Band Uniforms RFP - Oct 2023.pdf

PLYMOUTH-CANTON

COMMUNITY SCHOOLS

REQUEST FOR PROPOSALS

Marching Band Uniforms

FOR

PLYMOUTH-CANTON COMMUNITY SCHOOLS

PROPOSAL DUE:

Monday, November 13, 2023 at 2:00 PM EST

REQUEST FOR PROPOSAL (“RFP”)

INVITATION TO BID

Purchase of Marching Band Uniforms

Bids are being solicited for the purchase of one hundred fifty-five (155) uniforms for performers and three (3) uniforms for drum majors. The following outlines the general and specific conditions, specifications, and other data necessary to respond to this bid. All invitations to bid issued by Plymouth-Canton Community Schools will bind bidders to the conditions and requirements set forth in these general conditions, and such conditions shall form an integral part of each purchase contract awarded.

Instructions to Bidders

All bid responses must be submitted by Monday, November 13, 2023, no later than

2:00 PM EST in accordance with forms provided by Plymouth-Canton Community School.

Please submit two sealed hard copies of the bid response, including the completed Price Bid Sheet, Familial Disclosure Affidavit & Iran-Linked Business Affidavit forms included in this packet. The sealed bid is to be time-stamped in the Business Office no later than Monday, November 13, 2023, at 2:00 PM EST. The outside of the envelope must include the bid title, due date and time, and be addressed as follows:

Plymouth-Canton Community Schools

ATTN: PURCHASING COORDINATOR/KENETRA TISBY

454 S HARVEY ST

PLYMOUTH, MI 48170

All bids received after the date and time stated above will not be considered and will be returned to the bidder unopened. The bidder assumes the risk of any delay in the mail or in the handling of the mail by employees of Plymouth-Canton Community Schools. Whether sent by mail or means of personal delivery, the bidder assumes responsibility for the bid to arrive on time and at the place specified.

Pieces and information required, except the signature of the bidder, should be typewritten. Illegible or vague bids may be rejected. All signatures must be written.

Copied, printed, or typewritten signatures are not acceptable.

The response to the bid must be prepared simply and provide a concise description of the bidder’s ability to meet the requirements. Plymouth-Canton Community Schools reserves the right to request clarification of responses received and/or to conduct interviews with any and all bidders.

The submission of a bid will be construed to mean that the bidder is fully informed as to the extent and character of the supplies, materials, equipment, or service required, and a representation that the bidder can furnish the supplies, materials, equipment, or service satisfactorily in complete compliance with the specifications.

Samples are encouraged but not required with bid submission.

Plymouth-Canton Community Schools reserves the right to use any and all concepts presented in any reply to obtain the most beneficial and effective contract.

Selection or rejection of submittal does not affect this right.

Plymouth-Canton Community Schools shall have the right to waive any informality or irregularity in any bid proposal received and to accept bid proposals which, in its judgment, are in its own best interest, which includes not awarding to the low bidder. Plymouth-Canton Community Schools reserves the right to accept or reject any bid proposal in its sole discretion except where otherwise provided by law and to make the award in any manner deemed to be in the best interest of the school board.

Bids are considered irregular and may be rejected for any of the following reasons:

● The bid proposal forms furnished are not used, altered, or incomplete

● There are unauthorized additions, qualifications, conditions, or irregularities of any kind which may make the bid incomplete, indefinite, or ambiguous as to its meaning.

● The bidder adds any provisions reserving the right to accept or reject any awards of contract.

● If unit prices or alternates contained in the bid schedule are obviously unbalanced either in excess of, or below, reasonable cost analysis values.

● Bidder’s lack of expertise as shown by past work and judged from the standpoint of workmanship and performance history or past references.

● If any pertinent instructions to bidders are not fully complied with.

Notwithstanding any other provisions of this invitation to bid, Plymouth-Canton

Community Schools expressly reserves the right to

● Waive any insignificant defect or informality in any proposal/quotation procedures.

● Make all decisions, without limitation, as to whether a proposal does or does not comply with the requirements of this invitation to bid

● Accept, reject, or negotiate terms of any proposal, or any parts thereof, for the purpose of obtaining the best and final offer. During this period, Plymouth-Canton Community Schools will not disclose any information derived from proposals submitted or from discussions from other suppliers.

● Only the Business Office is authorized to negotiate on behalf of Plymouth-

Canton Community Schools with respect to this invitation to bid.

● Re-issue a bid proposal or cancel the proposal process.

