CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0209 Doc. Ref#: RFP-02 Page 1 of 10 RFP Title: Standard Workwear

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks bids to establish an agreement for the purchase and supply of standard workwear for City Departments on an “as needed” basis. Prospective bidders should ensure they download and review all attachments to provide complete responses and fully understand the agreement the City intends to award through this solicitation. The successful bidder(s) shall hereafter be referred to as the “Contractor” or “Vendor.”

2.0 SCOPE OF SERVICES

2.1 Contractor shall provide a list of operational full-time, permanent physical business addresses stating the ability to order items online, email, and telephone.

2.2 Contractor shall provide a list of alteration locations along with the days and times each location is available for fitting sessions.

2.3 Contractor shall provide its own sufficient staffing at all of its physical business addresses and locations.

2.4 Contractor shall provide two (2) personal employees who will act as liaison(s) (Project Manager and Account Manager) to manage the City’s account to meet the City’s requirements upon contract award.

2.5 Contractor shall provide Project Manager and Account Manager resumes with detailed information (name, phone number, and email address) to the requesting department’s Contract Compliance Manager.

2.6 Contractor shall measure City employees at their specified locations with dates and times to be established when ordering. Property Management Department (PMD) orders and services will be provided at James Avenue

Service Center 5021 James Ave, Fort Worth, TX 76115.

2.7 Contractor shall respond within twenty-four (24) hours for all uniform related inquiries relating to new orders, existing orders, shipping, back-orders, exchanges, and invoices.

2.8 Contractor shall be responsible for meeting all Federal, State, and City laws, ordinances, and regulations for the safety of the people, environment and property. This includes, but is not limited to, all

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Federal, State, County and City Agencies, Administrations and Commissions such as the Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), and the Texas Commission on Environmental Quality (TCEQ). In the event any law, regulation or ordinance becomes effective after the start of this Agreement, the Contractor is required to comply with new policy. Any mandates requiring the City to comply with new guidelines will also require the Contractor to comply.

2.9 Contractor shall deliver items that are new, unused, and the current standard at the time of the purchase. Items shall be free of all defects in the materials, packaging, and workmanship.

2.10 Contractor shall have facilities and equipment that is in accordance with standard regulations applicable to industry standards.

2.10.1 Sizes shall vary, based upon individual department and employee need.

2.10.2 Colors shall vary, based upon individual department needs at the time of order.

2.10.3 Contractor shall have the capability to embroider logos and emblems onto the standard workwear.

2.10.4 Each uniform shirt, jacket, coverall, and overall shall have embroidered emblems as requested and approved by a department employee designee.

2.10.5 Property Management Department uniforms are provided in Exhibit A for reference.

2.10.6 Following the award, additional items and/or services of the same general category that could have been encompassed in the award of this Agreement, and that are not already on the Agreement, may be added based on the discount bid and price sheet provided with the bid.

3.0 BRAND NAME OR EQUAL

3.1 Brand names are listed for references only and not intended to limit

RFP Ref. #: 26-0209 Doc. Ref#: RFP-02 Page 3 of 10 competition. Bidders may offer any brand for which Bidder is an authorized representative, which meets or exceeds the bid specifications.

3.2 Bidders shall provide manufacturer name, model number and product literature demonstrating compliance with their bid submittal. The Senior Purchasing Manager (SPM) or designee will evaluate “equal” products on the basis of information furnished by the Bidder or identified in the bid and reasonably available to the SPM. The City shall have the sole right to determine equal products.

3.2.1 The City has approved manufacturer(s) brands including but not limited to the following:

Adidas Anvil Bella & Canvas Carhartt

Cross Creek Dickies Eddie Bauer Gildan

Graphic Sportwear Hanes Herriton Jerzees

Mercer+Mettle Nike Ogio Outer Banks

Port & Co. Port Authority Red Kap Sport Tek

Tri-Mountain Walls Willow Point Wrangler

Cornerstone New Era Vestis Uniforms UniFirst Corp Aramark Galls Cintas Lapco Tactical

3.3 Contractor may have additional brands of uniforms that are not listed in these specifications. Bidders shall submit a list of these brands with the discounts for each brand (if any) with their response. If a Bidder is awarded the Agreement, the discounts offered for any additional brands will apply for those brands. Discounts offered for the additional brands must remain firm fixed discounts for the duration of the Agreement. Contractor may offer more than one manufacturer’s brand or approved equal.

