Police_Uniforms,_Ballistic_Shields_and_Fire_Body_Armor_(Addendum_#2_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

260177

POLICE UNIFORMS, BALLISTIC SHIELDS AND FIRE BODY ARMOR

Due Date: Tuesday, May 26, 2026

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/233285

PUBLISH DATE: April 24, 2026 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 260177

BUSINESS SERVICES DEPARTMENT Page 2 of 61 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Brittany Lee

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4193

Attachments:

A - Offer and Acceptance C - Axia Cooperative Purchasing Program J - 260177-01 Price Page

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A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 260177

TITLE: Police Uniforms, Ballistic Shields and Fire Body Armor

SUBMITTAL DUE DATE: Tuesday, May 26, 2026 AT 2:00 P.M. LOCAL AZ TIME

PRE-SUBMITTAL MEETING DATE: Monday, May 4, 2026

TIME: 12:00 pm LOCAL AZ TIME

LOCATION: https://teams.microsoft.com/meet/222747578012373?p=gCpTRkXPUf3VUPdvse Meeting ID: 222 747 578 012 373 Passcode: q6vY3Pi7 Dial in by phone +1 213-293-2303,,245864704# Phone conference ID: 245 864 704#

QUESTIONS SHALL BE DIRECTED TO: Brittany Lee

(520) 837-4193 brittany.lee@tucsonaz.gov

Posted Date: Friday, April 24, 2026

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

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B. INTRODUCTION

B.1. Summary

The City of Tucson Police Department (TPD) and Tucson Fire Department (TFD) seek to establish an annual requirements contract for the purchase of formal uniforms, general uniforms, ballistic shields, and body armor vests for TPD and TFD personnel. Items may be picked up at the contractor’s place of business or shipped F.O.B. Destination, Freight Prepaid, to various TPD and TFD locations. TPD’s estimated annual usage is approximately $300,000.

Only approved uniforms and accessory items may be purchased by authorized TPD and TFD personnel. Orders will be placed on an as-needed basis. Vendors must be capable of providing both in-person and online web ordering, including employee account tracking for uniform orders and stipend balances.

Vendors may submit proposals for one or more categories. Submission to all groups is NOT required.

B.2. Background

NATIONAL CONTRACT REQUIREMENTS

Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.

The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s).

Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.

While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $10,000,000. Please see Attachment C for more information regarding the Axia Cooperative purchasing program.

B.3. Contact Information

Brittany Lee Contract Officer Email: brittany.lee@tucsonaz.gov Phone: (520) 837-4193 mailto:brittany.lee@tucsonaz.gov tel:(520)837-4193

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Department:

Police Department

B.4. Timeline

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Issue Date April 24, 2026

Pre-Submittal Meeting (Non- Mandatory)

May 4, 2026, 12:00pm https://teams.microsoft.com/meet/2227475 78012373?p=gCpTRkXPUf3VUPdvse

Meeting ID: 222 747 578 012 373 Passcode: q6vY3Pi7

Dial in by phone +1 213-293-2303,,245864704#

Phone conference ID: 245 864 704#

Question Submission Deadline May 13, 2026, 2:00pm

Submittal Due Date May 26, 2026, 2:00pm https://teams.microsoft.com/meet/222747578012373?p=gCpTRkXPUf3VUPdvse https://teams.microsoft.com/meet/222747578012373?p=gCpTRkXPUf3VUPdvse

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C. SCOPE OF WORK

C.1. General Requirements

GENERAL REQUIREMENTS

A. Inventory

The City of Tucson Police Department has an ongoing requirement for the items indicated in this solicitation. It is an express condition of any award that a Contractor shall maintain a reasonable local stock on hand of all standard uniform items, in a full range of men’s and women’s sizes, for delivery to or pick-up by Police Department personnel. The Contractor shall be able to provide extreme ranges of sizes or any odd sizes required within thirty (30) days after receipt of an order. Failure to maintain the specified inventory and availability may result in cancellation of the contract. Product catalogs shall be provided to the Tucson Police Department upon request.

DELIVERY: The delivery time for standard items in standard sizes should not exceed one (1) day, Items identified as “Optional” shall be available within fourteen (14) days. The delivery time for extreme sizes and odd sizes (3XL and above) shall not exceed thirty (30) days. The ordering department may grant extensions on delivery time, for specific small orders, to the Contractor until a larger order is needed.

