RFP 26_28 Police UNIFORMSv4_6_3_26 edit.pdf

City of South Fulton, Georgia

Police Department

REQUEST FOR PROPOSAL

FOR

RFP NUMBER: 26-28

POLICE UNIFORMS, FOOTWEAR, ALTERATIONS, AND RELATED ACCESSORIES

ISSUED, June 5, 2026

Proposals due no later than 3:00 PM EST, July 9, 2026

City of South Fulton Procurement Department

4715 Frederick Dr. SW

Atlanta, GA 30336

The City is soliciting sealed Proposals from qualified firms to furnish police uniforms, footwear, alterations, customization, and related services for the Police Department in accordance with the requirements of this Request for Proposals. This Solicitation does not create any contractual, equitable, or property right in any Proposer. No contract shall exist unless and until a written agreement is approved by the City in accordance with applicable law and executed by all required parties

The City of South Fulton, Georgia

Procurement Department

4715 Frederick Dr. SW., Atlanta, GA 30336

Phone: 470-809-7667

Website: Procurement Department | South Fulton, GA

REQUEST FOR PROPOSAL

RFP #26-28 POLICE UNIFORMS, FOOTWEAR, ALTERATIONS, AND RELATED ACCESSORIES

SCHEDULE OF EVENTS DATE

Proposal Release Date:

June 5, 2026

Non-Mandatory Pre-Proposal Conference:

The City will conduct a non-mandatory pre-Proposal conference virtually. To attend the Pre-Proposal Conference, please refer to

Information and Instructions to Proposers for details.

June 11, 2026, 11:00 AM Eastern Time

Deadline for Questions:

Questions must be submitted online at:https://www.bidnetdirect.com/georgia/cityofsouthfulton

June 18, 2026, 3:00 PM Eastern Time

Responses to Questions:

Responses to timely submitted questions will be issued by a written

Addendum or about:

https://www.bidnetdirect.com/georgia/cityofsouthfulton

June 25, 2026

Proposal Submission Deadline:

Proposals must be submitted electronically through BidNet no later than:https://www.bidnetdirect.com/georgia/cityofsouthfulton. If you need any assistance registering or using the platform, please call BidNet Direct Support Team at 800-835-4603 ext. 2 for assistance.

July 9, 2026, 3:00 PM Eastern Time

DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE:ZIP: SSN OR FEDERAL TAX ID#:

EMAIL: �TITLE OF AUTHORIZED

REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

All dates are subject to change by written Addendum issued by the City. Proposers are solely responsible for monitoring the designated solicitation platform for Addenda, notices, responses to questions, and other procurement communications

IF AWARDED THE PROJECT FOR THIS SOLICITATION, THE CITY SHALL TRANSMIT THE

CONTRACT TO THE SELECTED AWARDEE FOR FULL REVIEW AND SIGNATURE

https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/cityofsouthfulton

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TABLE OF CONTENTS

Table of Contents

SOLICITATION OVERVIEW

INSTRUCTIONS TO PROPOSERS

REFERENCE VERIFICATION FORM

DRAFT CONTRACT………………………………………………………………………………… 42

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SOLICITATION OVERVIEW

1.1. Request for Proposal: The City of South Fulton (“City”), Georgia, through its

Procurement Department, is issuing this Request for Proposals (“RFP” or “Solicitation”) to solicit sealed Proposals from qualified and experienced firms, entities, or other persons legally authorized to do business in the State of Georgia, to provide police uniforms, footwear, tailoring, insignia, embroidery, patches, alterations, online ordering services, delivery, returns, and related support services for the Police Department.

1.2. Objective: The City’s objective is to establish one or more requirements contracts with responsive and responsible Proposers capable of delivering consistent product quality, accurate fitting, reliable order fulfillment, timely alteration services, and accountable contract management at competitive pricing.

1.3. The City seeks a contractor capable of providing a complete, accountable, and auditable uniform program, including product supply, fitting, alterations, customization, order tracking, allowance management, reporting, issue resolution, and contract administration.

The City’s objective is not merely to purchase uniform items, but to secure a managed service solution that supports operational readiness and internal control

1.4. Background: The Police Department requires standardized uniforms and accessories for sworn and authorized non-sworn personnel. The awarded contractor shall support initial issue, replacement issue, special order sizing, rank and assignment changes, promotional changes, academy needs, and approved individual purchases, all in accordance with

Department standards.

1.5. Contract Type: The City intends to award an indefinite delivery, indefinite quantity requirements contract. Quantities stated in this solicitation are estimates for evaluation purposes only and do not guarantee any minimum purchase.

1.6. Reservation of Rights: The City reserves the right to reject any or all Proposals, waive minor informalities, request clarifications, conduct discussions, request best and final offers, make a single award, make multiple awards, or cancel this solicitation when determined to be in the best interest of the City.

1.7. Definitions: For purposes of this solicitation, the following terms shall apply:

‘City’ means the City of South Fulton, GA.

