FIRE_PERSONNEL_UNIFORMS_(Addendum_#1_Revision).pdf

COMPETITIVE BID

FURNISH AND DELIVER

FIRE PERSONNEL UNIFORMS

FOR THE

FIRE DEPARTMENT

CITY OF PASADENA, CALIFORNIA

Competitive Bid - FIRE PERSONNEL UNIFORMS Release Date: Thursday, March 30, 2023

Attachments:

A - REQUIRED_FORMS_-_AAs_-_SIG-LEGAL-STATUS_-_DECLARATION_OF_NONCOLUSION 11032022

1. NOTICE INVITING BIDS

FIRE PERSONNEL UNIFORMS

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Fire Department and will receive sealed bids prior to but not later than 2:00 pm, Thursday, April 13, 2023 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena) for this solicitation named "FIRE PERSONNEL UNIFORMS" Project ID:2023-IFB-MS-104.

1. Delivery Instructions

Bids will be received via the City's eProcurement Portal. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist.

Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 2:00 pm on Thursday, April 13, 2023and will be opened online at that time.

Copies of the Specifications may be obtained by mail or in person from the Purchasing Division, 100 N. Garfield Ave., Room S-348, Pasadena, CA 91109, Telephone No. (626) 744-6755.

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

2. Pre-bid Conference

See the Timeline in the "Instructions to Bidders" section (#Instructions to Bidders). If there is a Mandatory pre-bid meeting, bidders are required to attend at the time, date, and location included in the Timeline (#Instructions to Bidders) of this solicitation. If there is a Non-Mandatory pre-bid meeting, bidders not required to attend.

Each prospective bidder will have the opportunity to clarify and ask questions regarding these Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

3. Release Date

Release Dated: Thursday, March 30, 2023

MIGUEL MÁRQUEZ

City Manager https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/35759?section=undefined https://procurement.opengov.com/portal/pasadena/projects/35759?section=undefined https://procurement.opengov.com/portal/pasadena/projects/35759?section=undefined

2. INSTRUCTIONS TO BIDDERS

1. Summary

The Pasadena Fire Department (PFD) has approximately 170 fire personnel whose uniforms needs are based on rank and assignment. The PFD is seeking a vendor to provide uniforms as requested in accordance with the Department's specifications. The vendor must be able to provide a online ordering system for placing uniform orders. The selected vendor will be responsible for providing the resources and functions necessary to meet the intent of the contract including a secure online ordering platform, exchange policies, account management, customized fittings at the requested site, and indicated delivery requirements

2. Contact Information

Vendor Registration Instructions & Customer Service information:

Click here to register on the City's eProcurement Portal.

If you are already registered and need help logging in or retrieving your user information use the blue chat bubble on the lower right hand corner of the screen.

Additional instructions are included in this solicitation (See section named "Instructions for Registering onto the City's eProcurement Portal.

Customer Service

For assistance with e-bidding or uploading documents: Contact Open Gov via the blue chat bubble

Monday through Friday 5am - 5pm PST, except statutory holidays

Cynthia Foronda Senior Office Assistant Email: cforonda@cityofpasadena.net Phone: (626) 744-7182 Department:

Fire Department

3. Timeline

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 2:00 pm onThursday, April 13, 2023.

Release Project Date March 30, 2023

Question Submission Deadline April 4, 2023, 2:00pm

Bid Submission Deadline April 13, 2023, 2:00pm https://procurement.opengov.com/portal/pasadena mailto:cforonda@cityofpasadena.net tel:(626)744-7182

3. SUBMITTAL PROCESS AND INSTRUCTIONS

1. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit responses electronically through the City of Pasadena's eProcurement Portal prior to 2:00 pm, Thursday, April 13, 2023. Please upload all required documents sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting bids. Bids must be received in the system prior to the deadline.

2. Deadline for Questions

The deadline to submit questions related to this RFP is Tuesday, April 4, 2023, prior to 2:00 pm.

Questions regarding this Request should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this RFP.

Any questions submitted after the date and time specified will not be considered.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portalhosted by OpenGov.

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5am - 5pm PST, except statutory holidays-- response time is typically less than ten minutes.

