RFB Special Provisions.pdf

RFB.SP.VI.2025 Page 1

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

INTENT: To award pricing agreement(s) for the purchase, on an as needed basis, an indefinite quantity of uniforms, wearing apparel, sports uniform, and safety footwear for general employees.

The discount bid represents the minimum discount and the Bidder may provide a greater discount based on the details of the order. Any additional cost saving may be passed directly to the department. Discounts shall remain firm in relation to the maximum cost calculation. However, individual pricing of items may fluctuate during the term of the agreement. Departments are encouraged to request special pricing for large orders. The current agreement expires on June 30, 2025.

BID SUBMISSION: Bids shall be submitted on a percentage discount off of the bidder's published price list. Bidders must indicate in their bid what price column they are using to determine the cost per each item. Bidders are expected to bid the specific brands they represent.

GUARANTEES: Items furnished under this contract shall conform to the manufacturer's specifications and shall perform the functions for which they were designed and manufactured.

The bidder shall hold in stock or have ready access to an adequate number of items as listed in the manufacturer's published price list. Answering services in lieu of offices or distribution points are not acceptable.

INDIVIDUAL SALES: Individual sales to a Contracting Entity employee, without a purchase/p-card order, shall be the sole responsibility of the Bidder as to arrangements for payment. These individual clothing sales to Contracting Entity employees are to be sold at the supplier's contract prices. Sales to individuals should include sales tax as required by law.

QUANTITY AND VOLUME SALES: Quantity and/or volume discounts may be applied on a "per order" basis.

STOCKAGE: The Bidder must be able to ship sufficient stock on hand of at least 80% of the items bid within forty-five days after receipt of order. The Bidder shall hold in stock or have ready access to an adequate number of items as listed in the manufacturer's published price list.

AUTHORIZED DISTRIBUTOR: Each Bidder shall bid the brands, types, and models manufactured by the company(s) they represent. The Bidder must be an authorized distributor for each brand bid. General uniforms, miscellaneous wearing apparel, and safety footwear to be furnished by the Bidder, shall be the product of a manufacturer regularly engaged in the production of these items.

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BID SAMPLES: Samples of items bid shall be available upon request. Samples should be furnished within seven working days after verbal/written request by the Contracting Entity.

Samples will remain the property of the Bidder and it is the responsibility of the Bidder to pick up the samples within thirty days after the sample has been received by the Contracting Entity.

Note: Return of samples not requested within thirty days after receipt of the samples shall become the property of the Contracting Entity.

FITTINGS: Bidders may be required to make site visits for fittings. The Contracting Entity will be responsible for coordinating with the Bidder the time and place for fittings of employees. It will be the Contracting Entity’s responsibility to notify the Bidder of styles of clothing and/or accessories that their employees may purchase. Bidders shall not be responsible for employee self-sizing. Bidders providing site visits for fittings must provide the Contracting Entity the required insurance documentation prior to a site visit.

Uniforms and wearing apparel not furnished at the time of fitting are to be delivered within forty-five days after receipt of the purchase order. Safety footwear not furnished at the time of fitting should be delivered within thirty days after receipt of the order. Bidders are not allowed to supply Contracting Entity with additional apparel other than what is on the original request or part of the official Contracting Entity uniform. No promotional items, hats, shirts, etc. will be allowed to return with the employee. The Bidder will be authorized to bring only samples of clothing that has been chosen on the order form by the Contracting Entity.

All pricing is FOB Oklahoma City. No additional delivery charges shall apply.

OVERSIZED AND CUSTOM ALTERATIONS: Awarded Bidders shall indicate in the solicitation questions pricing area of the electronic bidding system if additional charges are required for shirts including t-shirts, jackets, coats, coveralls, etc., above the size extra-large, and pants with a waist size of 48 and above and/or custom tailoring beyond normal alterations.

SAFETY UNIFORMS: Due to Personal Protection Equipment (PPE) requirements, Bidders shall be able to provide Flame Retardant (FR) clothing upon request. Some Departments may require FR clothing that will protect them from electrical hazards/arc flash hazards that may require FR clothing, meeting the ASTM F 1506-08 standards, rated for a minimum of 8 CAL/cm squared, and be labeled with the ASTM F required labeling.

DISCONTINUED OR BACKORDERED PRODUCT: Bidders shall immediately notify the Contracting Entity of any part of an order that is discontinued or backordered. Upon notification, Bidder shall offer a reasonable substitution at the discretion of the Contracting Entity.

DISCOUNT PRICING: If discount percentages bid from price lists are not the same for the entire product line(s) listed, the Bidder should attach the proper discounts and corresponding price list page numbers in the bid document area of the electronic bidding system.

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The Bidder must indicate the price column in the price list that is to be used to determine the proper price from the percentage discount bid. Failure of the Bidder to so indicate shall result in the lowest price favorable to the Contracting Entity being used.

RETURNS: The Bidder shall accept returns of unused, non-embroidered items.

SCREEN PRINTING, EMBROIDERY EMBLEMS AND SET UP CHARGES: Upon request, awarded vendors shall furnish the City seal and/or wording legends, screened or embroidered, on various articles of clothing purchased by the Contracting Entity. Wording or legend shall be at the option of the Contracting Entity. All screening and set-up charges are to be included in the discount/mark-up percentages bid or attached separately in the bid document of the electronic bidding system.

Additional costs may include a per color charge for screen printing; art work supplied to the Contracting Entity by a Bidder shall be at a per hour labor charge; also included is a one-time set up charge for screen printing as a separate item.

A one-time set-up charge will be paid for the same imprint to be made on multiple types or sizes of items. The Contacting Entity will pay an additional set-up charge, if larger or smaller imprints are needed, but only after approval from the Contracting Entity.

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1. WARRANTY

A. The Bidder warrants that at the time of delivery, all Bid Items furnished under this

Pricing Agreement will be free from defects in material and/or workmanship and each Bid Item will conform to the Bid Specifications and all other requirements of this Pricing Agreement.

B. Bidders must furnish with their bid one copy of their warranty applicable to the Bid Items to be furnished.

C. Bidder agrees that it alone is responsible for ensuring that Bid Items furnished to the Contracting Entity at the time of delivery and inspection meet all manufacturer warranties even if Bidder is not the manufacturer. If the Bidder is not the manufacturer and the Contracting Entity determines that the Bid Items furnished by Bidder do not meet the manufacturer’s warranty, Bidder alone is responsible for working with the manufacturer to promptly obtain Bid Item replacements for the Contracting Entity that meet all applicable warranties or in the alternative, refund Contracting Entity’s payment for said Bid Items. The election of remedies shall be at the sole discretion of the Contracting Entity.

D. This warranty shall be in addition to any other rights of the Contracting Entity established or implied by contract and/or in equity or at law.

E. All warranties shall start on the date of acceptance of the Bid Items and will be for the full term of said warranty.