CW23027 Correctional Clothing Rebid Publication.pdf

OKLAHOMA COUNTY

ON BEHALF OF OKLAHOMA COUNTY

CW23027B CORRECTIONAL CLOTHING REBID

SOLICITATION TYPE

(ITB) Invitation to Bid

Solicitation Issue Date: July 19, 2022 Questions Due Date & Time: August 1, 2022 by 5:00PM CST Bid Due Date & Time: August 12, 2022 by 12:00PM CST Contract Period: Date of Award through June 30, 2023

***Bids are due August 12, 2022 before 12:00 PM. Bids will be opened at the next regularly Board of County Commissioners Meeting. ***

Return SEALED BID To:

Oklahoma County Clerk’s Office Attn: SEALED BID – CW23027B Correctional Clothing Rebid

320 Robert S. Kerr, Suite 203 Oklahoma City, OK 73102

Bidder’s FEI/SSN:___________________________

Company:_________________________________

Address:__________________________________

Contact name: ____________________________

Phone Number: ____________Fax No._________

Email Address: ____________________________

SHIP TO ADDRESS/PLACE OF PERFORMANCE:

County Wide

Contact Information Purchasing Agent: Ashley McMichael, CPO

Phone Number: 405.713.1488 E-mail: purchasing@oklahomacounty.org mailto:purchasing@oklahomacounty.org

OKLAHOMA COUNTY

NON-COLLUSION AFFIDAVIT FORM

REQUIRED FOR COMPETITIVE BID

Date: July 19, 2022 Bid/RFQ #: CW23027B Description: Correctional Clothing Rebid

I, the undersigned of lawful age, being first duly sworn on oath say that he (she) is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with any County Official or employee as to quantity, quality or price in the prospective contract or any other terms of said prospective contract; or in any discussions between bidders and any County Official concerning exchange of money or other thing of value for special consideration in the letting of a contract.

No person, firm or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, and corruption or sales to the State or to any of its political subdivisions may make sale of real or personal property to Oklahoma County.

Affiant further states that full payment shall be made of all indebtedness incurred by such contractor or his subcontractor who performs work in performance of any contract using labor, and or materials or repairs to and parts for equipment used and consumed in performance of a contract with Oklahoma County. False execution of this affidavit shall constitute perjury and is punishable as provided by law.

Company Name: ________________________________________________________________ Bidder’s Name and Title (Type or Print): ______________________________________________

Bidder’s Signature: ____________________________________________Date: _____________

NOTARY PUBLIC (or CLERK or JUDGE)

Subscribed and sworn before me this ________ day of _____________________, 20 _________ My Commission Expires My Commission No. is

Based on S.A.&I. Form 1-0425 (2000)

Based on S.A&I. Form 1-4001 (2005) Revised form for Oklahoma County approved by S.A&I. August 19, 2002

AFFIDAVIT FOR CONTRACTS AND PAYMENTS

STATE OF OKLAHOMA )

) SS

COUNTY OF OKLAHOMA )

The Undersigned (Architect, Contractor, Supplier or Engineer), of lawful age, being first duly sworn, on oath states that this contract is true and correct, and that the Affiant is the _____________________(title) for _____________________________(name of contractor), and that the affiant is authorized by the Contractor to sign this Affidavit and thereby bind both the Affiant and the Contractor.

Affiant further states that the (work, services or materials) will be (completed or supplied) in accordance with the plans, specifications, orders or requests furnished the Affiant. Affiant further states that (s)he has made no payment directly or indirectly to any elected official, officer or employee of the State of Oklahoma, any county or local subdivision of the state, of money or any other thing of value to obtain or procure the contract or purchase order.

That the Affiant understands and agrees that the Affiant, by signing this Affidavit under oath, hereby represents and warrants that the Contractor is in compliance with Resolution No. 279-99 adopted by the Board of County Commissioners of Oklahoma County [(the “Board”)] on 10-4-99, which provides that no officer or employee of Oklahoma County, whether hired, elected or appointed, shall be interested, directly or indirectly, in any contract for services, work materials, supplies or equipment, or the profits thereof, or in any purchase made for or sales made by, to or with Oklahoma County, AND ALL SUCH CONTRACTS IN VIOLATION OF SUCH RESOLUTION SHALL BE ABSOLUTELY VOID; provided, however, the following shall not be in violation of such resolution: (a) contracts entered into by the Board with publicly held corporations; or (b) contracts entered into by the Board that arise from settlements or arrangements of claims or lawsuits brought by or against Oklahoma County that are being prosecuted or defended by the office of the District Attorney; (c) the depositing of funds or contracts for the depositing of funds in a bank or other depository; or (d) contracts entered into by the Board with an individual or organization that is the only reasonably available source for the work, services, or materials sought by the Board.