3. Pre-Bid Meeting

See the "Timeline" in the Introduction section (#Instructions to Bidders). If there is a Mandatory pre-bid meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-bid meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-bid Meeting will be held at the time, date, and location in the Timeline of this solicitation.

4. General Bid Requirements https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/pasadena/projects/35759?section=293778

To be considered, a bidder must follow the format for bids in the specifications. Bids must be binding and firm. Any bid may be withdrawn before bid opening but not for 90 days after opening.

5. Funding Source

This procurement is funded by:City of Pasadena. Vendors must submit all required document with their response.

6. Bidder Must Make Thorough Investigation

It is the bidder's responsibility to examine the location of the proposed work, to fully acquaint themselves with the specifications and the nature of the work to be done. The bidder shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

7. Acceptance of Conditions

By submitting a bid, each bidder expressly agrees to and accepts the following conditions:

A. All parts of the Instructions to Bidders and Specifications will become part of the Contract between the selected bidder and the City;

B. The City may require whatever evidence is deemed necessary relative to the bidder's financial stability and ability to complete this project;

C. The City reserves the right to request further information from the bidder, either in writing or orally, to establish any stated qualifications;

D. The City reserves the right to solely judge the bidder's representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder is qualified to perform the project, shall be final, binding and conclusive;

E. The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

F. This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder in the preparation and submission of a bid.

8. Truth and Accuracy of Representation

False, incomplete or unresponsive statements in connection with the bid may be sufficient cause for rejection of a bidder.

9. City Changes to the Bid Documents

The City reserves the right to change any part of these Instructions to Bidders and Specifications any time prior to the bid opening. Any changes shall be in the form of addenda and will become a part of the bid documents and of the contract. Addenda shall be made available to each bidder. A bidder's failure to address the requirements of the addenda may result in the bid not being considered. If the City determines that a time extension is required for the bid, the addenda will give the new submission date.

Addenda shall be acknowledged via the City'seProcurement Portal.

10. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in Section 3, above. Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register on the City's eProcurement Portal and follow the project ,FIRE PERSONNEL UNIFORMS, to insure they receive all RFP documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

11. Notice Regarding Disclosure of Contents of Document

All bids accepted by the City at the time of bid opening shall become the exclusive property of the City. Upon opening, all bids accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and plainly marked as "trade secret," "confidential," or "proprietary." Each element of a bid which a bidder desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

12. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

A. The quality of the material offered;

https://procurement.opengov.com/portal/pasadena

B. The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

C. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

D. The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

E. The character, integrity, reputation, judgment, experience and efficiency of the bidder;

F. The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

G. Litigation by the bidder on previous orders or contracts with the City;

H. The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

13. Errors and Omissions

Bidders shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders or Specifications. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

14. Patent Feed; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

15. Taxes

Price bid shall include all federal, state, local and other taxes.

16. Local Bidders; Refund of Sales and Use Tax

For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

17. Special Requirements of Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

18. Public Contract Code Sec. 9204 New Public Works Claims Procedure

As detailed in the Section Titled #Public Works Claims Procedure new Public Contract Code Section 9204, effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

19. Federal Terms and Conditions

In as much as there are Federal Requirements for this solicitation please see the Section named #Federal Terms and Conditions.

20. Withdraw of Proposal

Any Proposer may withdraw their proposal, via the City's eProcurement Portal prior to the bid event time.

21. Training Resources for Vendors

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-trainingwill include video instructions for using the new system.

Screen Shots:

1) Registering for a new account - Vendor Registration

2) Update profile - company and user, email, logo

3) Subscribing for an agency's notifications - Using the Network Tab

4) Following a project

5) How to respond to a bid, submit a bid, or No bid?

6) Get Notifications

7) Managing Addenda

8) OpenGov Procurement Support https://secure.procurenow.com/portal/pasadena/projects/35759?section=undefined https://secure.procurenow.com/portal/pasadena/projects/35759?section=293782 https://procurement.opengov.com/portal/pasadena https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/2482165-vendor-registration http://help.procurenow.com/en/articles/2482226-updating-company-information https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project https://help.procurement.opengov.com/en/articles/2478772-how-to-respond-to-a-project https://help.procurement.opengov.com/en/articles/2921877-get-notifications https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5680392-using-support

4. SPECIAL CITY REQUIREMENTS

1. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no excep¬tions unless bidder has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

2. Declaration of Non-Collusion by Contractor

The City requires that each bidder executes and submits to the City with the Bid, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

3. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

4. Protest Procedure https://procurement.opengov.com/portal/pasadena/projects/35759?section=293786

This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICATION PROTEST PROCURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

5. Bid Shall Remain Open

Bidder agrees that their bid shall remain open and shall not be withdrawn for a period of not less than one hundred and twenty (120) calendar days from the date of opening bids, or until rejected by the City, whichever occurs first.