INVOICES: Each invoice will be paid by the Tucson Police Department, Logistics. The Contractor shall provide a detailed invoice to include the City employee name and ID number, item purchased, size, and quantity purchased. TPD staff members are required to present the Contractor with an approved chit and identification prior to fulfillment of any order.

PRODUCT RECALL NOTICES: In the event of any recall notice, technical service bulletin, or other important notification affecting products purchased from this contract, a notice shall be sent to the Contract Representative. It shall be the responsibility of the contractors to assure that all recall notices are sent directly to the TPD Contract Representative.

USAGE REPORT: The Contractor shall provide an electronic copy of a usage report upon request to the Department of Procurement. The report shall show date, items purchased quantity, size, cost, and TPD staff member making the purchase.

REPAIRS, ALTERATION SERVICE AND FACILITIES - LOCAL SOURCE REQUIREMENT: Contractor should provide basic alterations at no cost. These alterations include hemming pants and shortening sleeves. Sewing on patches, epaulettes, cloth badges and name tags should be provided at “no charge” at the point of sale. All repair and alteration service must be provided locally, including attachment of shoulder and badge insignia. The prices of the items on the price sheets of this RFP shall include the cost of repairs and alterations for initial measuring and fitting, with the exception of shirt tapering, and shall also include the cost of the attachment of shoulder and badge insignia. In order to be considered for award, each potential offeror is required to have existing local facilities to perform alterations, sewing services and embroidery services. These facilities are subject to inspection by the City to determine adequacy. The alteration, sewing services and embroidery services may be subcontracted out to a local vendor by the Contractor.

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C.2. Scope of Work

GROUP A: TUCSON POLICE DEPARTMENT UNIFORMS

1. Overview

The Contractor shall provide new uniforms, accessories, and alterations for the City of Tucson's Public Safety Personnel. The city is responsible for outfitting TPD personnel with uniforms and related apparel and equipment.

Public Safety employees who may require uniforms include:

a. Sworn Officers

b. Community Service Officers

c. Support Staff

This includes replacement uniforms on an as-needed basis and full initial uniform sets for new hires.

2. General Requirements

The Contractor shall:

a. Operate a full-time retail store within 25 miles of the city, or an online retail platform, meeting the following minimum requirements:

1. Open a minimum of 5 days per week, 0800–1700 hours.

2. Maintain two or more customer service personnel at the store.

3. Provide a primary single point of contact knowledgeable in police uniforms and equipment, available during store hours, and authorized to implement uniform specification updates.

4. Employ one or more staff with a minimum of one-year experience fitting police officers for ballistic vests.

5. On site sizing and alterations must be available at a minimum of 5 days per week, 0800– 1700 hours.

6. Provide emergency alterations or outfitting (same day or next business day) for exceptional circumstances such as funerals, as reasonably requested.

7. Maintain a regular inventory of all items listed in the Schedule of Fees, available in a full range of standard and extended sizes for both men and women to include small through

2XL.

8. Supply appropriate uniforms for Police Academy recruits within the local jurisdiction.

9. Provide a maximum alteration turn-around time of 5 business days for all orders.

10. Offer new products on a “demo” or trial basis, as needed.

11. Provide services and goods on an as-needed basis.

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g. Contractor will need to provide excel sheets on a monthly basis to both Tucson Police Finance department and Logistics department of TPD personnel purchasing uniforms through either the yearly allowance provided by the City of Tucson or acquiring uniforms through TPD's replacement program.

h. This excel will have amount totals and what was purchased/acquired.

i. The Contractor must be able to receive approval forms by email from authorized Tucson Police personnel to permit the requestor to receive uniforms by either stipend, purchase or replacement.

j. The Contractor's email receiving capabilities must be in a timely manner of the same day the email was sent so TPD personnel can be processed for new uniforms as soon as possible.

3. Authorized Department Staff

Orders shall be placed and authorized by designated staff, such as the Police Chief or other authorized personnel (“authorized department staff”). The city is responsible for providing an updated list of authorized staff at the start of the contract and whenever changes occur.

