2-02. Scope of Work.pdf

SCOPE OF WORK

Effective Start Date:

July 23, 2026

Contract Term:

The initial contract term will be for a three-year contract (July 23, 2026, through July 22, 2029), with the option to renew for two (2) additional one-year periods.

The City intends to obtain the services of a qualified respondent to provide and a safety footwear program for eligible City employees that complies with the City’s general terms and conditions of the Agreement (Attachment A). The selected vendor will supply safety footwear that meets job-related safety requirements and administer a voucher-based purchasing program. Each vendor bears the responsibility of understanding the requirements of the specification and providing a compliant material. All questions regarding the specification and providing a compliant material. All questions regarding the specification shall be resolved prior to submission of a proposal. Each proposer is required before submitting their proposal to be thoroughly familiar with all the specifications and the general terms and conditions in this package. No allowance will be made because of lack of knowledge of this document. It is the responsibility of each proposer to ascertain if any part of the specification has unsafe or poorly designated criteria contained in it and thoroughly explain those areas in their proposal.

Program Overview The City will issue vouchers to eligible employees for the purchase of approved safety footwear.

Employees will present the voucher to the vendor at the time of purchase. The voucher amount will be applied toward the cost of approved footwear only, and the employee will be responsible for paying any remaining balance directly to the vendor. The vendor must ensure employees are properly fitted and that footwear provided meets applicable safety standards required for workplace use.

Safety Footwear Requirements The vendor must provide a variety of safety footwear that may include, but is not limited to:

• Steel toe, composite toe, or alloy toe footwear

• Electrical hazard (EH) rated footwear

• Slip-resistant footwear

• Waterproof or weather-resistant footwear

• Puncture-resistant soles

• Metatarsal protection where required

Footwear must meet recognized occupational safety standards and be available in a range of sizes and widths.

Product Selection The vendor must offer a sufficient selection of safety footwear brands, styles, and sizes that meet applicable safety requirements and accommodate the needs of a diverse workforce. The City expects vendors to provide multiple brand options, a range of price points, and appropriate sizing, including width variations, to ensure employees can obtain proper fitting and compliant footwear. Vendors should describe the brands and product lines typically available through their safety footwear program.

Returns and Exchanges The vendor must provide procedures for returns or exchanges of footwear purchased under the program.

The proposal must describe:

• Acceptable return or exchange timeframes.

• How voucher credits will be handled if footwear is returned.

• Procedures for correcting invoicing if a return occurs after reimbursement.

Local Service Access The vendor must provide safety footwear through physical locations accessible to City employees or through scheduled on-site fitting events. The vendor must maintain at least one brick-and mortal retail location within the City of Amarillo city limits. This retail location should be reasonably close to City facilities to allow employees to obtain properly fitted and compliant footwear without undue travel.

Vendors should describe store locations, hours of operation, and any mobile or on-site services available to support employee access to the program.

Voucher Redemption and Employee Purchases The vendor must accept City-issued vouchers as partial payment for approved safety footwear purchases.

If the purchase price exceeds the voucher amount, the employee will be responsible for paying the remaining balance directly to the vendor.

Vendors must indicate:

• Accepted payment methods

• Whether employees may establish payment plans for purchases exceeding the voucher amount through the vendor

• Whether employees may purchase additional work-related items outside of the voucher program through the vendor

Invoicing and Reimbursement The vendor will invoice the City for the value of vouchers redeemed during the reporting period.

Proposals must describe the vendor’s reimbursement and invoicing process and include a sample invoice showing transaction details.

Invoices must clearly identify the employee purchase and the voucher amount requested for reimbursement.

Reporting Requirements The vendor must provide biweekly reports summarizing voucher usage. Reports should include:

• Employee First/Last name

• Date of purchase

• Brand and model of footwear purchased

• Voucher amount applied

• Employee-paid balance

• Total purchase amount

The vendor must provide the report in electronic format (Excel) and ensure it is submitted with the corresponding invoice or according to the reporting schedule established by the City.

The vendor must maintain records of program transactions and provide documentation upon request for audit purposes.

Sample reports must be included with the proposal.

Program Administration The vendor must describe how the safety footwear program will be managed, including:

• Voucher verification and tracking

• Procedures to prevent duplicate or unauthorized voucher use

• Returns and exchanges

• Customer service support for employees

• Recordkeeping and reporting capabilities

Employee Access The vendor must describe how employees will access footwear, including:

• Physical store locations

• Mobile or on-site fitting events (if offered).

• Online ordering options (if available)

Vendors should indicate proximity to City facilities and the ability to serve a municipal workforce efficiently.

Administrative Fees If applicable, vendors must identify any administrative fees associated with:

• Program setup

• Voucher management

• Reporting and invoicing

• Account management

If no administrative fees apply, vendors should clearly indicate this.

Additional Costs Proposers must disclose any additional costs associated with:

• On-site fitting services

• Mobile services

• Online ordering platforms

• Returns or exchanges

Vendor Qualifications Vendors must demonstrate experience providing safety footwear services and include references for similar programs. Vendors must also identify store locations or service options available to employees.