6. Equivalents to Specifications

The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the City contacts listed in the Bid Invitation.

Bidder must provide all information (no pricing) with their bid in order for the City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period, the City reserves the right to determine whether equivalents meet the bid specifications of the City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the City regarding equality shall be final.

7. LICENSE AND PERMITS

Awarded bidder(s) may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder will be required to obtain a license if they will be coming into the City to perform services.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/general-fund/fees-tax-schedules/ https://www.cityofpasadena.net/finance/general-fund/fees-tax-schedules/

5. GENERAL SPECIFICATIONS

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

2. EVALUATION OF BID

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal.

The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

3. SAMPLE CONTRACT

A sample of the contract the successful bidder will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

4. System for Award Management (SAM.Gov)

Prior to contract award, the lowest responsive and responsible bidder must provide an active registration with "Sam.Gov." Vendors seeking to register can register for free at the following link: https://sam.gov/content/entity-registration

5. SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES

Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent.

Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

6. BID YOUR FULL EQUAL OR BETTER

https://sam.gov/content/entity-registration

Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

7. PAYMENT

Section 9-3 of the “STANDARD SPECIFICATION FOR PUBLIC WORKS CONSTRUCTION” is hereby replace with the following: Payment will be made when invoice has been submitted upon the completion this project.

8. LIABILITY INSURANCE

Proof of insurance is not required to be submitted with your bid, but will be required prior to the City's award of the contract. A copy of the City standard is included in this solicitation.

9. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The apparent low bidder may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the bidder being deemed non-responsive

10. DURATION OF CONTRACT

The initial term of the contract resulting from these Specifications shall be for five years from the date of execution by the City. No optional extension periods will be included with this contract.

11. PRICE ADJUSTMENTS

At the conclusion of the first contract year and prior to the commencement of the second contract year or any subsequent contract extension period, the contractor may request unit price increases. Under no circumstances shall the City accept price increases, which exceed the rate of the then current Consumer Price Index (C.P.I.) for the latest available preceding 12 month period.

12. Invoice Submission Portal

Invoice Submission Portal

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

• Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

• Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

13. WARRANTY

Contractor shall provide factory warranties on all materials furnished against defects in materials and/or workmanship. The factory warranty shall become effective on the date of delivery and acceptance by the City. Should any defect in materials or workmanship appear during the warranty period, the Contractor shall repair or replace the same at no cost to the City.

14. DEFECTIVE MATERIALS:

Any materials not conforming to requirements of this Specification shall be considered defective.

All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials installed shall be removed and replaced by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due to the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.

15. RECEIVING AND INSPECTION:

Deficient parts will be rejected and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and deliver the water meter vaults with covers at no additional cost to the City.

https://invoice.cityofpasadena.net/PortalGuide.pdf

6. BID SPECIFICATIONS

1. SCOPE OF SERVICES

The Pasadena Fire Department (PFD) is seeking bids for services to provide uniforms via an online portal. Vendor must have a secure online ordering system with mobile device compatibility and that is designed to support a broad range of custom uniform program requirements. The vendor must be able to provide specified uniform items.

The sections below outline the minimum requirements the vendor is required to meet for retail locations, onsite fittings, product, and website.

2. Customer Service

The successful applicant must have a dedicated account executive dedicated to the PFD and communicational contact, either via phone, email, etc. must be addressed with a response within two (2) business days. The account executive will be responsible for providing immediate response and quick resolution for service issues and must have an in-depth knowledge of all items provided in this bid and have immediate access to manufacturers providing the Fire Uniform items. They must have the ability and authority to provide both normal and emergency service as necessary. The successful applicant will also be responsible for providing the resources necessary for employees to be measured for proper fit upon request at the Delivery Site indicated below.