Orders may be accepted via:

a. paper purchase order

b. email

c. phone

d. in-person by authorized staff

The Contractor shall provide pricing for all alterations, indicating whether costs are included in the item price or billed separately. Pricing not submitted shall be assumed to be included.

Authorized staff may approve changes to items in the Schedule of Fees due to:

a. Manufacturer discontinuation or updated items

b. Operational changes requiring updated uniform components

c. Updates to technology, standards, or best practices (e.g., new ballistic vest models)

4. Inventory References

The Contractor shall provide one or more current service representatives from each of the following companies for reference purposes (limited to customer service inquiries):

a. Bates, Bianchi, Blauer, Boston Leather

b. Danner, Elbeco, Fechheimer, Flying Cross

c. Propper, Redkap, Rocky, Safariland

d. Schweizer, Thorogood, Workrite

e. 5.11, Vertx

5. Samples

The Contractor shall provide samples of proposed uniform items and accessories upon request by authorized staff for inspection and approval. Samples shall accurately represent the material, design, and appearance of the actual items offered.

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6. Uniform Specifications

a. All uniforms must meet the operational and professional requirements of TPD.

b. All items shall be available in a full range of standard and extended sizes, including sizes beyond the typical range as needed for male and female.

c. Any alternates offered must match the quality, design, appearance, and performance of specified items and may be subject to review by authorized staff.

7. Uniforms

The City requires that all garments be cut from the same cloth or that dye match is guaranteed. The City is open to any and all lines that are manufactured that meet the specifications described herein.

Uniforms either of Wool blend or Polyester/Rayon blend will be accepted.

a. Class A Uniforms:

1. The shirt should have double stitched shoulder straps and pocket flaps and a 7-button placket front.

2. The shirt should have the traditional 5-military creases, two in the front and three in the back.

3. The shirt should have elbow patch reinforcement and a metal eyelet badge holder.

4. The shirt should have plain pockets with scalloped flaps and Velcro closure with a hidden pencil compartment.

5. The shirt should have a form-fitted tailored look designed to fit comfortably over body armor.

6. The pants should have a stretch type waistband with stretch for comfort.

7. The uniform shall be “Navy” in color and available in both men’s and women’s configurations.

8. The uniforms must be sized to accommodate all officers.

9. Shirts shall be available in male/female short sleeve and long sleeve.

10. 8-Point Hat, Navy Blue, Same material as Class A Uniform Pants and Shirt.

b. Class B Uniforms:

1. The shirt should be made of stretchable ripstop and fluid resistant fabric.

2. The shirt should have permanent “sewn-in" military creases and be designed to fit comfortably over body armor.

3. The shirt should be constructed with a “hidden” front zip closure.

4. Additional features should include, but are not limited to, “mic access”, camera/radio loop, badge tabs and epaulette kit.

5. The pants should be made of stretchable ripstop and fluid resistant fabric.

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6. The pants should have a flat front with permanent military creases.

7. The pants should have a self-adjusting tunnel/covert waistband.

8. The uniform shall be “Navy” in color and available in both men’s and women’s configurations.

9. The uniform must be sized to accommodate all officers.

10. Shirts shall be available in male/female short sleeve and long sleeve.

11. Pants shall be available in male/female.

GROUP B: TUCSON POLICE DEPARTMENT PATROL BALLISTIC SHIELDS

The Tucson Police Department is seeking proposals from qualified vendors to provide NIJ-certified ballistic shields for patrol officers and SWAT teams, to be ordered as needed. Shields must be rifle-rated (NIJ Level III+ or IV), providing protection against both handgun and rifle threats. All shields must be tested and certified by the National Institute of Justice (NIJ), with certified lab documentation provided. Only shields manufactured and tested in the United States will be considered. The Tucson Police Department also requests a list of other law enforcement agencies with their contact information that use/purchased their ballistic shields.

2. Patrol Shields

a. Lightweight and portable, suitable for daily patrol operations.

b. Optional features may include viewports, carrying handles, straps, MOLLE or accessory mounting points.

c. Orders will be placed as needed; typical delivery expected within 90 days.

3. SWAT/Tactical Shields

a. Heavy-duty and reinforced for tactical operations and high-risk incidents.

b. Optional features may include viewports, carrying handles, straps, MOLLE or accessory mounting points, and attachment options for lights or other tactical gear.

c. Orders will be placed as needed; typical delivery expected within 90 days.