Business name of Contractor, Architect, Supplier or Engineer

By____________________________________________________

Printed Name of Affiant: __________________________________ Individually and on behalf of the Contractor

NOTARY PUBLIC (or CLERK or JUDGE) Subscribed and sworn before me this ________ day of _____________________, 20 __________ My Commission Expires My Commission No. is

Note: 62 OKL.ST.ANN. §§ 310.9 (B), authorizes counties executing more than one contract, exceeding $25,000.00 during the fiscal year, with an Architect, Contractor, Engineer or Supplier of Construction Materials to accept one affidavit applying to all work, services, or materials completed or supplied under the terms of awarded contracts, or which are needed on a continual basis; such affidavit to be in lieu of all individual affidavits for each invoice submitted in relation to such contract.

OKLAHOMA COUNTY PURCHASING

CONFLICT OF INTEREST FORM

Date: July 19, 2022 Bid/RFQ #: CW23027B Description: Correctional Clothing Rebid

I certify that neither I, nor my immediate family, to the best of my knowledge, possesses any financial interest whatsoever with any employee, officer, or agent of Oklahoma County which is in any way involved in this solicitation. Should any employee, officer, or agent of Oklahoma County in which I or my immediate family have a financial interest, receive quotes or proposals, I will reveal immediately such interest to the Director of Purchasing. Further, I acknowledge my obligation to disclose in like manner any friendships; family or social relationships; past, present, or planned employment relationships, or any other type of relationship, such as housing or transportation arrangements, which might be perceived as compromising the independent judgment in connection with this solicitation.

Date: ______________ Signature__________________________________________________

Name and Title: ________________________________________________________________

SECTION 1 GENERAL PROVISIONS

1. Explanation to Bidders.

Bidders who need clarification shall contact the Purchasing Agent shown on the ITB/RFP. Oral explanations or instructions given before award of a bid will not be binding. Any information given a bidder concerning a solicitation will be provided promptly to all other bidders as an amendment, if that information is necessary in submitting bids or if the lack of it would preclude other bidders.

2. Type of Solicitation.

This is a firm fixed price for the items specified.

3. Preparation of Bids.

a. Bidders are expected to examine the solicitation, statement of work, instructions, and all amendments. Failure to do so will be at the bidder’s risk.

b. Each bidder shall provide the information required by the solicitation. Bids shall be typewritten or written in ink, notarized with original signatures. Penciled bids, faxed or emailed bids will not be accepted. The person signing the bid shall initial erasures or other changes.

c. Each bidder may submit a CD/DVD/USB containing their bid documents so long as the bid documents include signatures and notary where indicated. The CD/DVD/USB must be submitted in the same manner as a traditional hard copy, in a sealed envelope and labeled correctly as indicated in Section 3.1(2)(c).

d. Bid price shall be entered on the form provided or a copy thereof.

e. If supplier wishes to bid “all or none” this must be clearly shown on the bid.

f. Recipients of this solicitation not responding with a bid shall return only the front sheet annotated with “no bid”, their company name and address.

4. Changes.

No alteration in any of the terms, conditions, price, quality, scope, or specification of this solicitation will be effective without written consent of the Purchasing Agent or appropriate Purchasing Officer.

5. Amendments to Invitation to Bid.

a. If this solicitation is amended, then all terms and conditions, which are not modified, remain unchanged.

b. Bidders shall acknowledge receipt of any amendment to this solicitation by signing and returning the amendment form. County Purchasing Department must receive the acknowledgement by the opening time and date specified for receipt of bids.

6. Rejection.

All items acquired herein are subject to approval by the County. Any rejection of services and remedy thereof, resulting because of nonconformity to the terms and specifications of this solicitation, will be at the Vendor’s risk and expense.

7. Oral Agreements.

No oral statement of any person shall modify or otherwise affect the terms, conditions, or specifications stated in the solicitation. All modifications to the solicitation must be made in writing by the County Purchasing Department.

8. Bid Compliance.

The County reserves the right to reject any bid that does not comply with the requirements and specifications of the solicitation. A bid shall be rejected when the bidder imposes terms or conditions that would modify requirements of the solicitation or limit the bidder’s liability to the County.

9. Evaluation and Award.

The County shall evaluate bids in response to this solicitation and will award to the lowest responsible bidder.

a. The County shall evaluate bids in response to this solicitation and shall award to the responsible bidder whose proposal is most advantageous to the program, with price and other factors considered; and

b. Evaluation criteria may include, but is not limited to the operational cost to the County, quality and/or technical competency, delivery and/or implementation schedule, maximum facilitation, data exchange and/or integration, vendor stability, best solution to proposed planning documents and/or strategic program, vendor experience, vendor prior performance, vendor expertise with similar scope, extent and quality of proposed participation and acceptance of all user groups, proven methodology and tools, innovative use of current technologies and quality results by vendor.

c. The County must award only to responsible bidders possessing the ability to perform successfully under the terms and conditions of a proposed procurement. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.

d. This solicitation will not and does not include any state or local geographic preference for local contractors

e. The County may (1) reject any or all bids, (2) accept other than the lowest bid, and (3) waive informalities or minor irregularities in bids received.

f. The County reserves the right to accept by item/category, group of items/categories, or by the total bid.

g. The County may make multiple awards for the same or similar items to two or more sources under this solicitation.