3. Retail Locations

Contractor must have a minimum of one (1) retail location within the County of Los Angeles to provide fittings for City employees.

4. Onsite Fittings

Contractor must provide onsite fittings as required by department needs.

5. Product Requirements

All items must have been evaluated and tested. There will be no exceptions for all NFPA compliant items; such as, Class B uniform shirts and pants and station boots as listed on the itemized list.

All other items will be evaluated for similarities to maintain uniformity of Pasadena Fire Departments uniform items.

6. Warranty

All products supplied under the Contract shall be covered by a manufacturer's written guarantee and/or warranty that such Products will be free from defects in materials, workmanship and performance for the lifetime of the product. The vendor shall administer the warranty on the City's behalf, and shall ensure that the manufacturer repairs or replaces at no charge to the City that violate either the above warranty or the applicable manufacturer's warranty. It shall be the responsibility of the manufacturer to pay all shipping and crating costs associated with warranty repairs.

7. Emblems and/or Logos for Patches

The PFD patches and rockers must be sewn onto each identified garment prior to shipment of the order. All PFD emblems and/or logo are registered service marks and are deemed proprietary information. The patches/Logos are expected to be multi-colored items. The selected vendor shall not provide any pictures, detailed specification or garments with PFD emblems and/or logos to anyone outside of the City. Any violations of this provision shall be deemed as noncompliance of the Contract and grounds for termination. All patches must be affixed to uniforms prior to delivery.

8. Delivery

Maximum Delivery/Turnaround Time for Items Bid:

Delivery shall be no more than ten (10) business days after receipt of order.

"Business days" are defined as Mondays through Fridays from 10am to 5pm.

DELIVERY SITE:

PASADENA FIRE DEPARTMENT

Pasadena Fire Station 34

1360 E. Del Mar Blvd.

Pasadena, CA 91106

DELIVERY DATES AND HOURS:

Uniforms must be delivered to the site between Monday through Friday, 10AM to 5PM.

9. Website Requirements

The Vendor will have the capability to set up approximately 170 members of Pasadena Fire Department for rank and assignment specific Online Ordering platform. The Online Platform shall be customized to each member to allow access for members to log in and place orders to a set allotment of uniforms.

The Online Platform will be customized to members specific sizes and uniform types they are authorized to purchase. The users account should have set limits on items authorized to purchase set by Pasadena Fire Department to prevent any overspending.

Every Uniform for all of the Pasadena Fire Department Operations, Prevention and Volunteers should be listed and available for purchase through the Online System. The list of items shall be identified and set by the Vendor and the Uniform Program Manager.

• Secure Online Ordering System o Only accessible by users defined and approved by Pasadena Fire Department through unique usernames and password assignment

• Mobile Device Compatibility o Custom mobile experience for ease of ordering o Compatible with all smart phones o Can be accessed from any location

• Configurable based on Customer Uniform Program Requirements o Designed to support a broad range of customer uniform program requirements o A uniform program profile is established with each customer to be serviced through the system o This profile should define the operating parameters in which the system will govern the program, to include employee management, allotment management, product offering, delivery requirements.

• Employee Management o Provides an employee-based management and tracking segment.

o Employee information, required to properly process order and provide management reports. This information should include employee code, name, address (if appropriate to the program requirement), anniversary date, department, rank, assigned location, designation, and employee group.

o Historical & distribution data – tracking of all orders placed with date, uniforms purchased including sizes.

• Product Offering Management o Product offerings for the uniform program are defined and are assigned to the respective employee groups when a uniform program is established on the system.

o Employee Groups, typically represents a job function or physical location. Option to set up groups for “Bike Team”, “US&R”, “EMSR”, “Firefighter”, “Captain” etc. with each group having specific uniform products assigned to them. During order placement, only products associated with the group and defined employee should access to order. This ensures that the employee can only order those products required for his/her job function.

• Optional: “Package Ordering” Feature o Feature allows the user to create “Packages” of items that are frequently ordered at the same time (ex. “New Hire Package, Promoted Captain Package, US&R) o “Package” orders are bundled and shipped together by user

• Allotment Management o The system provides employee allotment management based on dollars OR units.

o If permitted by the uniform program profile, employees may purchase uniforms in excess of their allotment amount via credit card.

o Allotments may be renewed on the employee’s anniversary date, the calendar year (each January 1), or a specific date.

o If Allotment Management is required for the uniform program, the employee’s available allotment is verified during the checkout process.