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‘Department’ means the City Police Department.

‘Contractor’ means the Proposer awarded a contract under this solicitation.

‘Proposer’ means the legal entity submitting a Proposal.

‘Official Purchase’ means any purchase authorized and funded by the City.

‘Personal Purchase’ means any purchase made by an employee at the employee’s sole cost and not chargeable to the City.

‘Equal Product’ means a product demonstrated by the Proposer, to the City’s sole satisfaction, to meet or exceed all functional, material, performance, appearance, fit, durability, and compatibility requirements identified in this solicitation.

‘Business Day’ means any day on which City administrative offices are open for business.”

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INSTRUCTIONS TO PROPOSERS

PROCUREMENT CONTACT

2.1. All communications regarding this solicitation shall be directed exclusively to the

Procurement Officer identified in the solicitation. Unauthorized contact with elected officials, Department personnel, evaluators, or other City representatives regarding this solicitation may result in disqualification.

2.2. Violation of this communication restriction may result in rejection of the Proposal, disqualification from further consideration, cancellation of award, termination of any resulting contract, and any other remedy available to the City. This restriction does not prohibit communications with the Procurement Department through the official question process established in this Solicitation

2.3. Addenda: Any interpretation, correction, or change to this solicitation shall be made only by a written addendum issued by the City. Oral statements, explanations, or instructions shall not be binding.

2.4. Examination of Solicitation: Each Proposer is responsible for reviewing the entire solicitation, all exhibits, all forms, and all addenda prior to submission. Submission of a

Proposal constitutes acknowledgment that the Proposer has examined all solicitation documents and accepts the requirements stated therein except for those exceptions expressly identified in the Proposal.

2.5. Proposal Validity: Proposals shall remain firm for one hundred twenty (120) calendar days following the Proposal due date.

2.6. Cost of Proposal Preparation: The City shall not be liable for any cost incurred by any

Proposer in the preparation, submission, presentation, clarification, or negotiation of a

Proposal.

2.7. The City shall make the final determination regarding disclosure of records in accordance with applicable law. Proposer acknowledges that the City cannot agree to blanket confidentiality designations, proprietary markings, or restrictions that conflict with the

Georgia Open Records Act

2.8. Public Records: Proposals submitted to the City are subject to applicable public records laws. Any Proposer asserting that specific information is exempt from disclosure shall clearly identify each claimed exemption and provide the legal basis supporting such claim. Blanket confidentiality designations shall have no effect.

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2.9. Collusion and Ethics: By submitting a Proposal, the Proposer certifies that its submission is genuine, is not collusive, and has not been prepared in coordination with any other respondent for the purpose of restricting competition or manipulating pricing.

2.10. Approved Equals: Where a manufacturer, brand, catalog number, or model is referenced in this solicitation, such reference is intended solely to establish the minimum level of quality, compatibility, fit, and functional standard required by the Department unless the solicitation expressly states that no substitute shall be accepted.

If the City elects to permit equal products, the Proposer shall identify each proposed equal product in its Proposal and shall provide complete manufacturer specifications, samples if requested, warranty information, country of manufacture, lead times, and any other information required by the City for evaluation. The City shall determine, in its sole discretion, whether a proposed equal product is acceptable. Failure to identify a substitution in the Proposal shall be deemed an offer to provide the exact specified item.

Proposed equal products must be identified with specificity in the Proposal. At a minimum, the Proposer shall provide manufacturer name, product number, specifications, materials, color, warranty, country of origin, size availability, photographs or cut sheets, and any deviation from the specified item. Failure to identify a proposed equal product shall constitute an offer to provide the specified product without substitution

3.1. MINIMUM QUALIFICATIONS

Failure to satisfy the minimum qualifications may result in a determination that the

Proposal is non-responsive or that the Proposer is not responsible, as applicable. The City reserves the right to request clarification or supporting documentation, but is not obligated to permit a Proposer to cure a material omission after the Proposal Submission Deadline

To be considered responsive, each Proposer must demonstrate, at a minimum, the following:

3.2. A minimum of five years of experience providing uniforms and related services to municipal, county, state, university, or other law enforcement agencies of comparable size and complexity.

3.3. Demonstrated experience measuring and fitting sworn personnel for law enforcement uniforms.

3.4. Demonstrated capability to provide alterations, insignia application, embroidery, patch application, and replacement services.

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3.5. A secure online ordering platform capable of distinguishing City-funded orders from personal purchases.

3.6. A designated account manager and an escalation contact authorized to resolve performance issues.

3.7. The ability to perform on-site measuring sessions at City-designated locations within the service response times stated in this solicitation.

3.8. All licenses, registrations, and authorizations required to do business in the State of Georgia and local jurisdiction.

3.9. The Proposer must disclose any contract termination for default, cure notice, suspension, debarment, material litigation, unresolved audit finding, or material performance dispute within the past five years involving public-sector uniform, apparel, logistics, or related service contracts.

