4-26RFP041 - Police Department Specialty Uniforms RFP -Uploaded.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

CRITICAL DATES

PROPOSAL SUBMITTAL DUE: 2:00P.M., LOCAL TIME, MARCH 19, 2026

QUESTIONS DUE: 2:00P.M., LOCAL TIME, MARCH 13, 2026

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link: 26RFP041 - Police Department Specialty Uniforms

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Michelle Pharrams Bid & Contract Analyst mpharrams@scottsdaleaz.gov 480-312-5728

Offerors shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in Offeror being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/meet/26229865394083?p=JcTCW37A0poen4DINR

COS RFP Template

INSTRUCTIONS TO OFFERORS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Offerors and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Offerors as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Offerors (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment C – Sample City Services Contract (current version at time of posting).

COS RFP Template

TABLE OF CONTENTS

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

SECTION 1 - INTRODUCTION

A. Intent

SECTION 2 – STATEMENT OF NEED

A. Specifications B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Offeror General Disclosure Form D. Offeror Litigation Disclosure Form E. References F. Subcontractor List G. Offeror Questionnaire-Company Information

SECTION 7 – ATTACHMENTS

A. Instructions to Offerors B. General Terms and Conditions C. Sample City Services Contract

SECTION 8 – EXHIBITS

A. Sample Patch Images

COS RFP Template

SECTION 1 - INTRODUCTION

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

A. INTENT

1. The City of Scottsdale invites sealed submittals to contract for the purchase of uniforms and uniform polo shirts for the Police Department. These uniforms will be used for the Bicycle Team and other specialty teams or units within the Police Department.

2. The products listed represent uniform and uniform items already in use by the Scottsdale Police Department. It is essential to maintain uniformity and this contract is limited to the purchase of the uniforms listed herein.

3. This specification is not intended to be restrictive and is not to be construed as limiting the selection to a single source.

4. Offeror shall familiarize themselves with the nature and extent of the solicitation and contract documents, products to be purchased, all local conditions, and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or the delivery of the required product(s).

5. The Offeror is encouraged to read the solicitation documents very carefully, as the City shall not be responsible for errors and omissions on the part of the Offeror. The Offeror is also encouraged to carefully review their final submittal documents.

COS RFP Template

SECTION 2 – STATEMENT OF NEED

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

A. SPECIFICATIONS

1. Fabric Requirements: Shirts must be made of a material that contains UV protection, reflects the sun and wicks away moisture from the body. An example brand name of this technology is Cold Black by Fechheimer. This specification is not intended to be restrictive and is not to be construed as limiting the selection to a single source. Vendors submitting a request for alternate will be required to submit samples.

2. Breast Pockets: The City is requiring that some shirts have breast pockets. Vendors must be capable of supplying shirts with or without pockets, as specified at the time of order. Pockets will be 5 ¼” wide and 6 ½” high and will be on the left side of shirt, if required. Pockets must be made from the same material and weave as the shirt. Pocket pricing must be listed separately from shirt pricing.

3. Embroidery and Patches: Some shirts shall require embroidery, some shirts shall require embroidery and heat seal and some shirts shall only require patches to be sewn on. Patches will be supplied by the City.

a. Embroidery thread colors: required are blue, grey, silver, black and white. Blue thread shall match as closely as possible Arrow Emblems # 366, silver shall match as closely as possible Arrow Emblems #13P, #97P, #218P, Arrow Emblems grey #485, # 486, 487, and black and white shall be true. Photos of existing embroidery are included with this bid.

b. Embroidery Placement and Specifications: Embroidery shall consist of the Badge and employee’s name (first initial, last name) OR Division name and Civilian logo (Police Department Patch) and employee’s name (first initial, last name) and “Scottsdale Police” on both sleeves, ½” above cuff or as close as possible on all long and short sleeve shirts.

