Addendum 1.pdf
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- Attached to
- Uniforms and Accessories
- Solicitation number
- 62003
About this file
This document is an addendum to a Request for Proposals (RFP) issued by the Southwest Virginia Regional Jail Authority (SWVRJA) for uniforms and accessories. The RFP requests proposals and competitive quotes for various uniform items, including pants, shirts, jackets, name tags, polo shirts, pocket t-shirts, and hats. The SWVRJA estimates annual quantities for these items, ranging from 45 pocket t-shirts to 1,050 uniform pants and shirts. Proposals must be submitted by 2:00 PM EST on April 30, 2024. The addendum provides responses to vendor questions, including information about previous contracts, on-site fittings, bidding requirements, and acceptable product substitutions. It also clarifies the SWVRJA's requirements for the replacement of a discontinued hat style and the provision of patches by the awarded vendor.
Regarding pricing, the SWVRJA specifies net 30 payment terms. There is no standard pricing page for vendors to use, and the SWVRJA states that vendors do not have to bid on all items to be eligible for award. The addendum also notes that if a vendor suggests an alternate item and it is awarded, the vendor will be required to conduct on-site fittings to ensure employees order the proper sizes.
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Bristol
Buchanan P. O. Box 279
Dickenson Meadowview, VA
Lee 24361
Norton Phone
Russell (276) 739-3520
Scott Fax
Smyth (276) 739-3534
Tazewell
Washington Stephen O. Clear
Wise Superintendent
April 17, 2024
ADDENDUM NO. 1 TO ALL PROPOSERs
Request for Proposals
RFP 62203 Uniforms and Accessories
Closing Date: Tuesday, April 30, 2024 at 2:00PM
Please see the answers below to the questions received.
1. Please provide the previous tabulation, if available.
See attached. The hats have not previously been under contract.
2. If the bidder could provide the entire size run for the pants and shirts for fitting purposes, could the requirement for on-site fittings be waived?
The only way that on-site fittings can be waived is if all of the previous items are bid and awarded. If an alternate is suggested and awarded, then on-site fittings will be required.
3. Is it necessary to bid on all line items to qualify?
No
4. The Flying Cross Pant Deluxe Tactical Pant (39330) only goes up to size 56 in men’s sizes. Are you okay with that, or would you like me to find a similar pant that goes up to 60?
Yes. We are okay with the Flying Cross Pant Deluxe Tactical Pant (39330) being only available in men’s sizes up to size 56. You may also offer an alternate brand that goes up to a size 60.
5. I couldn’t find anyone with #322 hat inventory so I reached out to Richardson.
The 322 has been discontinued. There are thousands of possibilities out there that meet some of your criteria. Can you prioritize what you are looking for so we may suggest the best substitute?
The following is the hat to replace the Richardson 322:
Richardson 325 Washed Chino Sandwich Visor Cap
Item # 325
Color Black with white stitching
Material Heavyweight Chino Cotton Twill
Visor Precurved
Sweatband Cotton
Shape Relaxed Unstructured
Fit Adjustable Hook-and-Loop
Pricing shall include SWVRJA embroidered in 1" font on front of cap.
Embroidery colors shall be white on a large number of caps and gold on a small number.
Item will be ordered on an as needed basis.
Vendors may submit alternate items that meet or exceed the specifications of the items listed above.
6. Do vendors have to bid on all items to be eligible for award?
No.
7. Can you elaborate on “the selected vendor shall have a representative on-site to fit employees to ensure that employees order the proper size”? How soon after the award will this take place?
If a bidder suggests an alternate item and that item is awarded, then the bidder is required to fit the employees to make sure that the correct sizes are ordered. This will need to take place very soon after award. If the bidder bids the same items that the SWVRJA currently uses, then on-site sizing may not be required.
8. Instead of an in-person fitting for all 450 employees, can vendors send size charts for all items?
Please see response to number 7.
9. Can vendors submit proposals online via email instead of mailing in?
No. All proposals must be submitted in a sealed envelope and mailed to the address provided in the RFP. Proposals must be received absolutely no later than 2pm EST on April 30, 2024.
10. Can you confirm that if vendors are bidding on the items requested (no alternatives) then samples are not required?
If the bidder submits a bid for all previous items, then samples will not be required.
If the bidder offers a substitute item, then samples are required.
11. What are your payment terms (net 15, net 30, etc)?
Net 30
12. Can you please provide the brand and style of each patch so we can maintain the same quality and look for the uniforms?
As stated in the RFP, the awarded vendor will provide the patches. Please see the attachment entitled “Embroidery and Screen Printing Examples” that was previously attached with the RFP.
13. Can you please provide an estimated annual quantity for all items?
Approximately 1050 per year for the uniform pants and shirts.
Approximately 180 jackets per year.
Approximately 180 name tags per year.
Approximately 75 of all polo shirts per year.
Approximately 45 pocket t-shirts per year.
Approximately 1050 hats per year.
14. Is there a standard pricing page that all vendors will use to submit pricing?
No. There is no standard pricing page.
Note: A signed acknowledgement of this addendum must be received attached to your proposal prior to the proposal due date and hour. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal document must be signed.
Name of Firm
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Date
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