Bids will be opened in the Board of Education Office of Plymouth-Canton Community Schools, 454 S. Harvey Street, Plymouth, MI 48170 on Monday, November 13, 2023 at 2:00 PM EST. No recommendation for the award will be made at this time.

Contract Award

Awards will be made to the lowest responsible bidder, as will best promote the public interest. Specific factors to be considered in awarding the bid include but are not limited to

● Reliability

● Pricing

● Quality and conformance to specifications

● Terms of Payment

● Ability to meet delivery/order lead time schedules (determined primarily through references)

It is the intent of Plymouth-Canton Community Schools to award the agreement to the lowest responsive and responsible bidder, provided the bid proposal has been submitted in accordance with the requirements of the bidding documents and does not exceed the funds available.

The submission of comparable alternates will be accepted and reviewed. However, if any substitution or departure is not clearly noted and described, it will be understood that the bid intends to exactly meet the specifications. The Board of Education shall be the sole judge as to whether the proposed goods are “equal” or

“approved”. The Board of Education reserves the right to accept or reject any or all bids or to split the awards by item.

Plymouth-Canton Community Schools reserves the right to make awards within sixty (60) days after the date of the bid opening during which period bids may not be withdrawn unless the bidder distinctly states in the bid that acceptance thereof must be made within a shorter specified time.

General Terms and Conditions

Confidentiality

All information provided through this request and the ensuing process will be held in confidence and will not be revealed nor discussed with any competitor until the final execution of the purchase order. At that time, all documents of this process shall become public (excluding proprietary or financial information as determined by Plymouth-Canton Community Schools regardless of statements contained within the submittal to the contrary). Furthermore, all material submitted shall become the property of Plymouth-Canton Community Schools and may be returned only at Plymouth-Canton Community Schools’ option.

Contract

The placing in the mail of a notice of award or purchase order to a successful bidder to the address given in the bid will be considered sufficient notice of acceptance of the contract.

Upon entering into a contract with Plymouth-Canton Community Schools, the successful supplier(s) shall not assign or delegate any obligation to another supplier(s) without the written consent of Plymouth-Canton Community Schools. All subcontractors supplying products must be identified within the bid response including name, address, phone number, and products to be supplied.

If the supplier(s) fail to deliver within the time specified, or within a reasonable time as interpreted by Plymouth-Canton Community Schools or fails to make replacement of rejected articles, when so requested, immediately or as directed, Plymouth-Canton Community Schools may purchase from other sources to take the place of the item rejected or not delivered. Plymouth-Canton Community Schools reserves the right to authorize immediate purchase from other sources against rejections on any contract when necessary. On all such purchases, the supplier(s) agrees to reimburse Plymouth-Canton Community Schools promptly for excess costs occasioned by such purchases. Should the cost be less, the supplier(s) shall have no claim to the difference. Such purchases will be deducted from the contract quantity.

Supplier(s) must provide the products bid. Substitutions for the convenience of the supplier(s) will not be accepted and will be cause for termination of the contract or re-submission of the bid. Products discontinued by the manufacturer, supplanted by improved formulations, or in tight supply due to market conditions will not apply, but will only be accepted upon notification to Plymouth-Canton Community Schools.

Guarantees

The successful bidder guarantees the bidder’s products against defective materials or workmanship and to repair or replace any damages or marring occasioned transit.

Indemnification and Hold Harmless Agreement

Bidder agrees to accept responsibility for loss or damage to any person or entity and to defend, indemnify and hold harmless and release Plymouth-Canton

Community Schools, and its officers and employees from actions, claims, damages, disabilities, or the cost of litigation that are asserted by any person or entity to the extent arising out of the negligent acts or omissions or willful misconduct in the performance by the bidder hereunder, whether or not there is concurrent negligence on the part of the Plymouth-Canton Community Schools, but excluding liability due to the active negligence or willful misconduct of the Plymouth-Canton Community Schools. This indemnification obligation is not limited in any way by any limitation on the amount or type of damages or compensation payable to or for nidder or its agents, under workmen’s compensation acts, disability benefits acts or other employee benefits acts.

Specific Terms and Conditions

Background

P-CCS has an educational park with three high schools on one campus. One marching band represents the three high schools. Our goal is a uniform that can showcase each high school separately but also has one unified look. We request that each item be priced separately.