10. Notice of Award.

A notice of award letter signed by the Oklahoma County Commissioners will be furnished to each successful bidder. The award notice is ONLY a notice to the successful bidder(s). No work must be performed without a purchase order being issued by Oklahoma County.

11. Invoicing Instructions.

a. The invoice shall state the name and address of the firm and shall be sufficiently itemized to clearly describe each item purchased, the unit price when applicable, the number or volume of each item purchased, the total purchase price, purchase order number, and the date of the purchase.

b. The vendor shall be paid upon submission and approval of proper invoices at the prices stipulated within the awarded bid. Invoices shall contain the purchase order number. Failure to follow these instructions may result in delay of processing invoices for payment.

c. Oklahoma County payment terms are Net 30 days from receipt of invoice, after services are rendered.

12. Identification.

All invoices, instruction manuals, and other written documents in relation to this solicitation shall contain the applicable purchase order number.

13. State and Federal Taxes.

Purchases made by the County are exempt from State Sales Taxes (68 Okla. Stat. 71&23532) and from Federal Excise Taxes (Chapter #32 of the Internal Revenue Code). These taxes should not be included in price quotation. Exemption certificates will be furnished upon request.

14. Brand Name or Equivalent When a brand is named in the solicitation it shall be construed solely for the purpose of indicating the standards of quality, performance, or use desired. Brands of equal quality, performance, and use shall be considered, provided vendor specifies the brand and model and submits descriptive literature when available. Any bid containing a brand, which is not of equal quality, performance, or use specified shall be represented as an alternate and not as an equal.

15. FOB Destination and Shipping Instructions.

Unless otherwise specified, all goods are to be shipped pre-paid, F.O.B. Destination. F.O.B. Destination shall mean delivered to the receiving dock or other point specified in the purchase order. The County assumes no responsibility for goods until accepted at the receiving point in good condition. Title and risk of loss or damage to all items shall be the responsibility of the awarded supplier until accepted by the ordering agency. The successful supplier shall be responsible for filing, processing and collecting all damage claims.

16. Delivery.

For any exception to the delivery date as specified on this order, vendor shall give prior notification and obtain written approval thereto from the Purchasing Agent or appropriate buyer with respect to delivery under this award. Time is of the essence and the order is subject to termination for failure to deliver as specified and/or appropriate damages.

17. Prompt Payment Discounts.

Discounts for prompt payment will not be considered in the evaluation of bids. However, any discount offered will be annotated on the award and may be taken if payment is made with the discount period.

18. Warranty.

a. The successful bidder agrees that the supplies or services furnished under this award shall be covered by the most favorable commercial warranties the Supplier gives to any customer for such supplies or services; and rights and remedies provided herein are in addition to and do not limit any rights afforded to Oklahoma County by any other term of this bid.

b. Vendor warrants that articles supplied under this order conform to specifications herein and are fit for the purpose for which such goods are ordinarily employed except that if a particular purpose is stated, the material must then be fit for that particular purpose.

19. Usage Reports: Awarded vendors must submit quarterly usage reports. Reports shall provide the total dollar amounts sold to all Oklahoma County departments. Reports shall be submitted quarterly regardless of quantity. Usage reports shall be delivered to Oklahoma County Purchasing Department, 320 Robert S. Kerr, Suite 117, Oklahoma City, OK 73102, within 30 calendar days upon completion of performance quarter period cited below. Quarterly reporting periods shall be as follows:

January 1 through March 31 April 1 through June 30

July 1 through September 30 October 1 through December 31

Failure to provide usage reports may result in cancellation or suspension of award.

***Usage reports apply only to county-wide solicitations.

20. No Conflicts Provision: The Contractor, by signing this bid/proposal, hereby represents and warrants that the Contractor is in compliance with Resolution No. 279-99 adopted by the Board of County Commissioners of Oklahoma County (the "Board") on October 4, 1999, which provides that no officer or employee of Oklahoma County, whether hired, elected or appointed, shall be interested, directly or indirectly, in any contract for services, work, materials, supplies or equipment, or the profits thereof, or in any purchase made for or sales made by, to or with Oklahoma County, AND ALL SUCH CONTRACTS IN VIOLATION OF SUCH RESOLUTION SHALL BE ABSOLUTELY VOID; provided, however, the following shall not be in violation of such Resolution:

a. contracts entered into by the Board with publicly held corporations; or

b. contracts entered into by the Board that arise from settlements or arrangements of claims or lawsuits brought by or against Oklahoma County that are being prosecuted or defended by the office of the District Attorney;

c. the depositing of funds or contracts for the depositing of funds in a bank or other depository; or

d. contracts entered into by the Board with an individual or organization that is the only reasonably available source for the work, services, or materials sought by the Board.

