20242021_A1_Fire Department Turnouts_FINAL.pdf

Request for Proposals

Fire Department Turnout Gear

Solicitation No. RFP 20242021 Due Date and Time:

Wednesday, January 17, 2024 @ 2:30 PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

The Purchasing Office is currently closed to the public.

RFP 20242021 Fire Department Turnout Gear Page 2

I. REQUEST FOR PROPOSALS

CITY OF EUGENE

REQUEST FOR PROPOSALS

Solicitation No. RFP 20242021

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-23-01-F, Public Contracting Rule (City Rule) 137-047-0260, sealed proposals for Fire Department Turnout Gear for the City of Eugene will be accepted by the Purchasing Office until Wednesday, January 17, 2024 @ 2:30PM. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of proposals received will be made. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for 60 days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any proposer in the submission of a proposal.

Project Description The purpose of this Request for Proposal process is to select an equipment provider for the sizing, purchase, and delivery of protective turnout gear for the Eugene Springfield Fire Department.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046. Contact the Purchasing Analyst below if a proposal cannot be submitted via OregonBuys.

Single Point of Contact

City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below. Contacting the Department directly is strictly prohibited.

Dated: December 13, 2023

Michelle Hahn Purchasing Analyst City of Eugene mhahn@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjRhMmQwMTctNmVkOS00YmQzLTlhNDUtNWNkMmNiZTdiYzkz%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjRhMmQwMTctNmVkOS00YmQzLTlhNDUtNWNkMmNiZTdiYzkz%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d https://oregonbuys.gov/bso/ https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov mailto:mhahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the proposal in any other manner. Alteration of any part of the Standard Proposal Form content may cause the proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the proposal. No erasures are permitted. The omission of any required information or forms may invalidate a proposal.

1.3. Complete sets of RFP documents shall be used in preparing proposals.

2.0 SUBMISSION

2.1 Proposers should submit their proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046 or contact the Purchasing Analyst prior to closing.

2.2 Proposer is responsible for submitting their proposal prior to the closing time and date. Late proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed proposals are invalid and will not be considered. Emailed proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst by email, in conformance with City Rule 137-047- 0440(1).

3.2 Any requests for change of the requirements, specifications or sample contract shall be delivered to the City’s Purchasing Analyst by email, not later than eight (8) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

https://www.eugene-or.gov/DocumentCenter/View/68662 mailto:support.oregonbuys@oregon.gov

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3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

4.0 SOLICITATION PROTESTS

A prospective proposer may protest the procurement process or the solicitation document for a contract solicited under 137-047-0730. Pursuant to 137-047-0730, before seeking judicial review, a prospective proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than ten (10) days prior to the Proposal closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City and all proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 ADDENDA AND INTERPRETATIONS

6.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys. Proposers should frequently check OregonBuys until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the proposer.

mailto:Eugene.Purchasing@ci.eugene.or.us https://oregonbuys.gov/bso/ https://oregonbuys.gov/bso/

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7.0 NONDISCRIMINATION

Submittal of a proposal in response to this RFP evidences proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

8.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules, and all instructions. The City is not liable for costs associated with preparation of proposals in response to this RFP.

9.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the contract resulting from this RFP or any benefit that may arise therefrom.

10.0 CITY FURNISHED PROPERTY

No material, labor or facilities will be furnished by City unless otherwise provided for in this

RFP.

11.0 INTERGOVERNMENTAL COOPERATIVE PURCHASING STATEMENT

The City grants to any Oregon public governmental agencies authorization to establish contracts or price agreements under the terms, conditions, and prices of any contract between the awardee and the City resulting from this RFP.

12.0 PERFORMANCE BOND

Not Required.

13.0 PROPOSAL BOND

Not Required.

14.0 RESERVED RIGHTS

The City reserves the right:

14.1 To reject any proposal not in compliance with all prescribed public bidding procedures and requirements.

14.2 To reject for good cause any or all proposals upon the City’s written finding that it is in the public interest to do so.

