8-Specifications -BID-25-48.1 - Re-Bid Items of Apparel Promotional Products.pdf

Set-Aside Bid

BC-BID-25-48.1 Re-Bid Purchase of Items of Apparel and Promotional Products for the County of Bergen

Please note that this is designated as a “Set-Aside Contract” and the County intends to award this bid pursuant to N.J.S.A. 40A:11-41, et seq, & Ordinance No.: 18-26.

The following groups checked below are able to bid on this project:

☒ Qualified Minority Business Enterprise (MBE)

☒ Qualified Women’s Business Enterprise (WBE)

☒ Qualified Veteran Business Enterprise (VBE)

☒ Qualified Small Business Enterprise (SBE)

Any bids received by a person or entity not indicated above will be rejected by the County of

Bergen as not being responsive to the bid.

Specifications

Purchase of Items of Apparel and Promotional Products for the County of Bergen

APPAREL AND EMPLOYEE UNIFORMS

1. SCOPE

A. The County of Bergen and the various registered members of the New Jersey Cooperative

Purchasing Alliance desires to establish contracts with multiple vendors utilizing the State of

NJ “set-aside program,” for the purchase of Items of Apparel and Promotional Products described herein. The anticipated contract term is for the twenty-four (24) month period commencing on or about November 6, 2025 through November 5, 2027 with one (1) twelve (12) month renewal option.

B. The County of Bergen has determined that multiple contracts are in the best interest of the

County, it is anticipated that no single vendor can meet the various needs, in type and quantity, of the using agency.

C. Vendor(s) must be an authorized distributor for any catalog offered. Documentation of this fact must accompany each catalog submitted. The County of Bergen will not accept a catalog where the distributorship rights to that catalog are those of a third party.

D. Vendor(s) shall be able to perform the services or provide the goods as specified in this bid.

The submitted proposal shall include all products and services that the Vendor desires to make available and the appropriate pricing structure for each. Products shall be priced as Cost

Plus pricing. The pricing shall be specified on the attached Proposal Form.

E. Vendors are not obligated to respond to all line categories and may choose to respond only for those items they so desire. The County of Bergen shall make an award for each line category thus resulting in one or more contracts to be awarded. If applicable, any items excluded from the catalog pricing must be clearly identified as “Not Offered”.

F. Any County of Bergen using agency may order materials covered by the contract directly from the Vendor, when and as requested. These orders shall be covered by the issuance of a confirming requisition number or County Purchase Order.

G. These specifications are not intended to be restrictive with respect to brand names, if a distinct advantage can be demonstrated. Requested information failing to meet all specifications will not necessarily be rejected, but any deviations must be clearly noted to be considered.

2. VENDOR PROPOSAL

A. Included in this Bid, all vendors must submit a Detailed Business Proposal describing the method in which they intend to provide products and services in accordance with all requirements contained herein.

B. A vendor who maintains a retail store shall explain in the proposal how the County of

Bergen may use the retail store for orders made from contracts awarded from this Bid.

C. In addition, a response should include the following information for each proposed product or service category:

(i) Description: provide names of manufacturers and models offered within each category offered. Include any ordering stock numbers or other information that is to be used for placing orders. This information may be submitted as a catalog in electronic form.

(ii) Catalog pricing or rate structure: for each category, provide a reference name for the catalog pricing supplied so that pricelists can easily be matched with category descriptions. Provide a catalog of offerings with cost-plus pricing.

(iii) Freight: all pricing shall be priced FOB Destination with inside delivery.

Vendor will be paid unit cost, plus percentage markup for each item purchased.

(iv) Exceptions: list any exceptions to this Bid in detail.

3. PROPOSED PRODUCTS AND SERVICES

Below are some examples of products the County of Bergen is interested in purchasing.

Vendors should submit catalogs with a wide range of available options and offerings.

A. CATEGORY A: PURCHASE OF UNIFORMS

(i) Items #1 and #2: T-Shirts, Long Sleeve and Short Sleeve: All shirts to be polyester/cotton blend, crew neck, wash and wear. Shirts to have the County of

Bergen logo stitched over the left breast pocket. Must be available in all standard colors.

(ii) Items #3 and #4: T-Shirts, Long Sleeve and Short Sleeve: All shirts to be

100% cotton, crew neck, wash and wear. Shirts to have the County of Bergen logo stitched over the left breast pocket. Must be available in all standard colors.