4. Warranty & Support

a. Minimum 5-year manufacturer warranty covering defects in materials and workmanship.

b. Vendor must provide replacement parts, repair services, and technical support for the duration of the warranty.

5. Vendor Qualifications

a. Demonstrated experience supplying NIJ-certified ballistic shields to U.S. law enforcement agencies.

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b. Capacity to supply patrol shields, SWAT shields, or both.

c. Shields must be compatible with standard law enforcement uniforms and equipment.

GROUP C: TUCSON FIRE DEPARTMENT BODY ARMOR AND HELMETS

All products offered must be fully interchangeable with currently deployed Tucson Fire Department ballistic systems.

Interchangeability requirements include:

a. New hard armor plates must fit into existing department-issued carriers without modification.

b. New carriers must accept previously issued department steel hard armor plates.

c. All dimensional tolerances must match current deployed systems.

d. Plate thickness and profile must allow proper fit within issued carriers.

e. Helmets must be physically compatible with currently deployed helmet accessories and mounting systems.

f. Products requiring modification to existing equipment shall not be considered acceptable.

g. Offerors proposing an “equal” product must provide detailed technical specifications demonstrating full compatibility.

2. Ballistic Carrier System (Increased Coverage)

Contractor shall provide an increased-coverage external ballistic carrier system meeting the following minimum specifications:

a. Designed to house Level IIIA soft ballistic panels

b. Includes base panel and side ballistic panels

c. Designed to accept 10" x 12" hard armor plates

d. Compatible with both full-size and shooter’s cut plates

e. Adjustable for rapid donning in emergency response situations

f. Exterior capable of affixing identification placards

g. Must match the dimensional footprint and configuration of currently deployed department carrier systems

h. Must accept previously issued department steel Level III+ plates without modification

Soft armor panels shall:

a. Provide NIJ Level IIIA protection

b. Be listed on the NIJ Compliant Products List (CPL)

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c. Be manufactured and labeled in accordance with current NIJ standards

3. Level III+ Stand-Alone Steel Hard Armor Plates

Contractor shall provide stand-alone rifle-rated hard armor plates meeting the following specifications:

a. NIJ Level III+ rated

b. Stand-alone protection (no soft armor required to achieve rating)

c. Steel construction (required for compatibility with existing systems)

d. Multi-hit rated

e. Dimensions: 10" x 12"

Available in:

1. Full-size cut

2. Shooter’s cut

f. Thickness and profile must be compatible with currently deployed carriers.

g. Must integrate seamlessly into both newly supplied carriers and previously issued department carriers.

Plates of alternative material composition (ceramic, polyethylene, composite, etc.) shall not be accepted due to compatibility requirements.

Vendor shall provide procedures for correcting fit discrepancies within thirty (30) days of delivery at no cost to the City.

A. Professional Measurement & Fit

The Contractor shall provide trained personnel to:

a. Conduct professional measurement and fitting of all body armor

b. Perform on-site sizing when requested

c. Ensure proper protective coverage for each end user

All measurement procedures shall follow industry best practices.

3. Ballistic Helmets

Helmets shall match the weight range, mounting configuration, and dimensional footprint of currently deployed systems to ensure interoperability.

Contractor shall provide ballistic helmets in the following configurations:

a. Full-Cut Helmet

b. Mid-Cut Helmet

Helmets must meet the following minimum specifications:

a. NIJ Level IIIA handgun threat protection (current applicable standard)

b. Integrated 7-pad interior suspension system

c. Dial-adjustable retention harness system

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d. Size: Large (additional sizes may be ordered as needed)

e. Must match cut profile of currently deployed helmets

f. Must be physically compatible with department-issued accessories and mounting systems

g. Must accept existing accessory configurations without modification

4. Recall & Notification Requirements

The Contractor shall notify the City of Tucson in writing within thirty (30) calendar days of becoming aware of:

a. Product recalls

b. Safety notices

c. Warranty replacements

d. Legal actions affecting the products provided

Notifications affecting health or safety shall be provided immediately.

5. Warranty Requirements

Minimum warranty requirements:

a. Ballistic-resistant components: Five (5) years

b. Carriers and non-ballistic components: Eighteen (18) months

c. Warranty periods shall commence upon delivery and acceptance.