Uniform Specifications

One hundred fifty-five (155) uniforms for performers and three (3) uniforms for drum majors. The uniforms need to include the following items:

Overall Design Information - BASE

● The Main Uniform: will include one jacket, one pair of bibbers, and one shako and the interchangeable pieces listed. The jacket, bibbers and shako will coordinate with the interchangeable pieces to represent each high school as well as our unified look. Colors may include, but will not be limited to black, gray, and yellow.

○ Jacket: shall be wearable outdoors in extreme temperatures and must include the following:

■ Removable sleeves that allow the use of performance shirts underneath

■ Durable back zipper

■ Ability to be altered for sizing without affecting uniform design

■ All trim, including the band logo, must be sewn or embroidered

○ Bibbers: shall be wearable without jacket/vest and must include the following:

■ Stirrups

■ Adjustable shoulder straps - plastic

■ Durable front zipper

■ All trim must be sewn or embroidered

■ Option to include a removable drop sash

■ Gender specific sizes

○ Shako: must be able to add shako wraps and include the following:

■ Visor

■ Internally adjustable for size

■ Buttons are sewn on (not printed)

■ Chin strap

■ Use a centered plume

● The Interchangeable Uniform Kit: will include performance shirts, plumes, shako wraps, gauntlets, baldrics and removable drop sashes. These pieces will be worn with our main uniform and must all be interchangeable and removable.

○ Performance Shirts: each uniform kit includes four long sleeved shirts

■ Unified competition shirt

■ Multi-colored, design TBD

■ One for each high school (highlight colors of red, blue, gray)

■ Wearable with and without jacket/vest

○ Plumes: each uniform kit includes four plumes

■ 14-inch

■ Standing

■ Will match the performance shirt(s)

○ Shako Wraps: each uniform kit includes four wraps

■ Multi-colored, design TBD

■ Will match the performance shirt(s)

○ Gauntlets: each uniform kit includes four sets

■ Will match the performance shirt(s)

■ All trim, including buttons, must be sewn or embroidered

○ Baldric: each uniform kit includes four baldrics

■ Must be removable from uniform

■ All trim must be sewn or embroidered

○ Drop Sash: each uniform kit includes four drop sashes

■ Must be removable from uniform

■ All trim must be sewn or embroidered.

Overall Design Information - ALTERNATIVES - Must include all other descriptions as listed in Base main uniform description

■ The Main Uniform - Jacket - Alternatives

○ Jacket: with sleeves permanently attached - shall be wearable outdoors in extreme temperatures and must include the following:

■ Durable back zipper

■ Ability to be altered for sizing without affecting uniform design

■ All trim, including the band logo, must be sewn or embroidered

○ Vest: (no sleeves) - to be worn with performance shirt underneath -shall be wearable outdoors in extreme temperatures and must include the following:

■ Durable back zipper

■ Ability to be altered for sizing without affecting uniform design

RFP should include following:

● All trim, and/or buttons on jacket/vest, bibs, shako, gauntlet, baldrics, and drop sashes must be sewn or embroidered

● The ability for the uniform to be altered for sizing without changing/affecting the design

● Cleaning method of uniform

● Type of fabric and trims used

● Garment material for consideration of the following:

○ Stain-resistance

○ Fade-resistance

○ Overall wearability including extreme temperatures

○ Moisture wicking capability

○ Anticipated lifespan

● Process and timeline to purchase additional or replacement pieces in the future

● Whether garment bags and shako boxes are included

● Warranty

● Design process and timeline

● Specify shipping details including, but not limited to, FOB

Pricing Structure

Michigan state sales and use taxes and federal excise taxes do not apply. Prices shall be net and not include the amount of any such tax. Exemption certificates will be furnished upon request.

Prices shall be net and include all freight and miscellaneous charges fully prepaid by the successful bidder, including, but not limited to, shipping, handling, delivery, and fuel charges.

Prices shall be the net including design.

Alternates

Supplier shall make every attempt to bid as per the specifications. In the event that a particular item must be bid differently from the specifications, the bidder shall clearly indicate such on the bid form. In the event that a supplier wishes to bid a voluntary alternate in addition to the base bid (and as a cost savings consideration for the district), such alternates shall be submitted with the bid, on separate sheets, and labeled as such, with a brief description of the differences and rationale. Such proposals will be accepted and reviewed. However, if any substitution or departure is not clearly noted and described, it will be understood that the bid intends to exactly meet the specifications.

Inquiries & Questions

Please direct all inquiries, requests for information, or interpretations relating to this bid to kenetra.tisby@pccsk12.com