SECTION 2 PURCHASING AND BID REGULATIONS

1. Vendors wishing to do business with the County should be included on the “Bidder List” maintained by the Purchasing Department. All vendors are eligible for consideration.

2. Vendors wishing to be added to Oklahoma County’s “Bidder List” can subscribe via e-mail at purchasing@oklahomacounty.org.

3. Removal from “Bidder List”

a. Removal or Suspension.

The Purchasing Agent may remove any vendor on the “Bidders List” for such period of time as is deemed necessary by the Purchasing Agent.

b. Cause for Removal or Suspension.

The following shall be deemed sufficient grounds for removal, suspension or cancellation of award.

1. Three (3) consecutive failures to respond to the Notice to Bid.

2. Failure to post satisfactory performance bond when required.

3. Consistent failure to conform to bid award specifications.

4. Failure to make timely delivery.

5. Failure to keep bid firm for the time specified on the Notice to Bid.

6. Collusion with others to restrain competitive bidding.

7. Bankruptcy or other evidence of insolvency of the bidder.

8. Giving false or misleading information to register or to submit a bid.

9. Any violation of these rules and regulations or other evidence indicating the vendor is no longer qualified to do business with the County.

4. Notice of removal or suspension may be appealed in writing within ten (10) working days after notice of removal or suspension.

2.1 BID REGULATIONS

1. Bid Form Requirements mailto:purchasing@oklahoma

a. Submitted bids shall be in strict conformity with the instructions to bidders and shall be submitted on the approved form. All bids, quotations, and proposals shall be typewritten or written in ink.

Any corrections to this instrument shall be initialed in ink.

b. This form must be made out in the name of the bidder and must be properly executed by an authorized person, in ink, and notarized with full knowledge and acceptance of all its provisions.

c. Bids and any bid amendments thereto shall be submitted in a single envelope, package, or container and shall be sealed. The name and address of the bidder shall be inserted in the upper left corner of the single envelope, package, or container. BID NUMBER AND BID OPENING DATE

MUST APPEAR ON THE FACE OF THE SINGLE ENVELOPE, PACKAGE, OR CONTAINER AND MUST

BE IDENTIFIED AS “SEALED BID”.

2. Bid Contents

a. Entire Agreement. The General Terms & Conditions of this solicitation, together with the specifications and any other documents made a part of the bid package, shall constitute the entire agreement between the parties.

b. Amendments. An amendment will be issued for any changes or waivers of specifications, terms, or conditions of a bid. This amendment must be issued by the County Purchasing Department.

c. Offer Firm for Thirty Days. Bid prices will be firm until approved by the Board of County Commissioners or for thirty (30) calendar days from the bid opening date.

d. Unit and Total Prices. Prices per unit should be clearly shown and extended. Bidder guarantees the unit price to be correct.

e. Alternate Bids. An alternate bid may be considered when accompanied by complete specifications and pertinent information.

f. Non-Acceptance of Split Award - “All or None Bid”. The Board reserves the right to make an award to items or groups of items listed on a bid. If the vendor wishes to bid All or None this must be stated on the bid.

3. Bid Security. When the bidder makes a deposit, it is a guarantee that, should they be the successful bidder, they will perform in accordance with the terms and conditions specified.

a. This security may be in the form of a certified check or cashier’s check, a bid bond or performance bond.

b. Bid security may be required for out-of-state bidders, service contract bidders and other special circumstances as needed by the County.

c. When bids requiring security are opened, a record will be kept by the County. All bidders will receive their deposit back after compliance by the successful bidder.

2.2 SUBMISSION REGULATIONS

1. Sealed Envelope. Bids must be submitted in a single envelope, package, or container and shall be sealed.

The name and address of the bidder shall be inserted in the upper left corner of the single envelope, package, or container. BID NUMBER AND BID OPENING DATE MUST APPEAR ON THE FACE OF THE SINGLE ENVELOPE, PACKAGE, OR CONTAINER AND MUST BE IDENTIFIED AS “SEALED BID”. See illustration.

Oklahoma County Clerk’s Office

Attn: SEALED BID 320 Robert S. Kerr, Suite 203 Oklahoma City, OK 73102

Bid #________________________ Bid Due Date______Time_______

2. Where to Submit. Bids are to be mailed or submitted to the Oklahoma County Clerk’s Office, ATTN:

SEALED BID, 320 Robert S. Kerr, Suite 203, Oklahoma City, OK 73102 between the hours of 8:00 AM and 4:00 PM (Central Local Time) Monday through Friday excluding County observed holidays.

