRACT

PURPOSE AND INTENT

The sole purpose and intent of this Request for Quotation (RFQ) is to secure firm fixed pricing for the purchase of work uniforms and clothing, including fire resistant, to meet the apparel needs of Palm Beach County.

COUNTY’S RESPONSIBILITIES

Palm Beach County shall place orders on an “as needed” basis.

SUCCESSFUL VENDOR’S RESPONSIBILITIES

The successful vendor shall adhere to all terms, conditions and specifications set forth herein.

The successful vendor shall provide contact names, phone numbers, fax numbers and email addresses and shall be available at all times to answer questions as needed regarding orders prior to and after issuance of delivery order (DO) from requesting department.

GENERAL

All clothing, as applicable, shall meet or exceed industry standards for fabric thread count, tensile/tear strength, pilling, abrasive resistance, wrinkle recovery, creasing and soil release finish (VISA or equal). Fire resistant clothing (Lot #7) shall minimally meet the National Fire Protection Association (NFPA) STANDARD 70E.

Additionally, the finished clothing shall also meet or exceed industry standards for washing, shrinkage, stitching and fit/sizing.

All clothing shall have permanently affixed labels, which include size, fiber content, care instructions. The selections for fire resistant clothing shall also have identifying tags indicating compliance with the NFPA 70E, or equivalent, and state the Arc Thermal Protective Value (ATPV) or Energy Breakopen Threshold (EBT) values. Clothing offered shall carry standard warranties.

Buttons and zippers shall be appropriate for each piece of clothing. Successful vendor shall be required to provide, at no additional charge, simple alterations/hemming and the affixing of County supplied patches at the user=s request.

The above are considered minimum requirements and are not meant to be all-inclusive.

NO IRREGULAR CUTS OR SECONDS

Sizes: The full range of sizes including tall, half sizes, regular and form fit, where appropriate, shall be offered. Vendors shall take into consideration when providing prices for larger sizes (2XL and up) that this shall include all sizes available by the manufacturer for the product offered. Sizes not available by the manufacturer are considered custom and shall not be included in the contract.

Embroidery: The majority of finished clothing shall require embroidery of names, titles, logos, etc. Therefore, the successful vendor shall be required to provide this service.

Established prices for embroidery are:

Embroidery: $.20 per letter and $7.00 per logo

Samples and/or artwork will be supplied by the County.

Charges for embroidery shall be noted on each invoice as separate line items.

Sewing on Patches: Clothing requiring patches shall be sewn on at NO ADDITIONAL CHARGE to the County. The requesting County department shall supply the successful vendor(s) with a large stock of patches at the beginning of the contract to be used throughout the term. Requesting departments shall replenish the successful vendor with patches in the event they run out. At the end of the contract, the successful vendor shall return all unused patches to the user department.

SPECIFICATIONS

INFORMATION AND DESCRIPTIVE LITERATURE (Brand Name “or equal”)

Unless otherwise stated in these specifications, any manufacturer’s names, trade names, brand names, information or catalog numbers listed in this specification are for information and not intended to limit competition. When the phrase “or equal” is used, the vendor may offer any manufacturer/brand for which they are an authorized dealer/distributor/reseller, which meets or exceeds the specifications for any item listed in the RFQ.

When offering the “exact” manufacturer/brand and part/model number specified, vendor shall check the applicable box on the response page.

When offering an “or equal” manufacturer/brand and part/model number, vendor shall check the applicable box on the response page, specifically, “OFFERING EQUAL PRODUCT” and enter the manufacturer/brand and manufacturer/brand part/model number in the spaces provided on the response page.

If vendor fails to: (i) check the applicable box and (ii) if applicable, complete the manufacturer/brand offered and part/model number offered for an “or equal”, the response shall be rejected.

Unless offering the specified manufacturer/brand and part/model numbers, the vendor shall submit with their response, manufacturer cut sheets, sketches, descriptive literature and/or complete specifications for said item(s). Literature shall provide matching product numbers to those offered on the response page and sufficient detail to verify compliance to specifications. Reference to literature submitted with a previous RFQ/bid or literature which has been created by any entity other than the manufacturer shall not satisfy this provision.