3.10. A record of satisfactory performance and no material history of default, termination for cause, suspension, or debarment within the past five years, unless fully disclosed and determined acceptable by the City.

3.11. The Proposer shall demonstrate the operational capacity to provide on-site fitting, measurement, alteration coordination, emergency issue support, and account management services within the response times stated in this Solicitation. The City will evaluate service capability based on performance commitments, staffing, inventory access, delivery controls, and demonstrated ability to support law enforcement uniform operations, not solely on the physical location of a storefront.

4.1. Scope of Services: The Contractor shall furnish all labor, supervision, materials, equipment, transportation, software, supplies, alterations, embroidery, patches, insignia, packaging, and incidentals necessary to provide complete police uniform services to the

Department.

At a minimum, the Contractor shall provide the following services:

4.1.1. Initial Fitting and Measurement: The Contractor shall conduct on-site fitting and measurement sessions at locations designated by the City. Measurements shall be taken by qualified personnel experienced in law enforcement uniform fitting. The

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Contractor shall maintain measurement records for each authorized employee for the duration of the contract.

4.1.2. Standard Uniform Program: The Contractor shall provide standard issue and replacement uniforms for sworn and authorized non-sworn personnel, including

Class A uniforms, Class B uniforms, trousers, shirts, polos, outerwear, rainwear, headwear, footwear, maternity uniforms if required, and approved accessories.

4.1.3. Alterations and Customization: The Contractor shall provide alterations and customization services, including hemming, tapering, waist adjustment, sleeve adjustment, patch application, rank insignia attachment, badge tab placement, name strip application, embroidery, and replacement of damaged or defective items.

4.1.4. Online Ordering Platform: The Contractor shall maintain a secure online ordering system available to authorized City users. The system shall, at a minimum, support user-level permissions, supervisor approval workflows, item eligibility controls, order status tracking, invoicing by order, reporting by employee and by cost center, and separation of City-funded orders from personal purchases.

4.1.5. The online ordering platform shall maintain separate workflows for City-funded purchases and personal purchases. The platform shall prevent unauthorized users from charging personal purchases, non-approved items, or charges exceeding authorized allowance limits to the City.

4.1.6. The Contractor shall not process, invoice, or represent any personal purchase as a

City obligation. Any personal purchase charged to the City in error shall be corrected by the Contractor at no cost to the City within five business days after notice.

4.1.7. Personal Purchases: The Contractor may accept personal purchases only when expressly permitted by Department policy. Under no circumstances shall personal purchases be billed to the City. All invoices for personal purchases shall be clearly marked ‘Personal Purchase, Employee Responsibility Only.

4.1.8. Delivery: All City orders shall be delivered F.O.B. Destination, freight prepaid and allowed, to the location designated by the City. No separate freight, handling, fuel, processing, or administrative charges shall be permitted unless expressly authorized in the resulting contract.

4.1.9. Returns and Corrections: The Contractor shall, at no additional cost to the City, correct any item that is defective, incorrectly sized, improperly altered, inconsistent

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4.1.10. Quality Assurance: All products furnished under the contract shall be new, first-quality merchandise, free from defects in materials and workmanship, and consistent in color, finish, construction, appearance, and durability.

4.1.11 Recordkeeping: The Contractor shall maintain complete order histories, pricing records, invoice support, employee measurement records, and issue history, and shall provide such records to the City upon request.

4.1.12 Warranty: The Contractor warrants that all goods and services furnished under the contract shall conform to contract requirements and shall be fit for their intended purpose.

4.2 Service Level Requirements

The Contractor shall meet the following minimum performance standards:

4.2.1. Schedule initial measuring event within ten business days after City request.

4.2.2. Schedule individual remeasurement within five business days after City request.

4.2.3. Deliver standard stocked items within fifteen business days after order approval.

4.2.4. Deliver non-stocked or special order items within thirty calendar days after order approval, unless otherwise approved by the City in writing.

4.2.5. Complete routine alterations within seven business days after receipt.

4.2.6. Correct defective, nonconforming, or improperly fit items within ten (10) business days after return.

4.2.7. Respond to City inquiries within one business day.

4.2.8. Provide monthly contract usage and backorder reports.

4.2.9. Maintain order accuracy rate of not less than ninety-eight percent.

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Failure to meet service level requirements may constitute a material breach of contract.

4.2.10. Chronic service failure means three or more missed service level requirements within any rolling 90 calendar day period, or any single failure that materially impacts Police Department operations. Chronic service failure may constitute material default.

4.3 Service Level Remedies

4.3.1. The Contractor’s failure to meet service level requirements may result in corrective action, written cure notice, payment withholding, order suspension, negative performance evaluation, termination for default, or other remedies available to the

City.

4.3.2. The City may require a corrective action plan within five business days after notice of repeated or material service failure.

