INVITATION TO BID

25/26-76

POLICE UNIFORMS, EQUIPMENT AND SUPPLIES II

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: June 5, 2026

DEADLINE FOR QUESTIONS: June 11, 2026

RESPONSE DEADLINE: June 15, 2026, 11:30 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

25/26-76

POLICE UNIFORMS, EQUIPMENT AND SUPPLIES II

I. Introduction II. Instructions to Bidders

III. Standard Instructions for Supplies, Materials & Equipment IV. Project Details V. Vendor Submissions

VI. Pricing Table

Attachments:

B - Blank IRS Form W-9 Fillable Form

Invitation To Bid #25/26-76 Title: POLICE UNIFORMS, EQUIPMENT AND SUPPLIES II

1. Introduction

1.1. Summary

The Town of Manchester is seeking bids for the purchase of Police uniforms, equipment and supplies.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Division

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Police

Department Head:

Captain Pace

Captain

1.3. Timeline

Release Project Date June 5, 2026

Question Submission Deadline June 11, 2026, 4:00pm mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Bid Opening Date and Time June 15, 2026, 11:30am

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2. Instructions to Bidders

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Division and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. All Awards shall be made by the Purchasing Authority.

25. The Town reserves the right to purchase additional items as listed in this invitation to bid, at the price herein bid, for a period of up to one (1) year from date of award.

26. Tariff Increases:

The prices set forth in this bid shall be firm and not subject to increase due to any new or increased tariffs, duties, or trade restrictions imposed after the bid submission date, whether by domestic or foreign authorities. The Seller assumes all risk and liability for any such increases and shall not pass on any additional costs to the Buyer unless agreed to in writing in advance.

Should the Seller seek an adjustment due to a material tariff change, the Seller must notify the Buyer in writing within ten (10) business days of the change, providing detailed documentation of the impact.

The Buyer reserves the right to reject any proposed price adjustment or to seek alternative suppliers if an acceptable resolution is not reached.

27. The Town reserves the right to reject bids from companies that have on two or more occasions withdrawn their bids after bids have been opened.

2.5. Bid Opening Information

Bid responses will be received by 11:30 am on Monday, June 15, 2026

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. Standard Instructions for Supplies, Materials & Equipment

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

4. Project Details

4.1. MANCHESTER POLICE DEPARTMENT UNIFORMS, EQUIPMENT AND

SUPPLIES

It is the intent of this bid to indicate the needs for Police uniforms, equipment and supplies. An initial purchase order(s) will be issued to restock the Police Department inventory.

Additional orders will be placed as new personnel are added to the force or as new uniforms and equipment are issued.

Bidders should familiarize themselves with all provisions of the specifications and shall not, at any time after submitting their bid, dispute any of the specifications or assert that there was any misunderstanding in regard to furnishing and delivering the items requested in these specifications.

Bidders may bid on any and all items they feel qualified to supply.

Quantities indicated are estimates only. The Town reserves the right to increase or decrease quantities, based upon Police Department requirements and budgetary limitations. The Town is not bound by the quantities indicated in the bid.

The Town reserves the right to make an award by item, by total, or by group, whichever is in the best interest of the Town.

NO SUBSTITUTIONS SHALL BE ALLOWED FOR ANY ITEM ON THIS BID

Samples of items may be requested by the Police Department or by the Purchasing Division in order to facilitate the award of the bid and must be provided at no cost to the Town.

The Town of Manchester Police Department will provide all patches, chevrons and service stripes to the contractor, as required for uniforms. It will be the responsibility of the contractor to adhere them to the uniforms.

4.2. MEASURING SERVICES

The bidder shall indicate what measuring services are available. The evaluation of this service may be considered in making an award.

Vendor must be able to provide measuring services on site at the Manchester Police Department for all uniformed personnel on every work shift, as needed. As part of the measuring service, the contractor will be required to bring sample trousers and blouse coats in a variety of sizes to the Police Facility for the officers to try on.

Additional on-site measuring service will be required for new personnel as they are added to the force.

Minor alterations to insure good uniform fit will be the responsibility of the contractor.

All articles of clothing furnished and delivered under this contract shall be free from damage and/or defects of any kind and shall be subject to the approval and acceptance of the Town.

Should improper size or material be received, it shall be the responsibility of the contractor to replace the incorrect material immediately upon notification without cost or obligation to the Town.

All costs for return of incorrect merchandise shall be the contractor's responsibility. Garments must be made of high quality material and attention to detail is required. The Town has the right to reject any uniforms deemed by the Police Department to be of substandard or inferior quality or workmanship.

Contractor must be able to furnish a normal range of sizes. Over-size charges must be indicated on the

Proposal. No additional charges for sizing will be allowed if not expressly stated on bidders proposal.

4.3. TAILORING

Each garment must be fitted for each individual. Any alterations shall be the responsibility of the contractor at no additional cost to the Town.

4.4. DELIVERY REQUIREMENTS AND LIQUIDATED DAMAGES

Delivery is of prime importance and may be a factor in awarding this bid.

All prices shall include inside delivery, FOB, to the Police Department, 239 Middle Turnpike East, Manchester, CT 06040.