The County reserves the sole right to determine acceptance of the offered item (s) as an approved equal. The failure of the descriptive literature to show that the item(s) offered conforms to the requirements of this solicitation shall result in rejection.

If offering an or equal, it is recommended to clearly note which item the information and descriptive literature provided pertains to (i.e. Lot #1, Item #3). If bidding on numerous items within a catalog, that catalog must clearly identify each individual item you are offering. If during evaluation it is not clearly identified, you will be considered non-responsive to the item.

Items offered shall meet or exceed all industry standards of the stated manufacturer/brand names and product numbers, as well as the salient characteristics listed below:

LOT #1: SHIRTS, UNIFORM

1. SHIRT, MEN’S, SHORT SLEEVE, TACT SQUAD #8013, OR EQUAL:

Style: Dress type shirt Fabric: 65% Dacron Polyester/35% Combed Cotton Sleeve: Sleeve length shall be appropriate and graduated according to product offered size Collar: Die cut and die creased convertible collar with sewn-in stays, when appropriate by industry standards.

Creases: Stitched in creases in back (three), front (two - one on each front to be centered with each flap/pocket pleat).

Pockets: Two breast pockets with box pleats (to prevent excessive spreading) and flaps, when appropriate by industry standards, sewn in pencil slot and closures. Straight and scalloped flaps to be available.

Shoulder/Straps Epaulets: Straps to measure approx. 2" at sleeve and taper to approx. 1-2". Shoulder strap shall be AX@ stitched.

Badge Holder: Inside sling type badge holder of self-goods approx. 1-2" wide to extend from joining seam to pocket of left front. Two small thread eyelets approx. 1-3" apart with the lower eyelet approx 1" above the flap on a vertical line with pocket pleat.

Colors: White, and others as available

2. SHIRT, MEN’S, LONG SLEEVE, TACT SQUAD #8003, OR EQUAL:

Specifications same as item #1 noting the following unique requirements:

Collar: Banded collar Sleeve: Sleeves shall be straight with placket. Cuffs shall be approx. 3" wide and close with button(s).

Elbow reinforcement patches (approx. 52" x 42"), when appropriate by industry standards, shall be set over sleeve placket on both sleeves.

Colors: White, and others as available

3. SHIRT, MEN’S, LONG SLEEVE, PORT AUTHORITY #S646, OR EQUAL:

Style: Lightweight stretch poplin shirt Fabric: 70% cotton/27% polyester/3% spandex

Sleeve: Button-through sleeve plackets, adjustable cuffs, Sleeve length shall be appropriate and graduated according to clothing size

Collar: Open collar with stays Creases: 2 back pleats Pocket: One pocket on left front chest

Colors: White, and others as available

4. SHIRT, WOMEN’S, LONG SLEEVE, PORT AUTHORITY #L646, OR EQUAL:

Style: Lightweight stretch poplin shirt Fabric: 70% cotton/27% polyester/3% spandex

Sleeve: Button-through sleeve plackets, adjustable cuffs, Sleeve length shall be appropriate and graduated according to clothing size

Collar: Open Creases: Front and back darts Colors: White, and others as available

LOT #2: SHIRTS, WORK

1. SHIRTS, MEN’S, SHORT SLEEVE, 65% POLYESTER/35% COTTON, RED KAP #SP24, OR EQUAL:

Style: Button Front, Long Body Fabric: 65% Polyester/35% Cotton Sleeve: Sleeve length shall be appropriate and graduated according to clothing size Collar: Collar double stitched at neck connection with collar saver inserts (sewn in stays) Pockets: Two breast pockets, button closures and pencil slot on left pocket Colors: White, Light Blue, Light Green, and others as available

2. SHIRTS, MEN’S, LONG SLEEVE, 65% POLYESTER/35% COTTON, RED KAP #SP14, OR EQUAL:

Specifications are same as Item #1 noting the following unique requirements:

Collar: Banded Collar Sleeve: Sleeves shall be straight with placket. Cuffs shall be approximately 3" wide, and close with button(s). Sleeve length shall be appropriate and graduated according to clothing size.