(iii) Item #5: Collared Polo Performance Shirts: 3.8-oz, 100% polyester that is both stain-and snag-resistant, flat-knit collar, three-button placket and open hem sleeves; side vents with extended tail. Shirts to have County of Bergen logo embroidered over the left breast in contrasting color, all standard colors.

(iv) Item #6: Trousers:

Material: Wash and wear, 65% Dacron polyester, 35% cotton.

Style: Plain in front, ¼ top front pockets, 6-1/2” opening. One 3” watch pocket and two 6” back pockets. Button to tab on left back pocket.

Pockets: All pockets to be reinforced. Front pockets to be stitched, turned and turned and re-stitched. All pockets to be bartacked at point of strain.

Waistband: Waistband and fly to be 50% cotton, 50% polyester. Waistband to be 2” wide, closed with hook and eye and French fly.

Belt Loops: Minimum of 7 belt loops, ¾” wide and double thickness. Length of loop to allow for a ¾” wide belt.

Zipper: Use Talon #42 zipper or equivalent to close trousers.

(v) Item #7: Trousers (100% Cotton): The exact same specifications are to be used for this item as indicated for Item #6 except the fabric used for these trousers (Item #7) is to be 100% cotton.

(vi) Item #8: Cargo Pants: 8-oz 65/35 polyester/cotton twill with superior color retention, heavy-duty brass zipper with button closure and belt loops to keep the pants in place, two front pockets, two hip pockets, and left pocket and patch leg pockets.

B. CATEGORY B: OUTERWEAR

(i) Item #1: Sweat Shirts (Hooded): Full zipper, 50/50 blend, 9 oz. weight or better. Various colors (must be available in “lime/safety green”). Sweat Shirts to have the County of Bergen logo stitched over the left breast. Colors to be selected when order is placed.

(ii) Item #2: Sweat Shirts (No Hood): Crew neck, pullover style, 50/50 blend, 9

oz. in weight or better, various colors (must be available in “lime/safety green”). Sweat Shirts to have the County of Bergen logo stitched over the left breast. Colors to be selected when order is placed.

(iii) Item #3: 3 in 1 Jackets: 100% nylon outer jacket and a removable 100% polyester taffeta inner jacket, stand-up collar, a Velcro® storm flap and reinforced shoulders, adjustable Velcro® cuffs, a hem cinch-cord and zippered hand pockets. Jacket to have the County of Bergen logo stitched over the left breast pocket. Colors to be selected when order is placed.

(iv) Item #4: Fleece Vests: 7.7-oz, 100% polyester anti-pill fleece, fleece chin guard and concealed tricot-lined lower pockets. Vests to have the County of

Bergen logo stitched over the left breast. Colors to be selected when order is placed.

(v) Item #5: Puffer Vests: 4.8-oz, 100% polyester nylon shell and a 100% polyester lining, wind- and water-resistant for outdoor wear, a non-quilted polyfill collar, yoke and side paneling, bound cuffs and an open sweep hem with adjustable draw cord, zippered pockets. Vests to have the County of

Bergen logo stitched over the left breast. Colors to be selected when order is placed.

(vi) Item #6: Fleece Jacket: 13.8-oz, 100% polyester fleece material, front zippered pockets, interior pockets, open hem and cuffs, reverse-coil zipper, chin guard and twill neck taping. Jackets to have the County of Bergen logo stitched over the left breast. Colors to be selected when order is placed.

(vii) Cuffed Knit Beanie Hats: 100 % Acrylic, 3-inch folding cuff, Approximately

12 inch length. Tight knit. Colors to be selected when order is placed. Hats to have County of Bergen logo stitched on cuff.

(viii) Item # 8: Game Navigator Jackets: Heavyweight Polyester, Wind and Water

Resistant. Black non-pill fleece lining, 2” Silver 3M reflective tape, ANSI/ISEA 107-2020 Class 3 standards, Full zip to top of collar with outside storm flap, Outer right chest flip pocket, front zipper pockets with cover closure and inside zipper pockets.

(ix) Item # 9: Game Econo Black Bottom Rain Pant: 100 % Polyester, ASNI/

ISEA 207-2020 Class E color standards, 2” Silver/ grey reflective tape, Sealed seams for wind and waterproofing, elasticized waistband with inside drawstring, Adjustable snap at ankles.