14.3 To reject any and all proposals not meeting or differing from the specifications set forth herein.

14.4 To waive any or all informalities in the proposals submitted.

14.5 To consider the competency and responsibility of proposers in making any awards.

14.6 In the event that two or more proposals are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

14.7 In the event any proposer or proposers to whom a contract is awarded shall default in executing said formal contract or in furnishing a satisfactory performance bond

RFP 20242021 Fire Department Turnout Gear Page 6 within the time and manner herein after specified, to re-award the contract to another proposer or proposers.

14.8 To extend the deadline for submitting proposals, in accordance with City Rule 137- 048-0250.

14.9 To negotiate additions or deletions to goods and services requested.

15.0 CONSIDERATION OF PROPOSALS

15.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a

Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum. Proposers and other interested parties are invited to attend the opening; however, the identity of the successful proposer will not be determined at the opening time. CLICK HERE FOR LINK.

15.2 The City intends to award a contract to the responsible proposer submitting the most advantageous proposal, based on evaluation factors contained in the proposal, provided the proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

15.3 The City shall provide written notice by email of the City’s intent to award the contract. Award shall not be final until the later of the following:

15.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

15.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

15.3.3 Proposers may protest the intended contract award in accordance with City

Rule 137-047-0740.

16.0 CONTRACT AWARD

Submittal of a proposal evidences proposer’s intent to execute and be bound by the terms of a contract. The City will enter into contract negotiations as permitted by City Rules 137-047- 0262 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

17.0 PUBLIC RECORDS

17.1 This RFP and one (1) copy of each original proposal received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determinations made pursuant to the Public Records Law.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjRhMmQwMTctNmVkOS00YmQzLTlhNDUtNWNkMmNiZTdiYzkz%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d

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17.2 The above restrictions may not include cost or price information which must be open to public inspection.

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components;

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Contractor is expected to prevent, reduce, recycle, or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g., hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=23 15&TN=oregon4biz to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN=oregon4biz http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired contract. This schedule is subject to change by the City in its sole discretion. Any change to the Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

Request for Proposals issued ............................................................. December 13, 2023

Last date to request solicitation clarification or change……………..……..January 5, 2024

Last date to protest solicitation…………..…………...……...……….………January 6, 2024

Proposals due no later than………...……....…............... January 17, 2024 at 2:30 PM

Notice of Intent to Award……………………………………no later than February 28, 2024.

The City reserves the right to delay any of the dates set forth above, if it is determined to be in the best public interest to do so. The contract shall become effective upon execution by the City.

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V. REQUIREMENTS / SPECIFICATIONS

Introduction

The Eugene-Springfield Fire Department is soliciting proposals to provide Firefighter Turnout Gear. The Department employs approximately 222 firefighters that respond to approximately 5400 fire incidents per year. The Department anticipates, but does not guarantee, a purchase of approximately 222 sets of structural turnout jackets and pants or a quantity within the appropriated budget. Delivery of thirty (30) sets of turnouts will be required within 90 days of issue of a purchase order and balance according to agreement between Department and Contractor. The safety of our firefighters is critical to our assessment of the turnout gear selection.

Scope of Work:

Garments to be custom fitted to individual firefighters for each set of gear. It will be the responsibility of the vendor to take the necessary measurements to ensure gear fits the intended recipient. Gear, which upon delivery does not fit the intended recipient, will not be accepted and replacement gear with the correct fitment will be issued at no additional cost to the Department.

The following specifications detail design and materials criteria to afford protection to the upper and lower body, excluding the head, hands, and feet, against adverse environmental effects found during structural firefighting. In the absence of comment on particular points, industry standard practice should be presumed to prevail. Workmanship and material are to be first quality throughout.