The badge, City Logo or division name will be embroidered on the left breast above the pocket (if the shirt has a pocket) and employees name on the right breast. Embroidery will be 3/8” block lettering, Silver-Grey. Stitch count for Police and Detention Patches will be minimum 9000 stitches. Awarded vendor shall be required to provide “Sew- out Samples” of all embroidery within three weeks of award.

c. Heat Seal Specifications: Heat seal will consist of the word “POLICE” applied across back of shirt between shoulder blades in 4” high X ½” wide white block lettering or the letters “CRIME SCENE” applied across back of shirt between shoulder blades in 1.5” high X 11/16th inch block lettering in Pantone #122C color. This will be full back, one color heat seal.

There shall be no set-up or tape charges for heat seal or embroidery. Heat seal and embroidery will be priced separately.

COS RFP Template

4. Artwork: Artwork in jpeg format will be forwarded to the successful vendor. The Detention Patch embroidery required is the same as the Police Patch except where the Police Patch reads “POLICE OFFICER” the Detention Patch shall read “DETENTION OFFICER”. Badge embroidery size shall be 2 5/8” High X 2 3/8” Wide.

5. Shoulder Patches: Some shirts may have shoulder patches instead of embroidery or heat seal.

All jackets will have shoulder patches and a badge patch. All patches shall be firmly sewn to withstand repeated washings. The City of Scottsdale will supply required patches with each order placed or the City may provide a quantity of patches for the vendor to use as ordered. Upon termination of this contract any unused patches MUST be returned to the Contract Administrator at the vendor’s expense.

6. Mic Loop: Some shirts and all jackets shall have the addition of a Mic loop on the left shoulder.

This will be specified at time of order. Pricing for shirts shall include the addition of a Mic loop.

Vendors shall quote separate pricing for sewing of shoulder patches, embroidery, heat seal and installation of breast pockets.

7. Order Process: The City of Scottsdale will be responsible for creating a uniform voucher, that shows exact quantity of uniforms being purchased. A Purchase Order will be a lump sum Purchase Order for the entire department, or there may be individual Purchase Orders issued for specific items depending on the departments’ choice. If a lump sum Purchase Order is issued it will be the departments’ responsibility to send the vendor any patches required, along with the vouchers.

a. Partial Deliveries: Vendor shall ship partial orders as items become available if requested. The City will accept partial deliveries.

b. Inventory: Vendors are not required to stock the contract items and the City will not pay for any shirts held by the vendor at the termination of this contract.

8. Alternate Submission: The vendor shall submit a separate proposal for each proposed alternate via the City of Scottsdale Euna Procurement portal. The alternate requests are due by the Submittal due date and time.

9. Sample Submission: As part of the evaluation phase, Offerors may be required to provide samples of the following items. Sample items will not be returned and will be provided at no cost to the City.one (1) completed long sleeve shirt

• one (1) completed short sleeve shirt

• one (1) completed jacket

• one (1) set of pants and shorts for approval prior to future orders being placed.

Sample uniforms will be evaluated through wear testing in various environments for a minimum of one week.

10. Pricing Structure: Vendors must submit one price for sizes X Small (XS) – XXX Large (XXXL).

The City does not anticipate requiring larger sizes. Pricing for shirts and jackets MUST include the addition of a Mic loop as required on some shirts and all jackets.

Separate pricing shall be provided for heat seal, embroidery, and sewing of shoulder patches and installation of breast pockets. Pricing for the sewing of patches shall be one price for sewing on two shoulder patches for shirts and two shoulder patches and one breast patch for jackets.

11. Quantity: The City reserves the right to order quantities as needed.

COS RFP Template

12. Invoices: Invoices shall list pricing for the clothing items and separate pricing for the embroidery, silk-screening, breast pockets and patches as applicable.

13. Bidding Structure: Offerors are not required to bid on both Lot A and Lot B to be considered responsive, but Offerors SHALL bid on all the items in any Lot they bid on to be considered responsive.