C. CATEGORY C: REFLECTIVE SAFETY GEAR

(i) Item #1: T-Shirt: Short sleeve, safety lime green, 100% moisture wicking fabric, crew neck, pocket, 2” wide reflective stripe, certified ANSI 2010 107

Class II, DuPont Teflon fabric protector or equivalent.

(ii) Item #2: 5-Point Breakaway Vest: Safety lime green, 3.75 oz. polyester mesh, 2” wide silver reflective stripe with 1” wide contrasting color trim on each side, 3rd party certified ANSI 2010 107 Class II.

(iii) Item: #3: Soft Shell Hoodie: Full zip, safety lime green with black bottom, shell to be polyester knit with Teflon or equiv., tricot polyester lining, no Teflon or equiv., 2” wide reflective stripe, certified ANSI 2010 107 Class III, DuPont

Teflon fabric protector or equivalent.

(iv) Item #4: Soft Shell Jacket: ¼ zip, safety lime green with black bottom, shell to be polyester knit with Teflon or equiv., tricot polyester lining, 2” wide reflective stripe, certified ANSI 2010 107 Class III, DuPont Teflon fabric protector or equivalent.

(v) Item #5: 3-Season Jacket: Waterproof 3 season jacket, safety lime green with black accents, shell to be of 300 denier poly oxford/PU with Teflon or equiv., taped seams, removable polar fleece lining, 2” wide reflective stripe, certified

ANSI 2010 107 Class III, DuPont Teflon fabric protector or equivalent.

(vi) Item #6: Men’s Bomber Jacket: Safety lime green with black bottom, hidden hood, shell to be of 300 denier poly oxford/PU Teflon or equiv., removable polar fleece lining, 2” wide reflective stripe, certified ANSI 2010 107 Class III, DuPont Teflon fabric protector or equivalent.

D. CATEGORY D: PROMOTIONAL ITEMS

(i) Wellness and Safety Products – Face Masks, Hand Sanitizers, First Aid products (Bandage dispensers with bandages), Lip Balm, Sunscreen, Pill

Boxes, Mirrors, Emery Boards, Reflective Products – sticks, wrist bands, lights

– Hand Whistles, Athletic Hand Towels, Yoga Mats, Yoga Stretch Bands.

(ii) Drinkware – Travel Mugs, Beverage Holders, Coffee Mugs, Reusable

Stadium Cups, Acrylic Cups with Straws, Coffee Mugs, Collapsible cups and

Pet Bowls.

(iii) Bags – Cotton and / or Recycled Material Tote Bags, Shopping and Grocery

(all sizes) Business Bags (messenger, laptop, travel totes), Drawstring

Sportpacks, Backpacks, Travel Duffle bags.

(iv) Technology: Power banks, chargers, charging cables, headsets, cleaning cloths, screen cleaners, phone cases and wallets, phone stands, phone grips, laptop sleeves, cam covers.

(v) Writing Instruments and Accessories: Pens, Stylus Pens, Novelty Pens, Color Pencils, Highlighters, Crayons, Coloring Books, Pocket Notebooks, Sticky Note Pads.

(vi) Outdoor and Leisure: Event Tents and Tent accessories, Banners, Camp

Chairs, Umbrellas, Golf accessories – Golf Balls, Divot Tools.

(vii) Miscellaneous – Table Throws, Power Clips, Stress Balls, Lanyards, Beach

Balls, Flying Discs, Sunglasses, Hand Fans, Stickers, Flashlights, Key Rings, Magnets, Travel accessories, Office accessories, etc.

E. Uniform Colors & Stitching: For Categories A, B and C Embroidery and / or screen colors and wording to be decided at the time of order by the County of Bergen. Vendor is responsible for obtaining the proof approval from requesting agency representative prior to production of the order.

F. Promotional Products: For Category D Embroidery, Embossing, and/ or screen print colors and wording to be decided at the time of order by the County of Bergen, Vendor is responsible for obtaining the proof approval from requesting agency representative prior to products of the order.

G. Vendor must bid on all items within those categories for which they are submitting a bid.

However, if ALL bidders do not bid on the same item, that particular item will be removed from the list and the remaining items will be used to determine the lowest responsive and responsible bidder (s).