3.4 If an item in this bid is identified as “brand name or equal,” the purchase description reflects the characteristics and level of quality that will satisfy the City’s needs. The brand name or equal designation intended to be descriptive not restrictive. The physical, functional, or performance characteristics that “equal” products must meet are specified in the bid.

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4.0 DELIVERY

4.1 Contractor shall deliver items FOB (Free on Board) Destination. FOB destination means the seller retains ownership, risk, and responsibility for goods until they are delivered to the buyer's specified location.

4.2 Contractor shall deliver standard workwear during business hours of Monday through Friday, 8:00A.M. – 5:00P.M.

4.3 Contractor shall deliver orders to the location specified on the purchase order within two (2) weeks after receipt of order unless other arrangements have been agreed to by the City’s designated representative and the Vendor.

4.4 Contractor shall deliver all completed alterations within three (3) weeks from the date the alteration was performed.

4.5 Contractor shall not deliver orders on City observed holidays:

4.5.1 New Year’s

4.5.2 Martin Luther King

4.5.3 Memorial Day

4.5.4 June 19th

4.5.6 July 4th

4.5.7 Labor Day

4.5.8 Thanksgiving Thursday and the following Friday

4.5.9 Christmas

4.6 Contractor shall provide a packing slip with each shipment detailing the information below:

4.6.1 Contractor’s business name and address

4.6.2 City Department’s name and address

4.6.3 City Purchase Order number

4.6.4 Date of shipment

4.6.5 Number of packages

4.6.6 Items shipped

4.6.7 Item numbers

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4.6.8 Description of the item(s)

4.6.9 Employee’s name

4.6.10 Quantity

4.6.11 Unit Price

4.6.12 Discount Percentage, if applicable

4.7 Contractor shall notify the Department Contract Manager or designee if a product specified no longer can be provided for reasons beyond the Contractor’s control (i.e. product discontinuance). Contractor will notify departments immediately and provide an alternate product recommendation.

4.8 The substituted product must meet or exceed all terms, conditions, and specifications applicable to the original specified product. A sample of the alternate product may be required and requested by the Department for review prior to acceptance.

4.9 The City reserves the right to cancel any and all orders without liability.

4.10 Contractor shall, in the event is unable to meet the original delivery date(s), notify the Department Contract Manager or designee.

4.11 Contractor agrees that a failure to notify the Department Contract Manager or designee in advance of its inability to complete shipment within the specified delivery time and with acceptable reasons will give the City, in addition to other rights, the option of canceling the purchase order, purchasing from another Contractor, and charging the Contractor the difference between the contract price and the actual purchase price.

4.12 Contractor shall make their best efforts to deliver expedited orders within the time requested by the Department Contract Manager or designee.

4.13 Contractor shall contact the Department Contract Manager or designee with the best delivery date, if expedited date cannot be met.

4.14 Contractor agrees that delivered items determined to be defective or not meeting specifications shall be picked up and replaced by the Contractor or Contractor’s designee at no cost to the City. If item(s) are not picked up within one (1) week after notification, the item(s) shall become a

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5.0 CITY REQUIREMENTS AND RESERVATIONS

5.1 The City will identify the location, City contact, and description of the service request to the Contractor.

5.2 The City will provide a purchase order number before the

commencement of any service.

5.3 If an item(s) must be returned, the City shall return unused items in the same merchantable condition as the item was received.

5.3.1 Embroidered items are considered custom and are non-

returnable, provided the items and embroidery meet the approved specifications outlined in Section 2.10.3, and as specified on the PO.

5.3.2 The City shall return any alternate items that did not receive prior approval from the Department Contract Manager or designee.

6.0 CONTRACTOR REQUIREMENTS IN ORDER TO BE EVALUATED

6.1 Contractor shall have a minimum of five (5) years of experience of providing and supplying standard workwear uniforms and embroidery services to municipalities.

6.2 Have and operate a full-time, permanent business address with the ability to be reached by email and telephone.

7.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will be considered for award.