Colors: White, Light Blue, Light Green, and others as available

3. SHIRTS, MEN’S, SHORT SLEEVE, 100% COTTON, RED KAP #SC40, OR EQUAL:

Style: Wrinkle Resistant 100% Cotton Work Shirt

Fabric: 6 oz. Twill Sleeve: Sleeve length shall be appropriate and graduated according to clothing size Blend: 100% Wrinkle Resistant Cotton

Finish: Pre-cure durable press, easy care/tunnel finish Closure: Seven buttons w/vertical buttonholes, button at neck Collar: Two-piece, lined collar, sewn-in stays Pocket: Two button-thru hex style pockets w/angled bartacks, batracked pencil stall in left pocket Facing: Stitched-down front; Separate two-piece yoke

Colors: White, Spruce Green, and others as available

4. SHIRTS, MEN’S, LONG SLEEVE, 100% COTTON, RED KAP #SC30, OR EQUAL:

Specifications are same as Item #3 noting the following unique requirements:

Sleeve: Sleeves shall be straight with placket. Cuffs shall be approximately 3" wide, and close with

5. SHIRTS, MEN’S, SHORT SLEEVE, 100% POLYESTER, HARRINTON KEY WEST #M580, OR EQUAL:

Fabric: 100% Polyester Lining: 100% polyester ripstop Style: 100% polyester mesh in upper back Pocket: Chest pocket with pen slots and pocket flaps Closure: Full button closure Collar: Structured collar with integrated collar stays Vent: Vented armpit Colors: White, Tan, and others as available

6. SHIRTS, WOMEN’S, SHORT SLEEVE, 65% POLYESTER/35% COTTON, RED KAP #SP23, OR EQUAL:

Collar: Convertible Collar Sleeve length: Sleeve length shall be appropriate and graduated according to clothing size.

7. SHIRTS, WOMEN’S, LONG SLEEVE, 65% POLYESTER/35% COTTON, RED KAP #SP13, OR EQUAL:

Collar: Convertible Collar Sleeve: Sleeves shall be straight with placket. Cuffs shall be approximately 3" wide, and close with

LOT #3: PANTS, MEN’S

1. PANTS, MEN’S, INDUSTRIAL, LOW RISE, MODERN FIT, 65% POLYESTER/35% COTTON, RED KAP #PT22, OR EQUAL:

Fabric: 7.5 oz. Twill Blend: 65% Polyester/35% Combed Cotton Care: Industrial Wash, Light Soil, or Home Wash

Style: Heavy-duty brass ratcheting zipper, hook-and-eye closure; durable press; Two slack style front pockets, two set-in hip pockets, left to have button closure.

Hem Size: Hem size will be provided at time order is placed.

Colors: Navy Blue, and others as available

2. PANTS, MEN’S, WORK, PLEATED FRONT, 65% POLYESTER/35% COTTON, RED KAP #PT32, OR EQUAL:

Blend: 65% polyester/35% cotton Style: Post-cure durable press; Slight Taper, Two slack style front pockets, two set-in hip pockets, left has button closure; Heavy Duty brass ratcheting zipper, button closures; Inter lined waistband for body and shape, folder set band w/outlet.

Colors: Navy Blue, and others as available

3. PANTS, MEN’S, WRINKLE RESISTANT, PLAIN FRONT, 100% COTTON, RED KAP #PC20, OR EQUAL:

Fabric: 8.5 oz. Twill Blend: 100% Cotton Finish: Optimum color fastness Care: Home or Industrial wash Style: Two slack style front pockets, two set-in hip pockets, Synthetic blend pocketing and waistband trim Pressing recommended; Heavy duty brass, ratcheting zipper, button closures.

Colors: Navy Blue, Spruce Green, and others as available

4. PANTS, MEN’S, PLEATED FRONT, 100% COTTON, RED KAP #PC46, OR EQUAL:

Blend: 100% Cotton with Mechanical Stretch Care: Home Wash or Light Soil Wash.

Style: Brass zipper and button closure; Two Slack style front pockets; Two Set-in hip pockets;

Continuous one-piece folder set waistband.

Colors: Navy Blue, Spruce Green, and others as available

5. PANTS, MEN’S, INDUSTRIAL, 65% POLYESTER/35% COTTON TWILL, RED KAP #PT20, OR EQUAL:

Style: Uniform trousers with…