256015 Notice Intent to Award.pdf

This document is a Notification of Intent to Award from the City of Salem's Administrative Services Department, Contracts and Procurement Division, specifically related to Bid No. 256015 for HATS. The City intends to award the contract to The Uniform Store on April 30, 2025, in response to a solicitation for hat procurement for the Public Works Department. The contract appears to cover approximately 275 units of various hat styles including Outback Hats, Flex Fit Caps, Adjustable Mesh Caps, Knit Caps, Performance Knit Caps, and Stretch Fleece Beanies in navy and orange colors, all requiring City of Salem logo embroidery. The initial contract term will run from July 1, 2025, to June 30, 2026, with potential for up to four additional one-year renewals contingent upon city approval and satisfactory performance.

The procurement process is open to qualified bidders, with the city encouraging the use of recycled materials and maintaining non-discrimination provisions. Vendors will be required to maintain comprehensive liability insurance with a combined single limit of $2,000,000 for bodily injury and property damage. The bid allows for "or approved equal" substitutions with prior approval and mandates no additional freight charges, with pricing to include delivery to the City Warehouse. The contract includes provisions for potential price adjustments limited to 15% in any 30-day period, and the city indicates openness to cooperative purchasing with other public agencies. The bid was submitted electronically through Equity Hub's Bid Locker, with the submission deadline being April 9, 2025, at 11:00 AM local time.