BID ITEM #1 – UNIFORM SHIRTS – SHORT SLEEVE

Brand Fechheimer Vertex with Cold Black Polo Shirt , Blauer Polo Shirt ,

5.11 Performance Polo shirt or approved alternate.

Style Fechheimer Polo, VTX4000BK, VTX4000NV, VTX4000RD, VTX4000TN

Blauer Polo, 8134 LAPD Blue or closest match

5.11 Performance Polo, 71049, Color Black, Dark Navy, Red or Tan

BID ITEM #2 – UNIFORM SHIRTS – LONG SLEEVE

Brand Fechheimer Vertex with Cold Black Polo Shirt, Blauer Polo Shirt ,

5.11 Performance Polo shirt or approved alternate.

Style Fechheimer Polo, VTX4020BK, VTX4020NV, VTX4020RD, VTX4020TN

Blauer Polo 8144 LAPD Blue or closet match

5.11 Performance Polo #72049

Color Black, Dark Navy, Red or Tan

BID ITEM #3 – UNIFORM PANTS

Brand 5.11 Fast-Tac Urban Pant (Khaki only)

5.11 Taclite Pro pants (Men’s and Women’s)

Style 74461 Khaki only, 74273 (Men’s) and 64360 (Women’s) Color KHAKI, TDU KHAKI and TDU GREEN

BID ITEM #4 – POCKETS

Brand Fechheimer Vertex with Cold Black or approved alternate.

Color Black, NYPD Blue, Red, Navy or Tan

Specifications Make Custom Chest Pocket for shirt and sew on Pocket must be made from same material as the shirt it is being applied to and pocket weave will match shirt weave in direction.

BID ITEM #5 – HEAT SEAL

Heat Seal Heat seal “POLICE” across back of shirt in 4” block lettering or

“CRIME SCENE” in 1.5” block lettering.

Color White or Pantone 122C Specifications Full back, 1 color Provide one price for any heat sealing.

BID ITEM #6 – EMBROIDERY

Embroidery Embroider Police/Detention badge on left breast and Employee name (first initial, last name) on right breast.

Color Silver/Grey Thread or approved matching thread

COS RFP Template

Specifications As specified in the order, all shirts will have the following:

Embroider Police/Detention badge on left breast and Employee name (first initial, last name) on right breast.

BID ITEM #7 – EMBROIDERY

Embroidery Embroider City Seal, Division name on left breast, above pocket (if shirt has pocket), Employee name (first initial, last name) on right breast, Scottsdale Police on both sleeves, ½ inch above cuff (long and short sleeve).

Color Silver/Grey Thread or approved matching thread Specifications As specified in the order, all shirts will have the following:

Embroider City Seal, Division name on left breast, above pocket (if shirt has pocket), Employee name (first initial, last name) on right breast, Scottsdale Police on both sleeves, ½ inch above cuff (long and short sleeve).

Please See Section 8 for example images.

14. Sample Submission: As part of the evaluation phase, Offerors may be required to provide samples of the following items. Sample items will not be returned and will be provided at no cost to the City.

• one (1) completed long sleeve shirt

• one (1) completed short sleeve shirt

• one (1) completed jacket

• one (1) set of pants and shorts for approval prior to future orders being placed.

Sample uniforms will be evaluated through wear testing in various environments for a minimum of one week.

COS RFP Template

B. CONTRACTOR'S QUALIFICATIONS

1. The Offeror shall have been conducting business providing similar products as requested in the solicitation within the Phoenix/Scottsdale metropolitan area for a MINIMUM of three (3) consecutive years.

2. Offeror shall be a manufacturer, or an authorized vendor/reseller of the products being bid in response to this solicitation.

3. The Contractor shall be in compliance with all applicable Federal, State, Local, ANSI, and contract.

4. The Contractor, without additional expense to the City, shall be responsible for obtaining and maintaining any necessary licenses and permits required in connection with the completion of the required services herein.

5. The Contractor may not subcontract any segment or services covered herein, without prior approval of the Contract Administrator. All subcontracted services shall be warranted by and be the responsibility of the Contractor.

C. CONTRACTOR’S RESPONSIBILITIES

1. AWARDED VENDOR(S) SHALL DELIVER the clothing items within 30 days from date of receipt of purchase order.

2. Awarded vendor(s) shall provide uniforms per the specifications herein to include the addition of pockets, heat seal, embroidery, and patches, as requested by the City.