4.3.3. The City’s acceptance of late or corrected performance shall not waive any right or remedy under the contract.

4.3.4. Before exercising termination rights for chronic or material service failure, the City may, but is not required to, issue a written cure notice. If a cure notice is issued, the

Contractor shall submit a corrective action plan within five business days and shall complete corrective action within the timeframe stated by the City

5. Business License: The Proposer shall submit a copy of a current, valid business license, certifications, and permits with their Proposal. If the Proposer is a Georgia corporation, it must submit a current and valid state, county, municipal, or other applicable business license required for the Proposer’s place of business and performance of the contract. If the

Proposer is a Joint Venture, each member must provide a valid business license. For non-

Georgia corporations, they must submit a Certificate of Authority to Transact Business in

Georgia, along with a copy of their current, valid business license from their home jurisdiction.

6. No Offer by City and Firm Offer by Proposer: This Solicitation is a Request for

Proposals only and does not constitute an offer by the City. Each Proposal shall remain firm, valid, and irrevocable for one hundred twenty calendar days following the Proposal

Submission Deadline, unless extended by written agreement of the City and the Proposer.

7. Order of Precedence: In the event of a conflict, ambiguity, or inconsistency among the

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Solicitation documents or resulting Contract documents, the following order of precedence applies, highest to lowest, unless expressly stated otherwise in writing by the City.

7.1.1. Executed Contract, including all negotiated modifications.

7.1.2. Addenda issued by the City.

7.1.3. RFP and all Attachments, Appendices, and Exhibits.

7.1.4. The Proposer’s Technical Proposal.

7.1.5. The Proposer’s Price Proposal.

No Proposer terms and conditions, invoice terms; website terms, quote terms, shrink-wrap terms, click-through terms, or other vendor-supplied terms shall modify the

Contract unless expressly accepted in a written amendment executed by the City.

8. Interpretation, Ambiguities: If an ambiguity remains after applying this order of precedence, the ambiguity shall be resolved in accordance with applicable Georgia law and the City’s procurement authority.

9. Addenda Control: Only a written Addendum issued by the City modifies this Solicitation.

The Proposer is responsible for acknowledging receipt of all addenda and incorporating requirements into its Proposal.

10. Electronic Signature and Electronic Notices: Electronic signatures and electronic notices have the same legal effect as wet signatures and hard copy notices, consistent with applicable State and Federal law. The Proposer is responsible for monitoring the designated email and platform.

11. Proposal Submission Deadline: Responses to this RFP shall be accepted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton until July 9, 2026, by 3:00 PM, Eastern Time.

Proposals received after 3:00 PM on the stated deadline shall not be accepted.

12. Proposal Modification and Withdrawal: A Proposer may modify or withdraw its

Proposal before the Proposal Submission Deadline only through BidNet. After the Proposal

Submission Deadline, the Proposals shall remain firm and may not be withdrawn for one hundred and twenty (120) calendar days. Unauthorized withdrawal or modification after submission shall result in disqualification and may impact future eligibility.

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13. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for June 11, 2026, at 11:00 AM Eastern Time, and shall be hosted virtually by our staff and the responsible person. To attend the Pre-Proposal Conference, please access Microsoft Teams via the app or on the web by utilizing the information below:

Meeting ID: 226 641 283 029 069

Passcode: js2Pi378

Download Teams | Join on the web

Or call in (audio only)

+1 929-583-6155,,493238359# United States, New York

Phone Conference ID: 493 238 359#

Find a local number | Reset PIN

14. Attendance at the Pre-Proposal Conference is non-mandatory. During the conference, the City will review the general requirements of the Project. Statements made at the conference are not binding unless issued by a written Addendum.

15. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before June 18, 2026, by

3:00 PM, Eastern Time. Questions received after the designated period shall not be considered. Any response made by the City shall be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by Addendum. No Proposer shall rely on any verbal response to any question submitted concerning this RFP.

Questions must be submitted in sufficient detail to permit a written response. The City may decline to answer questions that are untimely, vague, argumentative, or unrelated to the

Solicitation.

16. Exclusive Means of Clarification and Modification: This Solicitation may be modified only by a written Addendum issued by the City. No interpretation, clarification, explanation, oral statement, site discussion, conference statement, or other communication from any person shall change the Solicitation unless expressly incorporated in a written

Addendum. Proposers rely upon the Solicitation documents and written Addenda at their own risk and shall not rely upon any oral representation or unofficial communication.

17. Procurement Integrity, No Contact: From issuance of this RFP through final award by

City Council, the Proposer and its representatives shall not communicate regarding this

Solicitation with any City elected official, employee, evaluator, or agent other than the

Procurement Department contact identified in this RFP, unless the City authorizes such contact in writing. Any attempt to influence the procurement process shall result in https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+19295836155,,493238359 https://dialin.teams.microsoft.com/ba83620b-2648-4bd3-9555-378ecf04647b?id=989159654 https://dialin.teams.microsoft.com/usp/pstnconferencing

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The Proposer shall report any unauthorized contact to the Procurement Department within

24 hours.