4. TERM

The “Term” of the Agreement shall commence on or about November 6, 2025 through

November 5, 2027 with one (1) twelve (12) month renewal option. Either party may terminate the contract on the anniversary date, without cause, with thirty (30) days written notice and contractor’s/vendor’s fulfillment of all outstanding purchase orders received prior to the termination date.

5. ESTIMATED QUANTITY

The County of Bergen does not guarantee any set quantity to be ordered. No minimum order may be required by the vendor. Orders will be place by the County of Bergen on an “as-needed basis.”

6. SUBMISSION OF POST-PROPOSAL INFORMATION

Upon request by the County of Bergen, each vendor shall, within the time frame requested, submit any additional information required to evaluate a proposal, including any information on subcontractors.

7. DURATION OF OFFER

Bids submitted shall be valid for sixty (60) days following the opening date noted above. This period may be extended by mutual written agreement between the vendor and the County of

Bergen. Bids may not be withdrawn during this period.

8. RESERVATIONS

A. This bid creates no obligation on the part of the County to award a contract or to compensate a vendor for expenses.

B. The County reserves the right to award a contract based upon bids received without further negotiation.

C. The County further reserves the right to make investigation, as it deems necessary, to determine the ability of the vendor to furnish the required services. The contractor shall furnish all such requested information for this purpose if the County deems necessary.

D. The County reserves the right to reject the bid or any vendor that the County determines is unable to perform the contract.

E. The County reserves the right to reject, in whole or in part, any and all bids received; to waive minor irregularities, to negotiate in any manner necessary to best serve the public interest.

F. The County reserves the right to cancel this bid, in whole or in part, any time before the opening date.

9. FORMATION OF CONTRACT

A. The contract awarded pursuant to this bid shall be by and between the successful awarded vendor(s) and the County, and shall contain the provisions included in the bid and amendments or changes thereto.

B. Submission of a proposal in response to this bid evidences the vendors’ acceptance of Bergen

County’s terms and conditions.

(i) The County of Bergen does not guarantee a minimum purchase with any vendor or an amount under the contract.

(ii) Vendor’s terms of minimum orders charges shall not be honored by the County of

Bergen.

(iii) The County of Bergen representatives may order materials covered by the contract directly from the vendor, when and as required by telephone or electronic communications followed by the issuance of a confirming Purchase Order.

C. The provisions of the contract awarded pursuant to this bid shall be governed by the laws of New

Jersey.

10. PRICING

A. Cost Plus Pricing - Vendor should provide a cost plus percentage mark-up on the price schedule.

For the purpose of the contract related to "Cost Plus Pricing", cost is defined as the vendors wholesale cost the vendor pays the supplier for goods/services for agency orders, less applicable taxes. Cost shall also include administrative fee as per New Jersey Cooperative Purchasing

Alliance. Only cost specifically detailed in the billing statement, quote, and or invoice from the supplier will be subject to the cost plus percentage mark-up detailed on the contract. If a quote is issued, the invoice price cannot exceed the quoted price. Upon request, the vendor shall furnish a report of Cost for all quotes and invoices issued.

Example of Cost Plus Catalog

B. Any exception should be noted for any variance from the percentage markup listed for the product line. It could be either a smaller or a larger markup for certain products within the line. Vendor must include additional price information pages stating the exception discount.

C. Vendor price increases, as reflected in a newly published catalog, shall be honored. However, percentage markup offered in the bid submittal shall not change over the life of the contract (24 months). No newly published catalog prices shall take effect until or after the middle of the first contract year, beginning of the second contract year or the middle of the second contract year.

D. Vendor shall supply the County of Bergen’s Division of Purchasing with electronic catalog access. No price increases shall be retroactive from date of order. The vendor shall honor prices on orders placed prior to the County’s receipt of revised price (s).

E. Vendor submit electronic product catalog addresses on the bid table. NO flash drives, USB, discs or paper catalogs are accepted.

F. All submitted and accepted bid pricing must remain in effect for the term of the contract. Fuel surcharges or delivery fuel surcharges will not be honored from vendors’ invoices. The vendor will be paid the unit cost, plus percentage mark-up for each item purchased.

G. Percentage mark-up shall be firm for the term of the contract. Do not include sales tax on any item on the bid.

H. Catalogs must clearly identify the product name, specifications, packaging information, etc. Prices must be listed in each catalog or on an accompanying price list.