D. CITY’S RESPONSIBILITIES

1. The Contract Administrator for the resulting contract shall be the Police Resource Manager, or designee.

2. Contract Administrator, or his designee, shall be responsible for determining the quantity and delivery of patches to the awarded vendor(s).

COS RFP Template

SECTION 3 - SPECIAL TERMS AND CONDITIONS

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Offeror should fail to accept in writing, any conduct by Offeror which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Offeror of the Contract/Agreement and all of its terms and conditions.

Any terms proposed in Offeror's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Project Manager will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. CITY ASSURANCE

The Contract Administrator shall report to the Contractor in writing, via email, or other written documentation, all deficiencies in the quality of performance of the maintenance service. All communication, written or verbal, between the City of Scottsdale and the Contractor shall be in English.

All deficiencies in the performance of the Contractor’s service shall be corrected promptly by the Contractor as directed by the Contract Administrator.

The Contract Administrator may monitor and review the performance of the Contractor and employees. The outcomes of this oversight may have a direct bearing on the opportunity to negotiate a renewal of the Contract, when applicable.

4. CITY OBSERVED HOLIDAYS

City holiday time frame to be 6:00 P.M. the eve of the holiday until 6:00 A.M. on the day after the holiday.

City Holidays Include: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (plus Day after Thanksgiving), Christmas Day.

a. New Year’s Day January 1st (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

COS RFP Template

e. Juneteenth June 19th

f. Independence Day July 4th (or Friday before or Monday after)

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25th (or Friday before or Monday after)

5. COMPLETENESS AND ACCURACY

The Consultant will be responsible for the completeness and accuracy of work prepared by the Consultant and will correct, at its expense, all errors or omissions which may be disclosed. The cost to correct those errors will be chargeable to the Consultant. Additional construction added to the project will not be the responsibility of the Consultant unless the need for additional construction was created by any error, omission, or negligent act of the Consultant. The City’s acceptance of the Consultant’s work will not relieve the Consultant of any of its responsibilities.

The professional standard to which the Consultant is held will be that of a similar Consultant as practiced in the State of Arizona.

6. CONTRACT ADMINISTRATION

The Contract Administrator, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

7. DELAYS AND EXTENSIONS

During the course of this Contract, if deemed in the best interest of the City of Scottsdale, an extension of time may be granted. However, any time extension so granted shall not constitute or operate as a waiver by the City of Scottsdale of any of its rights herein.

8. DELIVERY

Once a Purchase Order is placed with the Contractor, the Contractor shall complete all work associated with the Purchase Order within thirty (30) days, or as approved by the Contract Administrator.

The Contractor shall have in place a delivery service that is capable of making deliveries to the Fleet Management Facility a MINIMUM of four (4) times per day, between the hours of 7:00 AM and 6:00 PM, Monday through Friday (excluding holidays).

9. FREIGHT

All shipments of goods covered under the scope of this Contract are F.O.B. City of Scottsdale.

All standard freight and/or delivery charges shall be included in the unit pricing quoted/bid herein.

The only allowable freight and/or delivery charges shall be if the Contract Administrator specifically requests other than standard freight and/or delivery (e.g., overnight delivery, etc.).

Special freight charges shall be quoted to and authorized by the Contract Administrator prior to invoicing.

COS RFP Template

10. FUEL SURCHARGES

Fuel surcharges shall NOT be allowable during the term of this Contract.

11. INSURANCE REQUIREMENTS

Insurance Representations and Requirements

General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three

(3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

COS RFP Template

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

2. Contractor’s insurance must be primary insurance as respects performance of subject contract.

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery (subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Vehicle Liability If any vehicle is used in the performance of the Scope of Work that is the subject of this Contract, the Contractor must maintain Business Automobile Liability Insurance with a limit of $1,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the performance of the Contractor’s work or services under this Contract. If any hazardous material, as defined by any local, state or federal authority, is the subject, or transported, in the performance of this contract, an MCS 90 endorsement is required providing $5,000,000 per occurrence limits of liability for bodily injury and property damage. If any Excess insurance is