3. Change or Withdrawal of Bid. A bid may not be changed or withdrawn after is has been received unless changes are to be made by submission of a substitute bid or a letter may be submitted to the Purchasing Agent withdrawing a bid before the bid due date which will be returned to the vendor.

4. Late Bids. By definition, local time is the time clock located in the Oklahoma County Clerk’s Department and is synchronized with the County’s computer system. The time/date clock in the Oklahoma County Clerk’s Department shall be the official time of receipt. Bids received after the due date & time listed on the solicitation will be rejected. Late bids shall not be accepted. Late bids will be returned to the vendor unopened.

5. Rejected Bids. Any bid which does not meet the requirements or specifications of the solicitation or is unsuitable for the intended use, or does not comply with these rules and regulations may be rejected.

The County Commissioners reserve the right to reject any or all bids when such is deemed in the best interest of the County.

2.3 TERMINATION REGULATIONS

Subject to the provisions below, the award derived from this Invitation to Bid or Request For Proposal may be terminated by either party upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this award may be extended upon written approval of the County until said work or services are completed and accepted.

1. Termination of Convenience

This award shall be considered to be in force until the expiration date or until 30 days after notice has been given by either party of its desire to terminate.

2. Termination for Default Termination by the County for cause, default, or negligence on the part of the Bidder shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination for Cause.

3. Termination Due to Unavailability of Funds in Succeeding Fiscal Years When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal year, the award shall be cancelled and the County will not be obligated to pay the Contractor for any amount past the date of notification of termination. The County shall have sole discretion to cancel said award based on non-appropriation of funds for whatever reason.

4. Immediate Termination Immediate termination shall be administered when violations are found to be an impediment to the function of the County and detrimental to its cause, or when conditions preclude the 30 day notice.

2.4 PROTEST REGULATIONS

A supplier shall submit written notice to the Purchasing Director of a protest of an award by the county within ten (10) business days of award. The supplier protest notice shall state all facts and reasons for protest.

CHANGES TO SUBMISSION PROCEDURES

Bids must follow these strict guidelines or will be at risk of rejection:

*Bids must be labeled correctly to be processed timely. See Submission Procedures outlined on pages 9 and 10 of Submission Regulations for clarification.

*Bids must be received on or before the specified due date and time. Bids will be time-stamped.

*Please note we are experiencing extraordinary delays with the mail system.

Vendors are encouraged to contact the Purchasing Agent listed on the solicitation with any questions and concerns.

SECTION 3 SOLICITATION SPECIFICATION

CW23027B

CORRECTIONAL CLOTHING REBID

INTENT:

Oklahoma County is seeking bids from qualified vendors to provide correctional clothing as needed to our requested specifications for our Oklahoma County Juvenile Bureau.

BID PERIOD:

Date of Award through June 30, 2023

SCOPE OF SERVICE:

Vendor shall state brand name for each item bid. All brands should be bid Name Brand or Equivalent unless otherwise noted. Vendor shall submit pricing list with bid package. Pricing shall remain firm for one (1) annual term. Any exceptions must be stated on the ‘Vendor Exceptions to Bid Specifications’ page including but not limited to additional fees, minimum order requirements, etc.

Best commercial practice shall prevail and only clothing of first quality shall be bid. When shipping multiple cases these must be delivered on pallets and delivered to the loading dock as specified by the requestor.

SAMPLES:

Oklahoma County may request samples of all offered products for evaluation. The quantity required for evaluation shall be determined by the County.

Upon request:

• Sample(s) shall be furnished by prospective vendors upon request by the Central Purchasing Department within 3 days of the request after notification.

• Any cost associated with sample requirements shall be borne by the bidder.

• Any exceptions to this provision must be detailed on page titled ‘Vendor Exceptions to Bid

Specifications’.

Samples to be returned to vendor must be clearly marked “RETURN TO VENDOR”.

Bidder shall supply call tags for samples that are to be returned. Samples which have been destroyed during the testing process will not be returned.

EVALUATION CRITERIA:

Oklahoma County will award the solicitation based on lowest and best criteria and reserves the right to award by category, by line item or by individual priced item if it best fits the County’s need.

Vendors must indicate if their bid is all or none on pricing sheet. All or none must be clearly defined as ALL OR NONE PER ITEM or ALL OR NONE PER CATEGORY.

Any and all charges, fees and exceptions must be listed in bid submission. This includes but is not limited to minimum orders, per case orders, freight charges, etc.

SPECIFICATIONS

CATEGORY 1

DETAINEE CLOTHING AND ACCESSORIES

Oklahoma County is receiving bids for Detainee Clothing and Accessories for a bid term starting on the date of award through 06/30/23 to be F.O.B. Oklahoma County affected departments.