Proposer shall not offer gifts, meals, entertainment, employment opportunities, gratuities, favors, or anything of value to any City official, employee, evaluator, consultant, or representative in connection with this Solicitation.

17.1. Any protest concerning the terms, conditions, specifications, or requirements of this

Solicitation must be submitted in writing to the Procurement Department no later than five (5) business days before the Proposal Submission Deadline.

17.2. Any protest concerning the evaluation, recommended award, or award decision must be submitted in writing no later than five business days after the City posts the notice of intended award or other written award recommendation.

17.3. A protest must include the Solicitation number, protester’s name and contact information, a detailed statement of the factual and legal grounds for the protest, copies of all supporting documents, and the specific relief requested.

17.4. The City may reject any protest that is untimely, incomplete, unsupported, or submitted by a party that is not an interested Proposer.

17.5. Filing a protest shall not automatically stay the procurement, award, or contract performance unless the City determines, in writing, that a stay is in the City’s best interest.

17.6. The City Manager, or designee, shall issue the City’s final administrative decision.

The decision shall be final unless otherwise provided by applicable law.

18. Ownership of Proposal: Each Proposal submitted to the City shall become the property of the City without compensation to a Proposer, for the City’s use in its discretion. The City shall not be liable for any Proposal preparation costs incurred by the Proposer.

19. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et seq. Pursuant to O.C.G.A. §

50-18-72 (a) (34), an entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an

Affidavit affirmatively declaring that specific information in the records constitutes trade secrets pursuant to Georgia Code O.C.G.A. § 10-1-760 et seq.

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20. Confidential Submittals: All materials submitted are subject to disclosure under the

Georgia Open Records Act. If Proposer contends any portion is exempt as a trade secret, Proposer must submit, at the time of Proposal submission, a specific trade secret affidavit and clearly mark each page claimed confidential. The City makes no guarantee of confidentiality and will comply with applicable law.

21. Confidentiality and Data Security, and Employee Information:

21.1. The Contractor shall protect all City data, employee information, law enforcement sensitive information, order history, sizing records, allowance records, and other nonpublic information using commercially reasonable administrative, technical, and physical safeguards.

21.2. The Contractor shall use City information only for contract performance and shall not sell, disclose, mine, reuse, or transfer City information for any unrelated purpose.

21.3. The Contractor shall notify the City within twenty-four hours after discovering any actual or suspected unauthorized access, use, disclosure, loss, or compromise of City information.

21.4. Contractor shall not use City employee information, sizing information, order history, law enforcement uniform data, credentials, or allowance information for marketing, resale, analytics, profiling, unrelated commercial purposes, or any purpose not directly required for Agreement performance.

21.5. Upon request or contract completion, the Contractor shall return or securely destroy

City information, subject to lawful retention requirements.

21.6. This section shall survive expiration or termination of contract.

21.7. Employee sizing records, order history, allowance records, user credentials, and law enforcement uniform data shall be treated as confidential operational information.

The Contractor shall restrict access to personnel with a legitimate need to know for contract performance.

22. Iran Divestment Certification: The Proposer certifies that they are not included on the

Iran Divestment List created under O.C.G.A. § 50-5-85.1 and do not participate in investment activities in Iran’s energy sector.

23. Certification Regarding Boycotts of Israel: Proposers certify that they are not currently engaged in and agree for the duration of the contract not to engage in a boycott of Israel as

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24. Debarment and Suspension Certification: The Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency.

25. Records Retention: The Proposer must maintain all records, books, and documents pertinent to this Agreement for at least five (5) years after completing the Services and must make them available for inspection upon reasonable request by the City or its auditors.

Records shall be made available upon reasonable request to:

Procurement Department, 4715 Frederick Drive SW, Atlanta, GA 30336.

If any audit, claim, dispute, investigation, litigation, or public records request is pending at the end of the retention period, the Contractor shall retain all relevant records until final resolution.

26. Cost-Plus Prohibition: Cost-plus-a-percentage-of-cost pricing is prohibited and shall be deemed non-responsive.

27. Non-Discrimination: The Proposer agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

28. Term of Contract: The contract shall be for a period of one (1) year, subject to satisfactory performance and availability of funds.

29. Termination for Default and Remedies:

29.1. Failure to comply with delivery schedules, product specifications, alteration requirements, reporting obligations, service levels, invoicing requirements, data security obligations, or other material contract terms shall constitute default.

29.2. Upon default, the City may require corrective action, suspend orders, reject nonconforming goods, obtain replacement goods or services from another source, recover excess reprocurement costs, withhold payment, terminate the contract in whole or in part, or pursue any other remedy available at law or in equity.

29.3. The City may terminate immediately if the Contractor commits fraud, makes a

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29.4. Termination for default shall not limit the City’s right to recover excess costs, pursue damages, withhold payment, enforce warranties, obtain substitute performance, or exercise any other remedy available under the Contract, law, or equity.