COS RFP Template utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Workers’ Compensation Insurance Contractor must maintain Workers’ Compensation Insurance to cover obligations imposed by federal and state statutes applicable to Contractor’s employees engaged in the performance of work or services under this Contract and must also maintain Employers’ Liability Insurance of not less than $100,000 for each accident, $100,000 disease for each employee and $500,000 disease policy limit. If the Contractor is a sole proprietor or a single member limited liability company with no employees and has elected not to purchase Workers’ Compensation Insurance; a completed and signed Workers’ Compensation Waiver Form will substitute for the insurance requirement.

12. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE ITEMIZED.

Itemized invoices shall contain a MINIMUM of the following information:

• Vendor Name

• Remit to Address

• Purchase Order Number

• Invoice Date

• Invoice Number

• Date service/work was completed

• Complete description of work completed

• Location where service/work was performed

• Itemized list of all charges (quantity, description, unit pricing per the contract)

• Tax Amount (if applicable)

• Total Invoice Amount

The Contractor shall submit invoices with all supporting documentation within thirty (30) days after the service/work is completed and approved by the Contract Administrator.

13. KEY PERSONNEL

The Contractor shall provide an adequate staff of experienced personnel capable of and devoted to the successful accomplishment of Contract work. The Contractor shall assign the specific individuals identified in its proposal to key positions. The Contract is predicated, in part and among other considerations, on the utilization of the specific individual(s) and/or personnel qualification(s) identified and/or described in the Contractor’s offer. Therefore, no substitution of such specified individuals and/or personnel shall be made without prior written approval of the CA. Any substitution of personnel under this Contract shall be equal or better than those identified in the Contract. The City’s approval of a personnel substitution shall not be construed as an acceptance of the substitution’s performance potential. No approval shall be unreasonably withheld of a proposed substitution of personnel. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the Contract.

14. MULTIPLE AWARDS

If deemed to be in the City of Scottsdale’s best interests, the City reserves the right to award multiple Contracts as a result of the solicitation process. While multiple awards are possible, the preferred procedure is to make a single award for each commodity or category of commodity.

COS RFP Template

15. PACKAGING

All products supplied under this Contract shall be delivered in the manufacturer’s standard package and have the following MINIMUM information clearly distinguishable on each package:

the part Manufacturer's name, manufacturer’s part number, size and grade (if applicable).

16. PRICE ADJUSTMENTS

Price increases may only be requested by the Contractor, thirty (30) days prior to the anniversary date of the Agreement. Failure to do so may result in the denial of any increase requested.

A requested price increase will become effective only after approval by the Contract Administrator and the Purchasing Director. Once approved the price increase will be adjusted into a new base price for the remainder of the contract period. Any future requested price increases to the base price will only be reviewed at annual renewal time and require the approval of the Contract Administrator and Purchasing Director.

The proposed increased rate shall be based upon presentation by the Contractor and review by the Contract Administrator; however, the Contract Administrator shall evaluate the Contractor's performance, services and records documentation to determine the appropriateness of the increase requested.

17. PRICING

Pricing shall be listed on the Pricing Proposal Form. Prices quoted by the Offerors shall be applicable during the entire initial term of the Contract.

A change in pricing may only be requested by the Contractor, thirty (30) days prior to the annual anniversary date of the Contract. The ONLY allowable change in pricing shall be an update of the Manufacturer’s price sheet. The price sheet structure MUST remain the same (i.e. If the Contractor originally quoted Jobber Price less fifteen percent (15%) and submitted the Manufacturer’s Jobber Price Sheet, at the anniversary date of the Contract the ONLY change the Contractor can make in regard to pricing is to replace the old Jobber Price Sheet with a current Jobber Price Sheet). No change to the discount percentage shall be allowed. Price sheets can only be updated thirty (30) days prior to the annual anniversary date of the Contract. Failure to request a price sheet change in the timeframe specified herein may result in the denial of any increase requested.