I. Vendor’s price decreases during the contract period shall be honored, as the County of Bergen shall receive the full benefit of such price reduction on any undelivered purchase orders and on any subsequent orders placed during the contract period.

J. Prices quoted shall be a firm, net exclusive of all use, sales and excise taxes and must include, inside delivery, installation and debris removed. The registered federal excise number for the

County of Bergen is IRS #22-600-2426-W.

K. Vendor must provide pricing for regular, extra-large and oversize sizes in Categories A, B and C as indicated on the Bid Pricing Table. Vendor shall also have the ability to provide a large

Item Item# Unit Cost % Markup Unit Price

Carhartt 100393 100393 $xx.xx 10 $xx.xx

Jerzees 29P Port

& Co. PC55P

264612 $xx.xx 15 $xx.xx

Red Kap PT20 15897 $xx.xx 15 $xx.xx

Jaffa, Oval

Paperweight

35322 $xx.xx 10 $xx.xx selection of Promotional Products with ample inventory to provide prompt and swift delivery, and shall include the number of items available in inventory in its proposal.

L. All items offered shall be new, first quality, industrial grade products.

M. For all categories, before award of contract, the apparent successful bidder (s) may be required to provide samples of articles to be awarded. Upon request from the County of Bergen, samples must be supplied within three (3) business days, otherwise the bid may be rejected. The samples provided must be the actual product that will be supplied if awarded the contract. The County of

Bergen will evaluate samples for compliance with specifications. Any items not meeting the specifications will be rejected and vendor will be required to provide a substitute for the same price. Upon approval of all samples, they will be maintained by the County of Bergen for the life of the contract. Any issues that arise regarding products delivered will be compared with samples. Any deviations will need to be corrected by the vendor for no charge to the County of

Bergen.

11. DELIVERY & FULLFILLMENT

A. Delivery of all orders of items in stock shall be made within fourteen (14) business days after receipt of order. Delivery and freight shall be included in pricing proposed. Delivery times of special printed items must be clearly described to the County of Bergen.

B. Notification of backorders or inability to deliver must be made immediately. Upon receipt of such notification, the County of Bergen reserves the right to cancel order without penalty or restocking fee. Delivery when promised is paramount to successful performance of the awarded contract.

C. Orders are expected to be filled at a 95% rate on a monthly average. Maintaining this fill rate is paramount to successful performance of the awarded contract. Vendor will maintain a minimum monthly average fill rate of 95%.

D. There shall be no minimum orders and no fuel surcharges.

E. All order deliveries shall contain a packing slip that shall include the County of Bergen’s purchase order, if one is used.

F. Backorders and partial fill of orders shall be noted on packing list delivered with order.

Delivery tickets shall indicate the number of cartons or packages delivered.

12. EMBROIDERY AND SILK SCREEN SERVICES

A. Vendors shall be capable of providing embroidery and silk screening services for the County of

Bergen and various using agencies logo(s) on any of the items. The County of Bergen shall supply any/all necessary artwork required for embroidery/ silk screening services.

B. Awarded vendor(s) shall contact the designated person(s) within each Department/Division for items of apparel requiring embroidery or silk screening. Electronic files will then be released.

Files may only be sent electronically in a PDF or Microsoft Word format.

C. There shall be no minimum orders for items with or without embroidery or silk screening services.

D. Thread colors for Embroidery Services and Ink colors for Silk Screen Services are to be decided at the time of order. The County of Bergen nor the NJ Purchasing Alliance Cooperative Members shall not be responsible for Vendor Overages or Errors made by the vendor at time of order placement. Vendor is responsible for obtaining the proof approval from requesting agency representative prior to production of the order.

13. AWARD

A. Contracts will be awarded based upon the brands carried, the availability of items and the vendors lowest cost plus percentage markup offered. Manufacturers will be contacted to ensure that bidders are authorized distribution agents. The County of Bergen reserves the right to accept or reject any or all bids and to award contracts in a manner in which their estimation will be in the best interest of the County of Bergen. Vendors awarded shall be paid only for actual goods and services furnished during the contract period.

B. The award of this bid will be solely based on the items listed in the catalog(s) and not the embroidery / silk screen pricing.

14. DEFAULT OR REFUSAL TO ENTER CONTRACT

In the event of default of the successful bidder or his/her refusal to enter into a contract with the

County of Bergen, the County of Bergen reserves the right to accept any other qualified bidder.