T-SHIRTS (without pockets; twelve singles):

Shall be WHITE AND GREEN in color, made of 50% cotton and 50% polyester. Paramount Sportswear OR EQUIVALENT. The sizes shall consist of small, medium, large, X-large, XX-large, XXX-large, 4X.

PANT:

Detainee elastic waist, and/or 65 cotton/ 35 polyester blend. – Sizes small through 4XL MUST BE AVAILABLE IN

KHAKI AND NAVY BLUE.

SWEATSHIRTS:

Must be long sleeve, plain, DARK GREEN AND GRAY in color. Sizes shall consist of large, X-large, XX-large, XXX-large, 4X.

SOCKS:

Shall be WHITE in color over-the-calf 100 % cotton tube type socks for men and women. One size fits all.

BOY’S BRIEFS:

Shall be WHITE in color, jockey type shorts with elastic reinforced leg and waistband and made of cotton/poly blend. The sizes shall consist of small, medium, large, XL, XXL, XXXL, 4X.

GIRL’S PANTIES:

Must be available in WHITE, 100% pre-shrunk cotton with elastic waist and legs. The sizes shall consist of 5, 6, 7, 8, 9, 10, 11, 12, and 13.

GIRL’S SPORTS BRAS:

Shall be WHITE in color, cotton/polyester/lycra blend with heavy duty elastic under band. Shall not have any metal or plastic and shall be a pull-over. Bras must have double panel fabric front for extra durability.. The sizes shall consist of 32, 34, 36, 38, 40, 42, 44, 46, 48, 50, 52, and 54.

SHOES:

Juvenile Low-Top canvas – BLACK, WHITE AND NAVY BLUE with full-cushion insoles and rubber non-marking indoor soles. Sizes 5 through 15

Juvenile Shower Sandals/Slides – must provide specification sheet and picture of bid item with bid, Uni-shoe slip on, PVC, slip resistant, one piece molding; sizes 5 through 15

ALL CLOTHING AND SHOES SHALL BE CAPABLE OF WITHSTANDING INDUSTRIAL MACHINE WASHING.

Seconds or Irregular undergarments must be noted under exception to bid specification.

All bidders shall furnish a sample of each item bid for inspection and approval prior to the awarding of the contract upon request. Any difference in price for same garment, such as surcharges for over-size or discounts for quantity needs to be stated at time of bid. All garments to be inside delivered freight pre-paid Oklahoma County Juvenile Bureau, Oklahoma City, Oklahoma, within 10 days of order by the County.

CATEGORY 1 DETAINEE CLOTHING AND ACCESSORIES VENDOR PRICE SHEET

ALL OR NONE FOR ENTIRE CATEGORY? YES NO

Delivery Terms (After receipt of order):

Return Policy:

Warranty:

Remarks:

PRICING:

1.1) T SHIRT W/O POCKETS - Price per dozen (WHITE AND GREEN)

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDOR BRAND

ITEM NUMBER

GREEN - SIZES SMALL TO MEDIUM

GREEN - SIZES LARGE TO 2XL

GREEN - SIZES 3XL TO 4XL

WHITE - SIZES SMALL TO MEDIUM

WHITE - SIZES LARGE TO 2XL

WHITE - SIZES 3XL TO 4XL

VENDOR NOTES/EXCEPTIONS

1.2) PANTS, DETAINEE W/ELASTIC WAIST - Price per each ( KHAKI AND NAVY BLUE)

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDORS BRAND

ITEM NUMBER

KHAKI - SIZES SMALL TO XL

KHAKI - SIZES 2XL TO 4XL

NAVY BLUE - SIZES SMALL TO XL

NAVY BLUE - SIZES 2XL TO 4XL

VENDOR NOTES/EXCEPTIONS

1.3) SWEATSHIRTS - Price per each (DARK GREEN AND GRAY)

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDOR BRAND

ITEM NUMBER

DARK GREEN PLAIN - SIZES MEDIUM TO LARGE

DARK GREEN PLAIN - SIZES XL TO 2XL

DARK GREEN PLAIN - SIZES 3XL TO 4XL

GRAY PLAIN - SIZES MEDIUM TO LARGE

GRAY PLAIN - SIZES EXTRAL LARGE TO 2XL

GRAY PLAIN - SIZES 3XL TO 4XL

VENDOR NOTES/EXCEPTIONS

1.4) SOCKS - Price per dozen (WHITE) ONE SIZE FITS ALL

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDOR BRAND

ITEM NUMBER

PRICE PER DOZEN

VENDOR NOTES/EXCEPTIONS

1.5) BOYS BRIEFS - Price per each (WHITE)

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDOR BRAND

ITEM NUMBER

WHITE - SIZES SMALL TO LARGE

WHITE - SIZES EXTRA LARGE TO 2XL

WHITE - SIZES 3XL TO 4XL

VENDOR NOTES/EXCEPTIONS

1.6) GIRLS PANTIES - Price per each (WHITE)