▪ If the amount ordered exceeds the employee’s available allotment and the program allows employee payments for amounts over the allotment via credit card, the checkout process remains active, and the employee will be prompted for credit card information during the checkout process.

• Controlled Uniform Order Placement o Controls uniform order placement by tying together the Employee, Product Offering, and Allotment Management segments of a system, as governed by the uniform program profile.

o Provide a web-based method for customer uniform administrators or employees to place uniform orders. The product offering and associated optional alteration, employee group assignment, any mandatory alterations, such as standard department patch are garment, should be included.

o Allows for orders to be placed using a “shop-by individual” feature which provides an administrator the ability to place a large bulk uniform order and segment the order down to the individual employee level, eliminating the necessity to place a separate order for each employee.

• On-Line Order approval o The system shall have the capability for all orders to be approved by an Administrator prior to being processed.

o The system should not allow an order to be processed without Program Manager or administrator approval.

o The Program should send email notification for approval to the Program Manager or the administrator for approval or denial. If approved the vendor order should be released to the vendor to fulfill that order.

• Administrator Site Maintenance and Task Management o Capabilities for the Program Manager or Administrator to add/remove product as needed o Capabilities to make changes effective immediately or request a quote from a sales associate o Option for Customer administrators may also submit work requests through Task Management software so that requests are visible through a workflow and accompanied by automatic email updates

• Integrated with Contractor’s system o The system is integrated with contractor’s order fulfillment system, to include functionality in the areas of distribution, inventory control, production planning and stock replenishment, as well as accounting support.

o Knowledge of Orders: When an order is placed in the system, it is passed directly to the distribution system for fulfillment of the order. As the order makes its way through the fulfillment process, the system is updated: 1) to confirm that the order was successfully received into the distribution system, 2) when the order is in process, and 3) when shipment is made. Shipment quantities and shipment dates are included in the data passed to the system from the distribution system.

• Flexible, On-Demand Management Reporting o Provide, on-demand reporting with output into Excel .xls or Excel .xlsx, which will allow for easy review and manipulation of the data output by the Administrators.

o Report requesting capabilities for purchases, outstanding orders.

• Management Reporting o Capabilities to receive or review reports on orders placed or status of orders through Web based system.

• Customer management of employees o System allows for Program Manager or Administrators to have the ability to assign new users to the website, update user profiles,

• Customer management of inventory o Capabilities as the designated Program Manager or Administrator for Pasadena Fire Department to manage inventory, issue items to individuals, track issues, and track return status of items.

• System Availability, Security and Technical Information o System is available 24x7 o Compatible with mobile devices via custom mobile experience o Minimal service outages for maintenance/upgrades o IT support for any issues as it relates to the online ordering platform

7. BIDDER'S PROPOSAL

To the Honorable City Council of the City of Pasadena, California

In response to the Notice Inviting Bids forFIRE PERSONNEL UNIFORMS the undersigned proposes and agrees to furnish the required material in strict conformity with the general and detailed specifications and data on manufacturer’s data sheets and/or exceptions made part of the bid and accepted by the City in writing.

INSTRUCTIONS:

Each bidder must bid on all items shown in the Bidder’s Pricing Table. If any bidder makes any alteration, interlineation or deviation in any of the printed matter of the proposal or if the signature of the bidder is incomplete, the bid will be considered informal and may be rejected.

The price bid shall include any and all charges required under the California Retail Sales Act of 1933 as amended and the California Use Tax Act of 1935.