The Town will not pay any additional charges, including energy or fuel surcharges.

Unless otherwise specified at time of ordering, deliveries will be required as follows:

Dress uniforms within sixty (60) days after measuring

Dress uniform shirts within thirty (30) days after measuring

All other items shall be delivered within forty-five (45) days after receipt of order

The Town of Manchester reserves the right to assess liquidated damages of $50 per day against the contractor if they fail to meet the delivery requirements as stated on our purchase order.

The Town of Manchester also reserves the right to extend delivery schedules or cancel outstanding orders that are beyond the delivery period, whichever is in the best interest of the Town.

4.5. INVOICING

The Town requires that each delivery must be billed by purchase order on separate invoices and must include item descriptions.

For example, if a delivery contains items ordered on two purchase orders, the vendor shall provide two invoices for that delivery.

Invoices that do not meet this requirement will be returned to the vendor for correction and no payments will be made until corrected invoices are received.

4.6. CONTRACT TERM

The term of the contract shall be from Date of Award up to and including August 31, 2027.

Prices must be held firm during the original contract term.

The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

4.7. CONTRACT EXTENSION

The contract contains an option to extend on an annual basis beyond its original term for 4 additional one year periods.

The extension of the contract shall be at the same terms and conditions and upon mutual agreement between the Town and the Contractor, made approximately four (4) months prior to the date the contract is due to expire.

4.8. CONTRACT PRICE ADJUSTMENT

Price adjustment shall be made on the following basis:

1. The price adjustment shall be equal to the percentage increase or decrease in the U.S. Bureau of

Labor Statistics Consumer Price Index, (Base 1982-84=100) all Urban Consumers, not seasonally adjusted.

2. Adjustments will be made annually, beginning on the anniversary date of the contract. Fractions of one percent (1%) will be carried to one place after the decimal only.

3. A review of the Consumer Price Index will be made for the latest twelve month period available four months prior to the anniversary date. The price adjustment, either up or down, will be effective on the anniversary date through the ensuing twelve months, if the contract is extended beyond its original term.

4. For example, the adjustment for a contract year beginning September 1st will be calculated based upon the Consumer Price Index information published on May 1st.

5. Adjustments for years following the first year extension will be made in the same manner based upon the adjusted bid price of the previous year. The contractor hereby agrees to accept payment adjusted in this manner as full compensation for services rendered.

5. Vendor Submissions

5.1. Bid Requirements*

Did you read through the entire solicitation and confirm that you met all of the bid requirements therein?

☐ Yes

☐ No

*Response required

5.2. Addenda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required

5.3. Document Uploads

Please upload any required information in this section.

5.4. Vendor Information *

Please provide your Company Name

Your Company Address

Your Company's State Contractor License Number (if applicable)

Main Contact Name and Title

Telephone Number

Email Address

*Response required

5.5. Please provide your company's FEIN Number or EIN Number.* *Response required

5.6. Please provide your company's System Award Management Number

(SAM)*

Please download the SAM.GOV Entry Registration Checklist for instructions to apply for a SAM Number if you do not have one.

• SAM.GOV_ENTRY_REGISTRATION_...

https://government-project.s3.us-west-2.amazonaws.com/22918/c4662476-a989-4049-9bab-0b94e293abed_SAM.GOV_ENTRY_REGISTRATION_CHECKLIST.pdf

*Response required

5.7. IRS Form W-9 Request for Taxpayer Indentification Number and Certification. Please provide a current Form W-9. You may also use the fillable Form W-9 attached here.*

Please download the document below, complete, sign and upload.

In order to collect your official tax identity, a current Form W-9, Request for Taxpayer Identification Number and

Certification, is required before engaging in any business with the Town of Manchester.

Please ensure that you have completed all necessary fields on the form, specifically Part I, Taxpayer Identification

Number (TIN) and Part II, Certification.

Payments to the vendor may be delayed if Form W-9 is not received.

Please download Form W-9 from the IRS website or use the fillable form below.

Complete, sign and include it with your submission.

Instructions for the Requester of Form W-9 https://www.irs.gov/pub/irs-pdf/iw9.pdf

Form W-9 https://www.irs.gov/pub/irs-pdf/fw9.pdf

Complete, sign and upload.

• BLANK_IRS_FORM_W-9_FILLABLE...

*Response required

5.8. Please provide the full name of the person who is authorized to sign contracts on behalf of the company in the event that your company is the successful bidder.*

*Response required

5.9. Please provide the email address of the person who is authorized to sign contracts on behalf of the company in the event that your company is the successful bidder.*

*Response required https://www.irs.gov/pub/irs-pdf/iw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://government-project.s3.us-west-2.amazonaws.com/22918/460357c1-a35f-41bd-9745-136311068517_BLANK_IRS_FORM_W-9_FILLABLE_FORM.pdf

6. Pricing Table

BODY ARMOR, SAFARILAND

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 Body Armor, Safariland

BA-2000s-XT03, Safariland Xtreme Level

II Body Armor (BA-

2000SXT03) A7. Carrier and Impact Plate

(Handgun Threat)

7"x9"

33 EACH

TOTAL

6. Pricing Table