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDOR BRAND

ITEM NUMBER

SIZES 5 - 8

SIZES 9 - 11

SIZES 12 - 13

VENDOR NOTES/EXCEPTIONS

CORRECTIONAL FACILITY CLOTHING REBID

1.7) GIRLS SPORTS BRAS - Price per each (WHITE)

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDORS BRAND

ITEM NUMBER

SIZES 32 - 40

SIZES 42 - 46

SIZES 48 - 54

VENDOR NOTES/EXCEPTIONS

1.8) JUVENILE SHOES, LOW-TOP - Price per pair (BLACK/WHITE/NAVY)

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDORS BRAND

ITEM NUMBER

BLACK - SIZES 5 - 12

BLACK - SIZES 13 AND OVER

WHITE - SIZES 5 - 12

WHITE - SIZES 13 AND OVER

NAVY - SIZES 5 - 12

NAVY - SIZES 13 AND OVER

VENDOR NOTES/EXCEPTIONS

1.9) JUVENILE SHOWER SANDALS/SLIDES - Price per pair

ALL OR NONE PER ITEM? CIRCLE YES OR NO YES NO

VENDORS BRAND

ITEM NUMBER

COLORS AVAILABLE

SIZES 5 - 12

SIZES 13 AND OVER

VENDOR NOTES/EXCEPTIONS

VENDOR MUST LIST ANY EXCEPTIONS TO BID SPECIFICATIONS:

It is the County's intent that this Invitation to Bid (ITB)/Request for Proposal (RFP) permit competition. It shall be the bidder's responsibility to advise the Purchasing Agent in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this solicitation to a single source. Such notification must be received by the Purchasing Agent not later than fifteen

(15) days prior to the date set for bids to close

While Oklahoma County intends to make an award to the lowest and best bidder(s), the various county departments will compare pricing as awarded on this bid to the Oklahoma Statewide contracts. If pricing and availability is determined to be of greater advantage to the department, the county reserves the right to purchase from that statewide vendor under the provisions of Oklahoma Statute Title 19 Section 1501. A.

3.para. l & m. Proper justification will be provided by the end user to the County Purchasing Department before issuance of the purchase order.

*** Questions and Answers: Any questions pertaining to this bid must be submitted no later than 5:00P.M.

Central Daylight Time on August 1, 2022 via fax or email. Send questions to:

Oklahoma County Central Purchasing Attention: Ashley McMichael Fax Number: 405.713.1491 Email: purchasing@oklahomacounty.org mailto:purchasing@oklahomacounty.org

NO BID RESPONSE

Oklahoma County is interested in the reason(s) why prospective Bidders fail to submit bids. If you are NOT submitting a bid in this proposal, please indicate the reason(s) by checking off one or more of the items listed below and return this form to us via email or postal mail.

1. ______ Unable to bid at this time but would like to receive future bid solicitations.

2. ______ Items or material not ____ manufactured, ____ distributed, ____ stocked, ____ furnished.

3. ______ Materials/items or service we have to offer do not fully meet all requirements specified.

4. ______ Multiplicity of delivery points.

5. ______ Delivery quantities are too large/small.

6. _______ We cannot meet the time of delivery of materials, items, or service required.

7. _______ Insufficient time allowed for preparation and submission of bid.

8. _______ Other - ___________________________________________________________

Company Name: ______________________________________________________________ Authorized Signature: ______________________________________________________________ Printed Name/Title: ______________________________________________________________ Date: __________________________________________________________________________

Form W-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification

▶ Go to www.irs.gov/FormW9 for instructions and the latest information.

Give Form to the requester. Do not send to the IRS.

1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.

2 Business name/disregarded entity name, if different from above

3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the following seven boxes.

4 Exemptions (codes apply only to certain entities, not individuals; see instructions on page 3):

Individual/sole proprietor or single-member LLC

C Corporation S Corporation Partnership Trust/estate Exempt payee code (if any)

Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ▶

Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC that is disregarded from the owner should check the appropriate box for the tax classification of its owner.

Other (see instructions) ▶

Exemption from FATCA reporting code (if any)

(Applies to accounts maintained outside the U.S.)

5 Address (number, street, and apt. or suite no.) See instructions. Requester’s name and address (optional)

6 City, state, and ZIP code

7 List account number(s) here (optional)

Part I Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later.

Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter.

Social security number or

Part II Certification

Under penalties of perjury, I certify that:

1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and

2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue

Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and

3. I am a U.S. citizen or other U.S. person (defined below); and

4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.

Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part II, later.

General Instructions Section references are to the Internal Revenue Code unless otherwise noted.

Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9.

Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number (ITIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following.

• Form 1099-INT (interest earned or paid)

Employer identification number

Sign Here

Signature of

Pr in t o r t yp e.