Instructions:For each Item, please multiply the Unit Price by the corresponding Quantity to determine the Item Price. Sum the Item Prices to determine the Item Total. Sum the Item Total and the Sales Tax to determine the Grand Total Price.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing. All required attachments in the #Bidder's Submittals/Checklist must be completed and uploaded electronically into City's eProcurement Portal. prior to the set bid date and time in the #Notice Inviting Bids.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/35759?section=293786 https://procurement.opengov.com/portal/pasadena/projects/35759?section=293776

Line Item Model # Company Description Quantity Unit of Measure

Unit Cost Total

CLASS B UNIFORM

1 FSF6NV VF IMAGEWEAR

INC (Workrite)

NOMEX IIIA S/S WESTERN SHIRT W/OUT

GROMMET, 36 - 58

160 ea

2 FSF4NV VF IMAGEWEAR

INC (Workrite)

745NX-45 Nomex IIIA WESTERN FIREFIGHTER L/S SHIRT, 36 - 58 Reg, 42 - 54 Lng

160 ea

3 FP50NV VF IMAGEWEAR

INC (Workrite)

400NX75 NOMEX IIIA FIREFIGHTER PANT-

REG A-CUT REG CUT 400, 30 - 50

160 ea

4 FP52NV VF IMAGEWEAR

INC (Workrite)

WORKRITE NOMEX IIIA INDUSTRIAL PANT

FULLER CUT 402, 30 - 50

160 ea

5 605128 HAIX NORTH

AMERICA INC

HAIX AIRPOWER XR1 PRO MENS BOOTS 160 ea

6 3003 HONEYWELL

FIRST RESPONDER

PROD

MO42 3003 8IN PRO STATION BOOT 160 ea

7 USBBK DANGRA INC REDBACK LEATHER BOOT (US SIZED) 160 ea

8 410S-PLN ARONS MFG

CORP

BELT 1 5/8 PLAIN NO BUCKLE 160 ea

9 FP30NV VF IMAGEWEAR

INC (Workrite)

7.5 OZ NMX TWILL WILDLAND UNIFORM

PT, 30 - 50

160 ea

10 FP62NV VF IMAGEWEAR

INC (Workrite)

7.5OZ NOMEX IIIA WILDFIRE TACTICAL

FIRE PANT, 30 - 50

160 ea

11 UM5357 TACT SQUAD

GROUP INC

Duty Jacket Softshell Liner, Sizes XS - XL (Black & Navy)

160 ea

12 48167-724 5.11 TACTICAL

INC

5.11 VALIANT SOFTSHELL JACKET, XS - 2X

(Navy)

160 ea

13 48167-019 5.11 TACTICAL

INC

5.11 VALIANT SOFTSHELL JACKET, XS - 2X 160 ea

14 72314-720 5.11 TACTICAL

INC

5.11 1/4 ZIP JOB SHIRT, XS - 2X REG (Black & Navy)