18. PURCHASING PROCEDURE

All orders require a City of Scottsdale purchase order that will be communicated by phone, fax or e-mail. No parts or commodities or work shall be rendered/are to be delivered without the issuance of a City of Scottsdale purchase order. Any invoices received from the Contractor without a City of Scottsdale purchase order number, referenced on the invoice, may remain unpaid.

19. QUALITY STANDARDS OF MATERIAL

If desired by the City, items/services bid shall be subjected to testing, dissection or analysis by a recognized testing laboratory or consultant selected by the City to determine that the material(s)/services(s) submitted for bid conform to the bid specifications. The cost of testing, dissection or analysis shall be borne by the Offeror.

COS RFP Template

20. QUANTITY

The estimated quantities that will be required during the initial term of this Contract are indicated on the Pricing Proposal Form contained herein.

The actual service requests, and service requests for future years may be more or less, and any quantities listed herein should be used for information purposes only.

City of Scottsdale Vital Infrastructures includes but is not limited to:

Public Safety Facilities Water Department Facilities Prosecutors’ Office City Courts City Hall

Any facility defined under A.R.S. 41-1801 - “Critical Infrastructure”, means systems and assets, whether physical or virtual, that are so vital to this state and the United States that the incapacity or destruction of these systems and assets would have a debilitating impact on security, economic security, public health or safety.

21. TERM OF AGREEMENT

The term of this Contract shall be for a one (1) year period from the effective date of the contract award.

The City and Contractor may mutually agree to extend this Contract for four (4) additional one (1) year periods, upon the recommendation of the Contract Administrator, concurrence of the Purchasing Director and/or City Council, depending on the Contract.

22. THIRD PARTY BENEFICIARY

Nothing under the Contract Documents will be construed to give any rights or benefits in the Contract Documents to anyone other than the City and the Consultant, and all duties and responsibilities undertaken in accordance with the Contract Documents will be for the sole and exclusive benefit of the City and the Consultant and not for the benefit of any other party.

23. UNIT PRICING

Unit prices quoted herein shall be all inclusive and include all pertinent additional fees normally associated with this type of service. This shall include, but not be limited to, environmental fees, shop supplies, clean-up, transportation, etc. No additional charges beyond the quoted unit price (except applicable sales tax) shall be allowed, unless authorized by the Contract Administrator before final invoicing.

24. WARRANTY REQUIREMENTS

All workmanship and materials provided under the scope of this solicitation shall be warranted for a MINIMUM of six (6) months or as identified in the Statement of Need.

COS RFP Template

ALL WARRANTIES SHALL START FROM THE CITY OF SCOTTSDALE IN SERVICE DATE.

All warranty items/issues/concerns shall be resolved at no charge to the City of Scottsdale. This shall include, but not be limited to, parts, labor, freight, travel, etc. All warranty items/issues/concerns shall be resolved within a time frame determined by the Contract Administrator.

The Contractor shall warranty all parts and services provided by a subcontractor just as if supplied directly by the Contractor.

COS RFP Template

SECTION 4 – EVALUATION CRITERIA

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

A. EVALUATION CRITERIA

GENERAL

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, incomplete proposals, non-conformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to the initial review, all remaining proposals shall be reviewed by the Proposal Evaluation Committee.

PROPOSAL EVALUATION

All responsive proposals shall be evaluated by the Proposal Evaluation Committee using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City.

The following is the criteria that will be used to review the proposals:

DESCRIPTION

Compliance with Technical Specifications/Sample Quality Firm Qualifications & Experience Pricing Exceptions, References, Subcontractors List

The following items may be used by the Proposal Evaluation Committee to evaluate each proposal submitted:

1. Cost factors associated with performing the work required by the contract.

2. Length of time the Offeror will warranty their workmanship and materials.

3. The returned satisfaction surveys from the Offeror’s submitted references.

4. The Offeror’s demonstrated experience on similar types of projects, including satisfactory reference checks relating to past work relationships, past performance on projects of similar scope and size, level of knowledge, reliability, flexibility and ability to meet project deadlines.

5. The ability and willingness of the Offeror to meet or exceed the specifications and standards of this solicitation and Offeror’s understanding and perceived perception of the scope of work contained herein.