Se e Sp ec ifi c In st ru ct io ns o n pa ge http://www.irs.gov/FormW9 http://www.irs.gov/FormW9

• Form 1099-DIV (dividends, including those from stocks or mutual funds)

• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)

• Form 1099-B (stock or mutual fund sales and certain other transactions by brokers)

• Form 1099-S (proceeds from real estate transactions)

• Form 1099-K (merchant card and third party network transactions)

• Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition)

• Form 1099-C (canceled debt)

• Form 1099-A (acquisition or abandonment of secured property)

Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN.

If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later.

Cat. No. 10231X Form W-9 (Rev. 10-2018)

Page 2 Form W-9 (Rev. 10-2018)

By signing the filled-out form, you:

1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued),

2. Certify that you are not subject to backup withholding, or

3. Claim exemption from backup withholding if you are a U.S. exempt payee. If applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income, and

4. Certify that FATCA code(s) entered on this form (if any) indicating that you are exempt from the FATCA reporting, is correct. See What is FATCA reporting, later, for further information.

Note: If you are a U.S. person and a requester gives you a form other than Form W-9 to request your TIN, you must use the requester’s form if it is substantially similar to this Form W-9.

Definition of a U.S. person. For federal tax purposes, you are considered a U.S. person if you are:

• An individual who is a U.S. citizen or U.S. resident alien;

• A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States;

• An estate (other than a foreign estate); or

• A domestic trust (as defined in Regulations section 301.7701-7).

Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax under section 1446 on any foreign partners’ share of effectively connected taxable income from such business. Further, in certain cases where a Form W-9 has not been received, the rules under section 1446 require a partnership to presume that a partner is a foreign person, and pay the section 1446 withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid section 1446 withholding on your share of partnership income.

In the cases below, the following person must give Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States.

• In the case of a disregarded entity with a U.S. owner, the U.S. owner of the disregarded entity and not the entity;

• In the case of a grantor trust with a U.S. grantor or other U.S. owner, generally, the U.S. grantor or other U.S. owner of the grantor trust and not the trust; and

• In the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a grantor trust) and not the beneficiaries of the trust.

Foreign person. If you are a foreign person or the U.S. branch of a foreign bank that has elected to be treated as a U.S. person, do not use Form W-9. Instead, use the appropriate Form W-8 or Form 8233 (see Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities).

Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a “saving clause.” Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the payee has otherwise become a U.S. resident alien for tax purposes.

If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W-9 that specifies the following five items.

1. The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien.

2. The treaty article addressing the income.

3. The article number (or location) in the tax treaty that contains the saving clause and its exceptions.

4. The type and amount of income that qualifies for the exemption from tax.

5. Sufficient facts to justify the exemption from tax under the terms of the treaty article.

Example. Article 20 of the U.S.-China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows the provisions of Article 20 to continue to apply even after the Chinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception (under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information described above to support that exemption.

If you are a nonresident alien or a foreign entity, give the requester the appropriate completed Form W-8 or Form 8233.

Backup Withholding What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS 24% of such payments. This is called “backup withholding.” Payments that may be subject to backup withholding include interest, tax-exempt interest, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, payments made in settlement of payment card and third party network transactions, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding.

You will not be subject to backup withholding on payments you receive if you give the requester your correct TIN, make the proper certifications, and report all your taxable interest and dividends on your tax return.

Payments you receive will be subject to backup withholding if:

1. You do not furnish your TIN to the requester,

2. You do not certify your TIN when required (see the instructions for

Part II for details),

3. The IRS tells the requester that you furnished an incorrect TIN,

4. The IRS tells you that you are subject to backup withholding because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or

5. You do not certify to the requester that you are not subject to backup withholding under 4 above (for reportable interest and dividend accounts opened after 1983 only).

Certain payees and payments are exempt from backup withholding.

See Exempt payee code, later, and the separate Instructions for the Requester of Form W-9 for more information.

Also see Special rules for partnerships, earlier.

What is FATCA Reporting?

The Foreign Account Tax Compliance Act (FATCA) requires a participating foreign financial institution to report all United States account holders that are specified United States persons. Certain payees are exempt from FATCA reporting. See Exemption from FATCA reporting code, later, and the Instructions for the Requester of Form W-9 for more information.

Updating Your Information You must provide updated information to any person to whom you claimed to be an exempt payee if you are no longer an exempt payee and anticipate receiving reportable payments in the future from this person. For example, you may need to provide updated information if you are a C corporation that elects to be an S corporation, or if you no longer are tax exempt. In addition, you must furnish a new Form W-9 if the name or TIN changes for the account; for example, if the grantor of a grantor trust dies.

Penalties Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect.

Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty.

Page 3 Form W-9 (Rev. 10-2018)

Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment.

Misuse of TINs. If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties.

Specific Instructions Line 1 You must enter one of the following on this line; do not leave this line blank. The name should match the name on your tax return.

If this…