ATTACHMENT B

UNIFORM PROVIDER VENDOR REQUIREMENTS

• Vendor must have and maintain an ADA Title III-compliant online ordering portal through which Agency Uniform Purchase Account Holders (“Account Holders”) will be able to select and order uniform items. Vendor must be prepared to demonstrate the functionality of the portal during the evaluation phase of the RFP process. Vendor must provide WCAG accessibility compliance documentation.

• Vendor will provide individual purchasing accounts for each Account Holder. Each Account Holder will be provided with an annual uniform purchasing allowance from the Agency through Vendor that will allow the Account Holder to place their orders.

Vendor will track the individual Account Holder allowance balances and will be able to display each Account Holder’s balance to the Account Holder in the portal.

• Agency will notify vendor of uniform allowance values for each Account Holder for each Agency fiscal year (September 1 – August 31) (allowance amounts per Account Holder vary based on a number of factors) or upon adding a new Account Holder to the portal. Agency will also notify vendor of any Account Holder balance adjustments that may occur throughout the fiscal year.

• Vendor will provide split payment capability in the ordering portal - i.e., if the Account Holder exceeds their purchasing allowance, the remaining balance of the purchase will be paid by the Account Holder using a personal form of payment. Vendor will, at a minimum, accept PCI-secure credit card payments from the Account Holder when the Account Holder’s allowance has run out. Vendor may also accept alternate payment methods such as PayPal, Venmo, Apple Wallet, or similar, at Vendor’s initiative.

• Agency does not pre-pay for Agency Account Holders’ purchasing allowances.

Vendor will track amounts due by Agency for purchases by Account Holders within the Account Holders’ allowances. Agency will be invoiced monthly for all uniform orders in that month, only for orders that have been fulfilled, in accordance with and subject to the terms of the Texas Prompt Payment Act (Texas Government Code Chapter 2251). Agency will provide Vendor with a Purchase Order number annually per fiscal year that must be referenced on invoices to Agency.

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• Agency Account Holders’ purchases in excess of allowance balances are the sole responsibility of each Account Holder and must be collected at the time of purchase.

There are to be no minimum order requirements associated with this contract.

• Agency must be able to add or remove Account Holders from the Vendor’s ordering portal at any time. The add/remove process may be via email exchange or by direct interaction with the portal by Agency’s appointed representative. Additions to the portal must be effective within five business days.

• Agency prefers that Vendor have the capability to supply new hires with a “starter package” of 2 polos, 1 short sleeve field shirt, 1 long sleeve field shirt, 2 pants, and 1 belt within 10 business days of notification to be presented to the new hire at New Employee Orientation. Details of the “starter package” process will be developed after the vendor is selected.

PRODUCT LINE CHANGES

In the event a product and/or model is discontinued by the manufacturer, Agency, at its sole discretion, may allow Vendor to provide a substitute for the discontinued item. Vendor shall request permission to substitute a new product and provide the following:

1. Documentation from the manufacturer that the product or model has been discontinued

2. Documentation that names the replacement product or model

3. Documentation that provides clear and convincing evidence that the replacement meets or exceeds all specifications required by the original request for bid

4. Documentation that provides clear and convincing evidence that the replacement will be compatible with all the functions or uses of the discontinued product or model

RETURNS

Account Holder/Agency may return errors, non-conforming, defective, or improperly sized products to Vendor at no charge to Account Holder/Agency. If returns need to be made via UPS or FedEx, Vendor will issue return authorizations and call tags to the Account Holder or Agency, as appropriate. If call tags are not issued within ten (10) working days after notification by Agency, the item(s) will become the property of Agency at no cost to Agency.

TAILORING/ALTERATIONS

Vendor will provide size charts for commonly ordered items to assist Account Holders in ordering. Account Holders will be responsible for any alterations to finished products.

Agency may award additional evaluation points to vendors that have the capability to perform or arrange for alterations as part of this contract.

INVENTORY REQUIREMENTS

Within forty-five (45) calendar days after notification of award, Vendor is expected to obtain and maintain a level of inventory at their distribution facility sufficient to satisfactorily service Agency Account Holders, and Vendor shall maintain sufficient inventory levels to fulfill Account Holder orders within 10 business days throughout the contract term unless extenuating circumstances have been approved by the Agency representative. In the event of an extended backorder, no order shall be held for more than 45 business days. At 45 days, the order will be cancelled.

USAGE REPORT

The successful bidder shall furnish a report after each quarter (reports due December 1, March 1, June 1, September 1, or the Monday following if on a weekend) detailing the purchasing of items on this contract. The report shall disclose the quantity and total sales value of each contract item so that Agency may gauge demand for available items.

Additional reports may be generated as needed, giving Agency an accurate spending record by location, by Account Holder, or other criteria as able. These reports may be requested on an as-needed basis. Requested reports of this nature should be provided within 3 business days of the request.

PRICE INCREASES

Prices must remain firm for the first twenty-four (24) months of contract term.

Thereafter, price increase requests will only be considered 60 days prior to the annual renewal date. No price increase in excess of the CPI-U as determined by the Bureau of Labor Statistics for the preceding 12 months will be accepted by Agency. If accepted by Agency, price increases will be effective at the time of annual renewal. Submission of dated manufacturer’s increased price sheet or catalog or additional documentation justifying the price increase must be provided to Agency. Determination to accept or reject a price increase is solely the discretion of Agency. Agency and Vendor may negotiate a price increase that is acceptable to both Parties if Vendor’s initial request is rejected.

TEXAS PROMPT PAYMENT ACT

Agency monthly invoice payments will be net 30, in accordance with the terms of the Texas Prompt Payment Act, Texas Government Code Chapter 2251.

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