Where specific information is provided, it is done so to establish a minimum level of quality, design, and/or performance. It is not the intention of this specification to limit or restrict the use of alternate methods however; any proposed change, exception, or substitution to the RFP specifications must be clearly defined and explained in the vendor’s response. Changes, exceptions, or substitutions must be equal to, or superior to, the specifications with the final acceptability solely determined by the Eugene-Springfield Fire Department.

Samples may be requested during the evaluation process.

The Proposer shall provide the manufacturer’s detailed specification that will be employed in the construction of the turnout gear. These detailed specifications will be used to judge the responsiveness of the vendor’s proposal.

The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the quoter. All prices quoted must be F.O.B. Destination, Freight Prepaid and Allowed, delivered, and unloaded at delivery address listed.

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JACKET SPECIFICATIONS:

Materials:

• Agility 6.6 oz Black Gold or Black PBI Max (outer material)

• Ara-shield 16.5 oz Black Twill (reinforcements)

• FR Fleece 7.0 oz Navy (Pocket Liner)

Feature Descriptions:

• One piece throat tab/storm flap with hook & loop closure

• articulated elbows allowing for flexibility

• Upper back and underarm expansion pleats for flexibility

• FR Neoprene cuff wells with elastic and hook & loop closures

• Kevlar webbing DRD

• Back neck DRD access flap with hook & loop closure

• Hanger loop

• Lower tapered back hem

• Liner attachment system with snap closures

• Size 10 Vislon FR zipper front closure (per jacket length)

• Semi bellow cargo pockets (8”T x 8”W x 2”D) on left and right waist

• Black Ara-shield loop tabs on cargo pocket flaps

• Fleece lined hand warmer pockets behind cargo pockets

• Radio pocket (7”T x 4.5”W x 2”D) with double notched flap on left chest

• Mic clip/pal strap placed vertically between radio pocket and storm flap near collar seam

• Survivor flashlight holder on right chest

• D-Ring glove holder between right cargo pocket and storm flap

• Take-up straps on waist

• Self-fabric cuff reinforcements

• NYC style 3” Yellow/Silver/Yellow solid sew-on reflective trim

• Hi-Vis yellow thread shall match for trim & lettering

• Reverse USA flag emblem sewn to right shoulder

• Department name sewn direct to garment below DRD flap

• Firefighter’s name sewn to removeable placard

JACKET LINER SPECIFICATIONS:

Materials:

• Crosstech Black 2F 4.7 oz

• Glide Ice 2-Layer 7.4 oz

• Stedprene FR 13.0 oz White

Feature Descriptions:

• Triple articulated elbows for flexibility

• Upper back and underarm articulated pleats for flexibility

• Yoke, bicep, and elbow thermal enhancements

• Lower tapered back hem

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• Internal pocket

• Liner attachment system with snap closures

• Side opening with snap closure for internal cleaning

• 6” black wristlets with thumbhole

PANT SHELL SPECIFICATIONS:

• Agility 6.6 oz Black Gold or Black PBI Max (outer material)

• Glide Ice 2-Layer 7.4 oz

• Ara-shield 16.5 oz Black Twill

• HT-820 68.4 oz Grey Silicone

• Kelvar 8.0 oz Natural Twill

Feature Descriptions:

• Hook & Loop fly closure with metal snap

• Size 10 FR nylon zipper fly closure

• Ara-shield suspender loops

• Rear side elastic waistband

• Self-fabric side take-up straps with postman buckles

• Gusseted crotch panel

• Triple articulated knees

• HT-820 silicone knee padding

• Rear tapered leg cuffs

• Liner attachment system with snap closures

• H-Back suspenders

• Full bellow cargo pockets (9”T x 10”W x 2”D) on left and right thigh

• 50/50 Kevlar twill divider in left cargo pocket

• 6 compartment Kevlar tool pocket inside right cargo pocket

• Black Ara-shield grip tabs on cargo pocket flaps

• Kevlar twill internal cargo pocket reinforcements

• Black Ara-shield knee reinforcements

• Self-fabric cuff reinforcements

• F style 3” Yellow/Silver/Yellow solid sew-on reflective trim

• Hi-Vis yellow thread shall match trim

• Ability to add a Colorado style firefighter belt into pant. (integrated into outer shell)