30. Termination for Convenience: The City may terminate the resulting contract, in whole or in part, for convenience upon thirty calendar days’ written notice to the Contractor. Upon termination, the City shall pay the Contractor only for conforming goods delivered and services properly performed and accepted before the effective date of termination. The City shall not be liable for lost profits, consequential damages, unabsorbed overhead, or costs incurred after the effective date of termination.

31. Indemnification: To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless the City of South Fulton, its elected officials, officers, employees, agents, and representatives from and against all claims, damages, losses, liabilities, fines, penalties, costs, and expenses, including reasonable attorneys’ fees, arising out of or relating to the Contractor’s performance, acts, omissions, negligence, willful misconduct, breach of contract, violation of law, infringement of intellectual property rights, employment practices, or failure to protect City data. This obligation shall survive expiration or termination of the contract.

32. Insurance Requirement:

32.1. The Contractor shall maintain insurance coverage throughout the contract term with insurers authorized to do business in Georgia and rated A- VII or better by A.M. Best, unless otherwise approved by the City.

32.2. Required coverage shall include, at minimum:

• Commercial General Liability: $1,000,000 per occurrence and $2,000,000 aggregate.

• Automobile Liability: $1,000,000 combined single limit for owned, hired, and non-owned vehicles.

• Workers’ Compensation: Statutory limits as required by Georgia law.

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• Employer’s Liability: $1,000,000 each accident, disease, and employee.

• Cyber Liability or Technology Errors and Omissions, if the Contractor operates an online ordering platform or stores employee data: $1,000,000 per claim.

32.3. The City shall be named as an additional insured on commercial general liability and automobile liability policies.

32.4. The Contractor shall provide certificates of insurance before contract execution and upon renewal. Failure to maintain required insurance shall constitute material default.

32.5. All insurance required under this Contract shall be primary and non-contributory to any insurance or self-insurance maintained by the City. Required coverage shall not limit the Contractor’s liability or indemnification obligations.

33. Pricing, Price Adjustments, and Prohibited Charges:

33.1. Prices shall remain firm for the initial contract term.

33.2. Any requested price adjustment for a renewal term must be submitted at least sixty calendar days before the renewal date and must include manufacturer documentation, market justification, and a revised price schedule.

33.3. The City may approve, reject, or negotiate any requested price adjustment in its sole discretion.

33.4. No fuel surcharge, freight charge, handling fee, administrative fee, credit card fee, minimum order fee, or other charge shall be payable unless expressly included in the

Contractor’s accepted price proposal or approved by written contract amendment.

33.5. Cost-plus-a-percentage-of-cost price is prohibited.

33.6. The Contractor shall not increase prices, impose surcharges, substitute products, change discount structures, or add fees unless approved in advance by written contract amendment executed by the City.

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EVALUATION PROCESS AND SELECTION CRITERIA

Evaluation Process: The City will evaluate Proposals in accordance with the stated evaluation criteria and applicable City procurement authority. The City may conduct discussions, request clarifications, invite presentations, establish a competitive range, and request final offers, including best and final offers, as permitted by law. The City may award without discussion.

The City intends to select the Proposer or Proposers that are most qualified to meet the City’s needs.

The award shall be based on, but not limited to, the following factors:

Price Scoring Formula: Price Score = ( Lowest Overall Cost

Proposer’s Price ) × 25

Price Points Awarded equals Lowest Total Evaluated Price divided by Proposer’s Total

Evaluated Price, multiplied by the Maximum Price Points. Total Evaluated Price is the sum of all line items in Appendix B, as completed by the Proposer.

Best Value Evaluation Standard: Award shall be made to the responsive and responsible

Proposer or Proposers whose Proposal is determined by the City, in its sole discretion, to represent the best overall value to the City, considering price and all other evaluation factors stated in this Solicitation. The City is not required to make an award to the Proposer offering the lowest price. The City may consider qualitative and quantitative factors, operational risk, service capacity, Proposer stability, demonstrated past performance, innovation, and any other considerations reasonably related to the City’s interests and lawful procurement objectives.

The City may evaluate risk as part of the best value determination, including but not limited to

Operational risk, delivery risk, transition risk, financial risk, performance risk, data security risk, and contract administration risk.

Reservation of Rights in Evaluation: The City reserves the right to conduct investigations, seek clarifications, request supplemental information, require demonstrations or presentations, verify references, inspect facilities, review financial capacity, and evaluate any matter bearing on a

Proposer’s ability to successfully perform the contract. The City may reject any Proposal that, in the City’s judgment, fails to adequately demonstrate capability, reliability, integrity, operational capacity, or alignment with the City’s performance objectives.

In applying the evaluation criteria, the City may consider the completeness, specificity, credibility, feasibility, and demonstrated merit of each Proposal. The City may consider the relative strengths, weaknesses, deficiencies, risks, and advantages of each Proposal under each factor and is not required to award points on a mechanical or evenly distributed basis.