6. The content and quality of the Offeror’s proposal and other presentation materials.

The City of Scottsdale intends to enter into negotiations with the top ranked Offeror determined to provide the most advantageous combination of product and services as determined by the proposal and presentation.

Should negotiations with the top ranked Offeror fail to reach a satisfactory conclusion, the City of Scottsdale may at its sole discretion enter into negotiations with the second ranked vendor, or the City of Scottsdale may determine that no further negotiations will be conducted.

COS RFP Template

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Offerors are expected to download the solicitation documents from the Bonfire procurement portal at City of Scottsdale, AZ (bonfirehub.com). To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 5 – Submittal Preparation Requirements. This page is provided to give Offerors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Offerors are to respond:

• COS Form means there is a corresponding form that needs to be completed by the Offeror and saved as a PDF.

• If COS Form is not listed this means the Offeror shall prepare their information as detailed in Section 5 – Submittal Preparation Requirements. For example, Offerors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Offerors could write the document using Word or Google Docs and then saving the document as a PDF.

• Once the Offeror has PDF documents for all of the items listed in the Section 5 – Submittal Preparation Requirements checklist they will upload those file as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

• In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Offerors will fill out a pricing form and upload them as a PDF document. In some instances, Offerors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and the upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Offerors will complete directly in the procurement portal.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login

COS RFP Template

Compliance with Technical Specifications/Sample Quality – Offeror’s proposal shall provide the firm’s ability to meet all product-related requirements.

Ability to provide UV-protective, moisture-wicking, sun-reflective materials (e.g., Cold Black or approved equivalent) Capability to provide shirts with/without breast pockets as specified Accuracy and quality of embroidery, heat seal, patch and Mic Loop application Ability to match required material, thread colors and stitch counts as specified Ability to submit required samples Adherence to sizing and material consistency requirements Offeror shall submit a statement of the warranty coverage for all products and labor covered by the scope of this contract. Warranty statement shall include all exclusions and conditions.

Samples required for Evaluation Purposes. The sample uniform evaluation criteria will be accomplished by the wearing of sample uniforms in various environments for a minimum of one week. The evaluation will focus on appearance, durability, comfort, functionality, fit, operational effectiveness, and adherence to the listed criteria.

Firm Qualifications & Experience – Offeror’s proposal shall provide the firm’s qualifications in summary. This shall illustrate the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror’s abilities to successfully complete the scope of work represented in this solicitation.

The Firm Qualifications & Experience document should include a MINIMUM of the following items:

Offeror’s document shall contain a synopsis of the firm’s history, including a statement indicating the length of time the Offeror has been doing business:

Offeror’s document shall contain information containing full company contact information, including but not limited to: Company Name, Main office business address, local office business address (if different), Office phone, fax and email address and Company web page address (if available).

Offeror’s document shall demonstrate previous experience performing work similar to the size and scope of the work identified herein.

Offeror’s document shall demonstrate an understanding of the goals identified herein for this contract and provide a basic overview for the accomplishment of these goals.

Price Sheets – Offeror shall provide copies of ALL price sheets covering the scope of goods and services referenced herein.

Exceptions – Offeror shall include all exceptions taken in regard to terms and conditions as specified in this solicitation document, award documents, or attached contracts. All exceptions taken by the Offeror shall be clearly defined and the changes requested clearly identified. Exceptions taken by the Offeror shall be used in the evaluation process.

Reference List (COS Form) – Offeror’s proposal shall demonstrate previous experience performing work similar to the size and scope of the work identified herein. Offeror shall provide a MINIMUM of three (3) recent and/or current, business references for which the Offeror has participated in projects with a similar scope and size to the project referenced herein. References supplied shall not be City of Scottsdale employees.