PANT LINER SPECIFICATIONS:

• Crosstech Black 2F 4.7 oz

• Glide Ice 2-Layer 7.4 oz

• Stedprene FR 13.0 oz White

Feature Descriptions:

• Gusseted crotch panel

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• Triple articulated knees

• Knee thermal enhancements

• Rear tapered leg cuffs

• Liner attachment system with snap closures

• Top opening with snap closure for internal cleaning

Certification, Testing, and Warranty:

All materials and construction must meet or exceed NFPA 1971 Standard. All components used in the construction of these garments shall be third party tested for compliance with the NFPA 1971 standard (current edition). Such certifications shall be denoted by the third-party certification label.

Certification that garments offered meet or exceed all requirements of NFPA 1971 must be provided with the vendor response to this RFP.

Warranty: Vendor must provide a written statement of warranty terms and conditions in the response to this RFP.

Labeling Requirements and User Information:

The manufacturer of the turnout gear shall comply with all parts of NFPA 1971 with regard to product label requirements and user information. This shall include compliance with NFPA 1971 which obligates the manufacturer to supply complete testing and compliance information to the end user upon request. Labels shall be tested for flame resistance and shall comply with NFPA 1971.

Appropriate warning label(s) shall be affixed to each garment and shall include the following information:

• Compliance to the NFPA 1971 Standard

• Third-party certification label

• Manufacturer’s name

• Manufacturer’s address

• Date of manufacture

• Garment identification number(s)

• Garment size

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Submittals

• Standard Proposal Form

• Proposal Questionnaire

• Reference Form

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The possible point values are listed by each evaluation category. An evaluation committee will review the responses and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

Evaluation Categories:

Company Overview / Experience – 10 points possible

Warranty and Repair Services – 20 points possible

Delivery Time – 10 points possible

Sustainability Efforts – 10 points possible

Product Quality & Pricing – 50 points possible

Contractor’s Efforts Toward Sustainability The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose.

1. Report on your performance in any areas that are relevant to your firm’s operations and services. Proposers may include existing reports or other company materials which demonstrate sustainability efforts. Suggested categories include:

• Energy efficiencies and other green building practices

• Green office practices

• Community engagement and support for underserved populations

• Sustainable material sourcing

• Waste reduction and prevention (including waste management plans and reduce, reuse, and recycle tactics)

• Water conservation measures

• Alternative transportation practices

• Provision of Life Cycle Analysis or total cost of ownership

• Reporting on and communication about sustainability performance

• Mission-related sustainability practices/ Sustainable business policy

2. Discuss how your firm’s efforts might be incorporated into or benefit the work performed or product supplied to the City. Provide details of efforts, practices, and/or processes that will be utilized.

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For more information regarding sustainability in procurement, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch.

Written Proposal Total Possible Points: 100

The Purchasing Agent responsible for the solicitation may contact proposers for clarification of Proposals; however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

http://www.eugene-or.gov/sustainpurch

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the solicitation documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “responsive proposal”. The City will notify any proposers who submitted a non-responsive proposal to inform them that it did not meet the requirements and will therefore not be considered for contract Award.

B. EVALUATION OF WRITTEN PROPOSALS

The City will evaluate each responsive proposal according to the criteria described in this RFP on a point system.

Evaluation of all written proposals may result in the establishment of a competitive range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS

Pursuant to 137-047-0262, the City may establish a competitive range after evaluating all responsive proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the proposers in the competitive range.

After determination of the competitive range the City may either: Provide written notice to all proposers of its intent to award the contract to the highest-ranked proposer in the competitive range; or engage in discussions with proposers in the competitive range and accept revised proposals from them and following such discussions and receipt and evaluation of revised proposals, conduct negotiations with the proposers in the competitive range.