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EVALUATION CRITERIA DESCRIPTION:

MAXIMUM

POINTS

Experience, Performance References:

The Proposer’s relevant experience in providing similar goods and services, length of time in the industry, and demonstrated past performance on comparable contracts will be reviewed. Emphasis will be placed on evidence of satisfactory completion of prior contracts within the past three (3) years, including timely delivery, adherence to budget, and consistent quality of service. References may be contacted to verify performance.

Technical Qualifications and Quality of Offerings:

The Proposer shall demonstrate the capability to provide police uniforms and accessories that meet or exceed City requirements, based on the following:

1. Quality and Compliance: Ability to supply high-quality uniforms and accessories that meet applicable standards, including durability, workmanship, and suitability for law enforcement use.

2. Inventory and Delivery Capability: Ability to maintain adequate inventory levels and ensure timely fulfillment of routine and expedited orders.

Required Specifications: Service delivery plan, functionality, ordering system, designated account manager, demonstrated ability to deliver items on time, location of storefront, and ability to come onsite.

Online Ordering and Reporting Capability:

Cost: The Cost Proposal shall include a detailed breakdown of all pricing and any expenses or fees identified as Additional Services payable to Sub-Contractors or

Vendors. All such expenses must be based on actual costs incurred and shall include no markup for overhead or profit. Pricing shall include all delivery costs and reflect the

City’s tax-exempt status.

Service Accessibility and On-Site Support Capability: The Proposer’s demonstrated ability to provide on-site fittings, emergency uniform support, alteration coordination, account service, and timely issue resolution for the Police Department. Evaluation may include staffing model, response times, delivery plan, inventory access, escalation process, and prior performance supporting comparable law enforcement agencies.

MAXIMUM SCORE: 100

The City may assign strengths, weaknesses, deficiencies, and risks under each evaluation factor.

The City is not required to award points mechanically or to assign equal weight to sub-elements

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Proposal, clarification responses, references, demonstrations, and other information reasonably related to responsibility and performance capability.

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ATTACHMENT A

SCOPE OF WORK

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SCOPE OF WORK

Attachment A supplements Section 4 and does not limit the Contractor’s obligations. In the event of conflict between Attachment A and Section 4, the more specific or more stringent requirement shall control, unless otherwise stated by written addendum.

The scope of work includes, but is not limited to, the following:

1. Uniform Supply & Distribution

• Provide full-service uniform supply for sworn, civilian, and chaplain personnel.

• Maintain adequate inventory levels to support both routine replacement and new hire outfitting.

• Ensure timely order fulfillment to prevent operational delays.

• Provide centralized ordering capabilities (online portal and/or in-person service).

2. New Hire Uniform Issuance

• Coordinate and fulfill initial uniform packages for all new hires within established onboarding timelines.

• Ensure proper sizing, fitting, and issuance prior to academy or assignment start dates.

• Maintain standardized uniform packages based on position classification.

3. Allowance Program Management

• Administer annual uniform allowance accounts for all eligible personnel.

• Track individual employee spending and ensure compliance with approved allowance limits.

• Provide reporting capabilities to department leadership and Procurement upon request.

4. Quality & Compliance Standards

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• Ensure all uniforms meet law enforcement industry standards for durability, safety, and functionality.

• Adhere to department-approved specifications, including fabric type, color consistency, and design standards.

• Comply with all applicable local, state, and federal procurement regulations.

5. Approved Brands & Specifications

• Utilize approved brands, including, but not limited to:

• Blauer

• 5.11 Tactical

• Propper

• Provide equivalent alternatives only with prior departmental approval.

• Adhere to the attached itemized uniform list and specifications.

6. Alterations & Customization

• Provide alteration services to ensure proper fit and professional appearance.

• Support customization needs such as patches, embroidery, rank insignia, and nameplates in accordance with department standards.

7. Customer Service & Vendor Support

• Provide a dedicated point of contact for program management and issue resolution.

• Ensure responsive customer service for employees and command staff.

• Resolve order discrepancies, backorders, and warranty issues in a timely manner.

8. Reporting & Accountability

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• Provide periodic reports including:

• Allowance utilization

• Order history

• Inventory trends

• Support audits and accountability measures as required by the department.

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APPENDIX A

REQUIRED FORM SUBMITTALS

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RFP# 26-28

POLICE UNIFORMS, FOOTWEAR, ALTERATIONS & RELATED ACCESSORIES

SUBMITTAL CHECKLIST

1. This checklist is provided for administrative convenience.

2. It is the sole responsibility of each Proposer to ensure that its Proposal includes all materials required by this RFP.

3. Only items expressly identified in this RFP as mandatory at Proposal submission may serve as a basis for a determination of non-responsiveness.

4. Other items may be reviewed as responsibility information or may be required prior to award or Contract execution, as applicable.