Subcontractor List (COS Form) – Offeror shall provide a complete list of all the anticipated subcontractors the Offeror intends to use to complete the work covered under the scope of this Contract. Offeror shall identify the role envisioned by the subcontractor in the project. The Offeror shall supply a MINIMUM of the following information for each subcontractor:

COS RFP Template

SECTION 6 – REQUIRED FORMS

FORMAL REQUEST FOR PROPOSAL

POLICE DEPARTMENT SPECIALTY UNIFORMS

26RFP041

Proposal Signature Page (COS Form) – Fully completed Proposal Signature Form, signed in ink.

Pricing Proposal Form (COS Form) – Fully completed Pricing Proposal Form, signed in ink.

General Disclosure Form (COS Form) – Fully completed General Disclosure Form, signed in ink.

Litigation Disclosure Form (COS Form) – Fully completed Litigation Disclosure Form, signed in ink.

References (COS Form) – Fully completed Reference Form.

Subcontractor List (COS Form) - Fully completed Subcontractor List.

Offeror Questionnaire Form(s) Company Information (COS Form) – Fully completed Offeror Questionnaire Form(s) Company Information.

OPTIONAL - Redacted Version of Proposal – Proposals that contain proprietary or confidential information are required to include a corresponding redacted proposal for consideration. Pricing is not considered confidential. The redacted version must clearly indicate all portions removed or obscured and will be used to respond to public records requests, as applicable.

NOTE:

“Please do not return a copy of the solicitation/addenda(s) with your proposal/submittal. Return only the required documents as referenced on the Submittal Checklist.”

All submittals are to be completed on the City of Scottsdale (COS) forms without any alterations; failure to do so may result in your submittal being rejected.

PROPOSAL SIGNATURE PAGE

The undersigned hereby offers and agrees to furnish the material, or service, in compliance with all the terms and conditions, instructions, specifications, and any amendments contained in this Request for Proposal document and attached City Services Contract and any written exceptions in the offer accepted by the City.

The Offeror also certifies it is in compliance with the Non-Collusion and the Immigration Compliance and Federal and Arizona State Immigration Laws requirements of the solicitation.

Company Name Signature of Authorized Person

Address Printed Name

City State Zip Title

Telephone Number Fax Number

Date E-Mail Address

If Applicable, Contractor’s License Number and Classification: ____________________________

The Offeror hereby acknowledges that the proposal pricing is based on all of the addenda that were issued by the City prior to opening of this proposal.

Proposal must be signed by a duly authorized representative eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Offerors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

PRICING PROPOSAL FORM – PAGE 1 of 4

Offerors are not required to propose on both Lot A and Lot B to be considered responsive, but Offerors SHALL propose on all the line items in a Lot to be considered responsive.

LOT A

BID ITEM

# QTY DESCRIPTION UNIT PRICE EXTENDED

TOTAL COST

Uniform Short Sleeve Shirts 1A 100 Brand_________________ $ $

Style#_________________ 1B 100 Brand: Fechheimer Vertex $ $

Style # VTX4000 1C 100 Brand: Blauer $ $

Style # 8144 1D 100 Brand: 5.11 Perf. Polo $ $

Style # 72049

Uniform Long Sleeve Shirts 2A 100 Brand_________________ $ $

Style#_________________ 2B 100 Brand: Fechheimer Vertex $ $

Style # VTX4020 2C 100 Brand: Blauer $ $

Style # 8134 2D 100 Brand: 5.11 Perf. Polo $ $

Style # 71049

PRICING PROPOSAL FORM – PAGE 2 of 4

LOT A Cont’d

BID

ITEM

QTY DESCRIPTION UNIT

PRICE

EXTENDED

TOTAL COST

Uniform Long Sleeve Shirts 3A 100 Brand_________________ $ $ Style#_________________ 3B 100 Brand: 5.11 Fast Tac Urban $ $ Style: 74461 Khaki only 3C 100 Brand: 5.11 Taclite Pro pants $ $

Style: 74273 (Men’s) and 64360 (Women’s) TDU Green or TDU Khaki

4 4A 25 Pocket for Polo Shirt $ $

5 5A 10 Heat seal on back of shirt $ $

6 6A 30 Embroidery on shirt with Police or Detention Badge and Employee’s name only

7 7A 25 Embroidery on shirt with City Logo, Dept.