Notice of Competitive Range. The City shall provide written notice to all proposers identifying proposers in the competitive range. The City provides an opportunity for proposers excluded from the competitive range to protest the City’s evaluation and determination of the competitive range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with proposers in the competitive range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD

Notice of the intent to award will only be given to the competitive range proposers. Final award will depend upon the execution of an acceptable contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the contract by the City.

Proposers in the competitive range may protest the City’s intent to award in accordance with Rule 137-047-0740.

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VIII. FORMS TO SUBMIT WITH PROPOSAL

CITY OF EUGENE

STANDARD PROPOSAL FORM

Solicitation No. RFP 20242021

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions, and specifications

1. The proposer represents that proposer is properly licensed and adequately experienced, equipped, organized, and financed to furnish and deliver the equipment specified and perform the services required.

2. The proposer has carefully checked the figures entered in the form, has carefully reviewed for accuracy all statements in this proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the proposer in preparing this proposal. The proposer agrees that this proposal may not be revoked or withdrawn for sixty (60) calendars days after the date on which proposals are received.

3. Contract Execution; Performance Bond. The proposer agrees that if this proposal is accepted it will, within ten (10) calendar days after having received the Notice of Award, execute, and return to the City the contract in the form included in the contract documents and will, at or before that time, deliver the performance bond and insurance documentation as required.

4. Addenda. The proposer acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the contract documents and have been considered in preparing this proposal. (Proposer: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A. Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a contractor’s or subcontractor’s plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the proposers minority business certification or other proposer qualifications.

Cooperative Purchasing

The proposer _____agrees _____disagrees to extend the terms, conditions, and prices of the original City of Eugene contract to any other governmental agency. Pursuant to ORS 279A.215, other governmental agencies may establish contracts or price agreements under the terms, conditions, and

RFP 20242021 Fire Department Turnout Gear Page 19 prices of the original contract. Agency/agencies shall have the power and authority to contract directly with the successful vendor(s).

Certification of Nondiscrimination

Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion

The proposer certifies that the proposal has been arrived at by the proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, proposer, or vendor on materials, supplies, equipment, or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the proposal herein presented and made have not been communicated by the proposer or their employees or agents to any person not an employee or agent of the proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Completion/Delivery Date:

The proposer agrees, if awarded the contract or a direct purchase, to fully complete the work or deliver the equipment within ______ days after receipt of purchase order or notice to proceed is received from the City of Eugene.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

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PROPOSAL QUESTIONNAIRE

Company Name: _____________________________________# years in business: _________

Company Address: _____________________________________________________________

Primary Contact: ____________________________ Phone Number: ______________________

1. Provide a company overview, including a detailed description of your experience in providing Fire Department Turnout Gear. (10 points possible)

2. Describe your company’s product warranty and repair policies. For warranty, provide terms and conditions and ensure this includes length of time, covered components, and location of service center. For repair policy, please include costs, shipping cost (if any), location of service center, and lead time for repair. (20 points possible)

3. Describe your company’s standard delivery time from receipt of purchase order. (10 points possible)

**30 sets of turnout gear are required to be delivered within 90 days from receipt of purchase order. Is your company able to meet this deadline? _____YES _____NO

4. Describe your efforts towards sustainability. (10 points possible)

5. Provide prices per items described in this proposal, include the following: (50 points possible)

a. Item number and description

b. Price each

c. Quantity discounts, if available

d. Manufacturer product specifications

Proposer certifies that garments offered meet or exceed all requirements of NFPA 1971.

_____YES _____NO Signature: ______________________________________________

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REFERENCE FORM

This form must be completed and submitted with Proposal documents. References provided should be agencies of similar size to the Eugene Springfield Fire Department.

PROPOSER’S FIRM NAME:

REFERENCE #1

Company: Contact Name:

Address: City, State, Zip:

Phone Number: Email:

Year(s) of Service:

Services Performed:

REFERENCE #2

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REFERENCE #3