160 ea

15 72314-019 5.11 TACTICAL

INC

5.11 1/4 ZIP JOB SHIRT, XS - 2X REG 160 ea

16 48378 5.11 TACTICAL

INC

Responder Parka 2.0, Sizes XS - 2X 160 ea

17 42056 5.11 TACTICAL

INC

Men's Professional Polo, Long Sleeve, Sizes XS - 2X Regular

160 ea

18 41060 5.11 TACTICAL

INC

Men's Professional Polo, Short Sleeve, Sizes XS - 2X Regular

160 ea

19 61166 5.11 TACTICAL

INC

Women's Professional Polo, Short Sleeve 160 ea

Line Item Model # Company Description Quantity Unit of Measure

Unit Cost Total

20 71049 5.11 TACTICAL

INC

Men's Performance Polo, Short Sleeve, Sizes XS - 2X Regular

160 ea

21 61165 5.11 TACTICAL

INC

Women's Performance Polo, Short Sleeve 160 ea

22 62408 5.11 TACTICAL

INC

Women's Performance Polo, Long Sleeve 160 ea

USAR UNIFORM

23 74433 5.11 TACTICAL

INC

Stryke TDU Pant, Size 28 - 44 30 ea

24 72416 5.11 TACTICAL

INC

Stryke TDU Long Sleeve Shirt, Size Small - 2X Regular

30 ea

CLASS A UNIFORM

25 1354-000 EDWARDS

GARMENT CO

Dress Shirt, White, Sizes Small - XL Regular

160 ea

26 F1 17B8696C

FECHHEIMER

BROTHERS

UNIFORM CO

Military Dress Style Poly Wool Coat w/Gold FD Buttons, Size 36 - 56

160 ea

27 F1 28P8696

FECHHEIMER

BROTHERS

UNIFORM CO

Men's 55/45 Poly/Wool Trouser, Size 28 -

160 ea

28 F1 FX7120

FECHHEIMER

BROTHERS

UNIFORM CO

FX STAT Long Sleeve Shirt, Dark Navy 160 ea

29 F1 FX77300

FECHHEIMER

BROTHERS

UNIFORM CO

FX STAT Trousers, Ten Pocket, Dark Navy 160 ea

30 R13 BLK

(Size) SILFD

KEYSTONE

UNIFORM CAP

CORP

RND TOP POLY/WOOL CAP/88 BLK

VISOR/BLK STRP/SIL FD SNGL POST

160 ea

31 QM4007N HERO'S PRIDE LAWPRO 5/16 PLAIN TIE BAR 160 ea

32 NT029 SIL

PLSH CB

JOHNSON

PLASTICS

5/8 X 2 1/2 INCH NAMEPLATE 160 ea

33 NT029 GLD

PLSH CB

JOHNSON

PLASTICS

5/8 X 2 1/2 INCH NAMEPLATE 160 ea

34 11071 UNITED UNIFORM

MANUFACTURING

SHIRT L/S 100% WOOL TROPICAL, Sizes

14.5 - 18

160 ea

35 831-6031 WEINBRENNER

SHOE COMPANY,

INC

POROMERIC ACADEMY OXFORD 160 ea

36 45160 SAMUEL BROOME

UNIFORM

ACCESSOR

3.5 X 61 IN POLY/WOOL 4 IN HAND TIE

W/ BUTTON HOLE

160 ea

Line Item Model # Company Description Quantity Unit of Measure

Unit Cost Total

37 1-14674- 3634-11905

OGS

TECHNOLOGIES

INC

Silver Button, Two Parallel Trumpets 160 ea

38 1-14674- 3634-10906

OGS

TECHNOLOGIES

INC

Gold Button, Two Parallel Trumpets 160 ea

39 301704

GLD LG

OGS

TECHNOLOGIES

INC

Gold Button, Three Crossed Trumpets 160 ea

40 16925 36

MLGD

OGS

TECHNOLOGIES

INC

Gold Button, Four Crossed Trumpets 160 ea

41 301766

GLD LG

OGS

TECHNOLOGIES

INC

Gold Button, Five Crossed Trumpets 160 ea

42 1-14674- 3634-11905

OGS

TECHNOLOGIES

INC

Silver Button, Two Parallel Trumpets 160 ea

SERVICES

43 Velcro Hook and Hoop for name strips for Jackets (1 per jacket)

160 ea

44 Patch sewn on both sleeves, jackets, shirts for NOMEX western shirt (2 per shirt)

320 ea

45 Name on uniform shirt - embroidery right chest block lettering on western shirt (1 per shirt)

160 ea

46 PASADENA FIRE DEPT (red/white) -embroidery left chest jackets and job shirts (1 per jacket/shirt)

160 ea

Delivery Fees

47 Delivery 160 ea

TOTAL

8. INSURANCE REQUIREMENTS

1. Insurance Requirements (Materials & Supplies) https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Vendors-Materials-and- Supplies.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Vendors-Materials-and-Supplies.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Vendors-Materials-and-Supplies.pdf?v=1623280176766

9. PUBLIC CONTRACT CLAIMS PROCEDURE

PUBLIC CONTRACT CODE SEC. 9204 PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."

For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.

If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.

Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.

Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.

After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).

The full text of this new legislation is set forth below:

THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:

SECTION 1.

Section 9204 is added to the Public Contract Code, to read:

9204.

(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.

(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.

(c) For purposes of this section:

(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:

(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.

(B) Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled.

(C) Payment of an amount that is disputed by the public entity.

(2) “Contractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who has entered into a direct contract with a public entity for a public works project.

(3) (A) “Public entity” means, without limitation, except as provided in subparagraph (B), a state agency, department, office, division, bureau, board, or commission, the California State University, the University of California, a city, including a charter city, county, including a charter county, city and county, including a charter city and county, district, special district, public authority, political subdivision, public corporation, or nonprofit transit corporation wholly owned by a public agency and formed to carry out the purposes of the public agency.

(B) “Public entity” shall not include the following:

The Department…