6. Substitution Restrictions

No substitution of manufacturer, model, materials, or construction shall be permitted during the contract term without prior written approval from the City.

Approved substitutions must meet all compatibility and performance requirements contained herein.

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D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

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Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

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H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

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If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

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D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

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E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Qualifications & Experience

B. Method of Approach

C. Price Proposal

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

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E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

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E. The form of relief requested.

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F. EVALUATION CRITERIA

F.1. GROUP A: TUCSON POLICE DEPARTMENT UNIFORMS

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Qualifications and Experience

A. Provide a detailed overview of your company, including years in business, corporate headquarters location, number of employees and types of business.

B. Describe your Tucson-area operations, including physical locations and number of employees dedicated to public safety uniform or equipment services.

C. Provide an organization chart for your Tucson-area operations and identify the primary representative for this contract.

D. Detail your regional / national product distribution and service delivery network.

E. Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.

F. How many sellers are dedicated to selling and supporting the state & local government and education (SLED) market?

G. Provide resumes for all key personnel, including supervisors and staff who will be assigned to this contract.

1. Include relevant experience with public safety uniform programs, tailoring, alterations, or equipment fitting (or, if applicable, ballistic equipment).

H. Describe your relevant past performance with law enforcement or public safety clients.

I. Provide at least three (3) references for work similar in scope to this RFP.

References may be from law enforcement agencies or public safety organization.

For each reference, provide the following:

N/A N/A

BUSINESS SERVICES DEPARTMENT Page 25 of 61

1. Name

2. Title

3. Organization

4. Address

5. Contact information including phone number and email address

6. Contract size/scope

J. If subcontractors will be used, provide the same information requested above for each subcontractor.

1. Identify the specific services each subcontractor will provide.

K. If submitting as a manufacturer’s representative, provide a letter from each manufacturer certifying that the vendor is authorized to provide the products offered.

L. Provide examples of past experience managing shield quality and warranty issues for similar agencies.

M. The letter must guarantee that, if the vendor cannot fulfill contract obligations, the manufacturer will assume responsibilities or provide an alternate authorized vendor for the remaining contract period.

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2. Method of Approach

Contractor shall submit a detailed Method of Approach that clearly describes how they will meet all requirements of this Request for Proposals for Police Department uniforms. The Method of Approach will be evaluated based on the contractor’s demonstrated understanding of the Scope of Work and its ability to successfully provide uniforms, accessories, and related services in a professional, timely, and compliant manner for the City of Tucson Police Department.

1. Provide all product brochures, descriptive literature, and catalogs showing appearance, construction, fabric content, durability, and detailed specifications that is available for purchase.

2. If you have any deviations from the General Requirements, you must provide justification for each individual item.

3. Provide full catalog pricing, including MSRP, percentage discount, and final cost, in a Word or Excel format. Provide physical address(es) of all storefronts serving Police and Fire Department personnel.

4. Provide details on services at each location, including on-site sizing, product review, alterations/repairs, uniform consultations, and catalog access.

5. Provide the number of staff available for sizing and alterations, including their qualifications and experience and hours of operation.

6. Provide a detailed description of sizing methodology, including in-person and alternative sizing options.

7. Provide details on the process and items available for sampling items prior to ordering.

8. Provide details on how sizing accuracy will be ensured to minimize errors and returns.

9. Provide a timeline between sizing and delivery.

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10. Describe the range of men and women’s sizes that you offer.

11. Describe method of communication with City departmental representatives and the process for sampling items.

12. Describe the ordering process Tucson Police employees should follow when purchasing.

13. Provide details and samples of the organization and tracking methods for individual employee orders and budgeted cost allocations.

14. Provide sample backup documentation for all orders received.

15. Provide details on all available ordering methods, including in-store and online.

16. Provide details for online platforms, including functionality, user access, account management, stipend tracking, and order history.

17. Provide a sample, demonstration, or screenshots of the system; if available, provide a test website with login credentials.