5. In the event of any inconsistency between this checklist and the body of the RFP, the body shall control.

6. The City may reject any Proposal that fails to include all documents identified as mandatory at Proposal submission. Items identified as responsibility, pre-award, conditional, or post-award may be requested, clarified, or verified by the City in accordance with applicable procurement authority.

7. Proposers are required to submit responses to solicitations electronically online at https://www.bidnetdirect.com/georgia/cityofsouthfulton. The City will not consider any

Proposal that does not include completed Illegal Immigration Reform and Enforcement

Act Affidavit Form(s).

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SUBMITTAL CHECKLIST

Category A, Mandatory at Bid Submission

Required Documentation Initial if Included

Proposal Solicitation Form ________

Addenda(s) Acknowledgement ________

Proposal Cost Form ________

Entire Proposal (Technical & Cost Proposal Separately) ________

Illegal Immigrant Reform & Enforcement Act (Contractor Affidavit) ________

Acknowledgement of Proposer ________

Reference Verification Form ________

Reference Authorization Form ________

Business Entity Certification _________

Acknowledgement of Insurance Requirements _________

Certificate of Disqualification or Removal _________

Israel Boycott Certification _________

Drug Free Workplace Certification _________

Exception Form _________

Category B, Responsibility or Pre-Award Review Items

Business License/Professional License and Permits ________

Non-Conflict of Interest ________

Non-Collusion Affidavit ________

Illegal Immigration Reform & Enforcement Act (Sub-Contractor Affidavit) ________

Certification of Absence of Conflict of Interest for Development of Specification

Of Scope of Work _________

Category C, Conditional or Post-Award Items

W-9 ________

Certificate of Insurance ________

Certificate of Joint-Venture ________

Printed Name Title Date

Signature Firm Name

Email Address Phone Number

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PROPOSAL COST SCHEDULE FORM

The Proposer shall complete the Price Proposal in full and provide all rates, unit prices, markups, fees, and charges required by this RFP. Any charge not separately identified in the Price Proposal shall be deemed included in the Proposer’s offered pricing and shall not be separately payable unless approved by written contract amendment.

Proposer must furnish all labor, materials, equipment, and perform all the necessary Work in the manner and form provided in the contract documents

Contact Person

Business Address

City, State, Zip Code

Business Phone Number

Email

The Proposer shall submit a completed itemized price schedule identifying unit price, brand, model or item number, size range, color, estimated lead time, warranty, alteration charge, embroidery or patch charge, delivery charge if any, and catalog discount percentage where applicable. Any item, service, fee, or charge not identified in the price proposal shall be deemed included in the offered price and shall not be separately payable.

Pricing must be complete, auditable, and inclusive of all costs required to perform the work. Any ambiguity in pricing may be construed against the Proposer or may result in rejection if the City determines that the Proposal cannot be evaluated fairly.

By signing below, Proposer certifies that all prices include delivery F.O.B. Destination, freight prepaid and allowed, and that no additional charges shall apply unless expressly authorized in the resulting contract.

Printed Name

Title

Signature

Date

Company Name

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BUSINESS ENTITY CERTIFICATE

(a) CORPORATE CERTIFICATE

I, , certify that I am the of the Corporation named as Proposer herein, the same

(title) being organized and incorporated to do business under the laws of the State of

; that who executed this Proposal on behalf of the Proposer was, then and there, and

(title)

That said, the Proposal was duly signed by said officer for and on behalf of said corporation, pursuant to the authority of its governing body and within the scope of its corporate powers.

This day of , 20 .

(Printed Name)

(Signature)

(Corporate Seal must be affixed above)

(b) PARTNERSHIP, LLC, AND OTHER ENTITIES

I, , certify that I am authorized to sign to commit named a Proposer in the foregoing Proposal. That said company is formed under the laws of the State of .

This day of , 20 .

(Printed Name)

(Signature)

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PROPOSAL COST SCHEDULE FORM

The Proposer shall complete the Price Proposal in full and provide all rates, unit prices, markups, fees, and charges required by this RFP. Any charge not separately identified in the Price Proposal shall be deemed included in the Proposer’s offered pricing and shall not be separately payable unless approved by written contract amendment.

Proposer must furnish all labor, materials, equipment, and perform all the necessary Work in the manner and form provided in the contract documents.

Contact Person

Business Address

City, State, Zip Code

Business Phone Number

Email

Printed Name

Title

Signature

Date

Company Name

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REFERENCE VERIFICATION FORM

RFP 26-28 POLICE UNIFORMS, FOOTWEAR, ALTERATIONS & RELATED

ACCESSORIES

PROPOSING FIRM (List name exactly as provided in Proposal)

Name:

Address:

Date of Verification:

Reference Organization:

Person Contacted:

Title of Contact (Project Name):

Contract Period & Completion Date:

Telephone Number including extension:

Email Address:

Questions - check yes or no YES NO

Were you satisfied with the company's overall performance?

Did the firm follow the scope of services and offer requirements?

Did the firm deliver the agreed-upon…