8.0 EVALUATION FACTORS

8.1 To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation. Proposals that meet these requirements will be evaluated based on the criteria listed below.

8.0.1 Cost – up to 25 points available

8.0.2 Bidder’s Experience and Qualifications- up to 20 points available

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8.0.3 Bidder’s Delivery and Response Time- up to 15 points

available

8.0.4 Bidder’s Approach to Perform Services- up to 15 points

available

8.0.5 Small Business Goal- up to 25 points available

8.0.5.1 The criteria will be evaluated using a tiered point

structure based on the percentage of Small Business participation proposed by the bidder. Points will be awarded according to the following tiers:

25 points - SB participation greater than 30% 20 points - SB participation between 30% and 20% 15 points - SB participation between 19% and 10% 10 points - SB participation between 9% and 1%

9.0 PRICING STRUCTURE

9.1 Bidders shall submit pricing in accordance with the format provided in the Bid Table. All pricing shall be clearly identified and shall represent the full cost to furnish, deliver, and, if applicable, remove the specified equipment and services. Prices shall include all labor, materials, supplies, fuel, delivery, overhead, and profit. No additional charges will be allowed unless specifically authorized in writing by the City.

9.2 Pricing must be provided on a unit-cost basis for each line item, as listed in the Bid Table.

9.3 Bidder may propose alternative or value-added pricing options (e.g., multi-year discounts, trade-in credits, bundled services) provided such alternatives are clearly described and separately identified. These will be considered only if they do not conflict with the base pricing requirements.

10.0 WARRANTY

10.1 Vendor shall honor all manufacturer warranties.

10.2 Contractor shall offer an expiration date on purchases of no less than one

(1) year and shall replace defective items promptly.

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11.0 SMALL BUSINESS PROGRAM

11.1 The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid.

Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832- 08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

11.1.1 Small Business Utilization form V1 (RFP-06), detailing how the Small Business goal will be achieved.

11.1.2 Current Small Business Certification issued by a certifying entity approved by the City Manager.

12.0 CONTRACT AWARD PROCESS

12.1 The Purchasing Division will facilitate and manage the evaluation process.

12.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

12.3 The Evaluation Committee will evaluate responses and may select Proposer for onsite interviews, presentations or demonstrations.

12.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

12.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

12.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

12.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

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13.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

13.1 Proposal Format Requirements

13.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one inch margins and single-spaced for the entire submitted proposal.

13.2 Required Response Forms

13.2.1 Completed and signed RFP-01- Instruction to Proposers.

13.2.2 Completed and signed RFP-02- Scope of Service.

13.2.3 Completed and signed RFP-03 -Authorized Signature and

Questionnaire.

13.2.4 Completed and signed RFP-05- CFW Required Forms.

13.2.5 Completed and signed RFP-06- Small Business Utilization

Form.

13.2.6 Completed RFP-07- Deviations Form. Note: Even if there are no deviations Form RFP-07- must be completed.

13.2.7 Completed RFP-08- Discount Calculator.

13.2.8 Completed Bid Table BT-39FK.

13.2.9 Signed Addendum(s), if applicable.

13.3 Technical Response

13.3.1 Experience and Capability – Provide a company profile, organizational chart (if available). Include examples of comparable contracts and a brief summary of resources and staffing.

13.3.2 Delivery and Response Time – Provide a delivery schedule identifying standard and emergency response times. Include the number of available delivery vehicles and personnel.

13.3.3 Contractor’s approach to performing scope of services.

13.3.4 Risk Management and Contingency Planning- Outline how the contractor will identify, mitigate, and respond to operational risks/defects. Describe communication protocols and escalation

RFP Ref. #: 26-0209 Doc. Ref#: RFP-02 Page 10 of 10 procedures.

13.4.5 Product warranty information.

13.4.6 Optional Value-Added Information (Optional)

13.4 If offering an equivalent product, submit manufacturer name, model number and product specifications demonstrating compliance. Please submit in Other Required Documents in Bonfire.

13.5 Pricing- Proposal pricing shall be assembled and presented in accordance with the format and instructions of RFP-08 Discount Calculator and Bid Table BT-39FK.

13.6 Small Business Participation – Submit a Current Small Business Certification issued by a certifying agency listed above.