18. Describe any alternative purchasing methods.

19. Describe processes for bulk orders, including academy classes or special units.

20. Describe real-time reporting for inventory levels, order status, delivery tracking, and employee stipend balances.

21. Provide a sample or demonstration of the inventory tracking and invoicing system.

22. Provide details on the inventory you will provide in stock, including sizes and brands.

23. Describe delivery methods (in-store pickup, hand delivery, shipment).

24. Describe handling processes (transportation, unpacking, inspection, repackaging, reshipment).

25. Provide details on shipping, handling, or related logistics costs for purchases and returns and explain calculations or indicate if included at no cost.

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26. Provide specific timeline from sizing to delivery.

27. Provide details of experience with law enforcement uniform embellishments, including embroidery, patches, and insignia.

28. Are any of your services in-house or subcontracted?

29. Provide details on your quality control measures specific to embellishments.

30. Describe your quality control practices for compliance with the Scope of Work.

31. Describe procedures for addressing defective products or incorrect orders and any additional cost or if included at no cost.

32. Explain replacement or correction processes for defective or misordered items, include incorrect orders when the City employee made an error, and also when the error was the fault of the Contractor.

33. Provide a sample invoice.

34. Describe communication methods with the Police Department, including issue resolution and ongoing coordination.

35. Describe catalog updates and availability (electronic and print).

36. Provide full catalog pricing (MSRP, discount, final cost).

37. Describe how you will keep the City updated on all available catalogs.

38 As future catalogs are released, how is the City notified? Are these available electronically?

COOPERATIVE PURCHASING

1. Detail the full scope of Police Uniforms, Ballistic Shields and/or Fire Body Armor and related products that your company offers. Participating agencies of the Axia Cooperative purchasing program may utilize the resulting contract(s) to procure specific items that the City of Tucson, so prepare a comprehensive offering of your balance of line to accommodate those participating agencies. Pricing for additional items should be provided in your response

BUSINESS SERVICES DEPARTMENT Page 29 of 61 to the Price Proposal section. 2.

Demonstrate your commitment to leverage the Axia Cooperative purchasing program to make the resulting contract available to public agencies across the country. Include details about your firm’s ability to:

Market the agreement to public agencies nationally, educate your firm’s sales staff about the cooperative purchasing program, connect your sellers with the Axia team to pursue joint selling efforts, connect with customer decision makers and, Track sales and report back to Axia Cooperative. 3. What specific steps will your company take to train and equip their account managers to sell the cooperative contract / program on a national basis? 4. Will you establish national sales goals for public agency adoption of the cooperative agreement? 5. What tools will you utilize to track opportunities and hold sellers accountable? 6. Who are your national/corporate points of contact for sales, marketing, contract administration and monthly sales reporting for the cooperative program? 7. Describe all methods of accepting orders (online, apps, phone, email, in-person, etc.). 8.

Describe your available invoicing processes. 9. Describe your customer issue resolution process. Include details of various problems that may arise, such as invoicing disputes and receipt of incorrect damaged items.

Also detail customer service escalation procedures. 10. Describe performance measures for areas such as stocking/refills, shipment time, fill rate, backorder rate, etc. 11.

Describe what happens when an item is out of stock and a customer wants to order that item. 12. Detail any value-added services and programs that may complement your comprehensive offering. Such offerings may include (but are not necessarily limited to): Online

BUSINESS SERVICES DEPARTMENT Page 30 of 61 ordering capabilities, including (but not necessarily limited to):

eCommerce platform capabilities, availability of mobile websites and/or mobile apps, online order tracking and order history availability of contract pricing through the proposed online system ability to accept pCards, etc., ability to manage and restrict access to the proposed online system, ability to view product data, such as technical information, illustrations, Material Safety Data Sheets (MSDS), ability to save “favorite” products or curate personal lists, detail of security protocols to ensure customer data is safe, such as data storage and data transfer techniques, software punchout interface capabilities, inventory management solutions, such as on-site management, vending machines, mobile service, etc., small business partnership programs, such as local fulfillment and/or service partners, training & Education, consulting services, green / Sustainable programs, such as recycling programs, company policies, product certifications, staff and/or company certifications, sustainable distribution practices, etc., installation services, repair/maintenance services, customer support services, rebate/incentive programs and, other services, include details as to how these proposed services/programs would be rolled out to the City of Tucson and other participating agencies through the Axia Cooperative purchasing program. 13.

Complete and sign the Federal Funds Certification included in…