RFP No 2026010 Arc Flash and Flame-Resistant Clothing Program.pdf

Arc Flash and Flame-Resistant RFP No. 2026010 Northern WASCO PUD (FR) Clothing Program Page 1 of 25

Informal Request for Proposal No. 2026010

For

Arc Flash and Flame-Resistant (FR) Clothing Program

Issued Date:

Friday, November 6, 2026

Proposals Due:

Tuesday, November 24, 2026 @ 4:00 PM PST

The District’s Single Contact Person for this RFP is:

Sandra Chidiac, Purchasing Manager

Phone: (541) 394-3014

Email: sandra-chidiac@nwascopud.org

Submit Proposals Electronically through OregonBuys Only via:

https://oregonbuys.gov/bso/

This Request for Proposals (RFP) does not commit Northern Wasco County People’s Utility District, “the District” to award a contract or pay any costs incurred in the preparation of a proposal responsive to this request. The District reserves the right to accept all or part of any proposal or to cancel in part or in its entirety this Request for Proposals. The District further reserves the right to accept the proposal that it considers to be in the best interest of the District.

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1. INTRODUCTION

Northern Wasco County People's Utility District (District) is issuing this Informal Request for

Proposals (RFP) to solicit proposals from qualified Proposers for the supply and administration of an Arc Flash and Flame-Resistant (FR) Clothing Program. The District seeks a Proposer capable of providing high-quality FR apparel, program management services, sizing and fitting support, inventory management, and ongoing customer service to ensure employees have access to compliant protective clothing that meets applicable safety and industry standards.

2. KEY DATES/TIMELINE

The following table outlines the anticipated solicitation timeline:

Milestone Date

RFP / ITB Release Friday, November 6, 2026

Optional Preproposal

Conference

None.

Last Day to Submit

Questions/Clarifications

Friday, November 13, 2026 BY 4:00 PM PST

Answers to Questions on or before

Wednesday, November 18, 2026

Proposals Due Tuesday, November 24, 2026 BY 4:00 PM PST

Interviews at the

Discretion of the

District

TBD

Contract Executed December 28, 2026

Project Start Date January 1, 2027

*Proposals submitted past the stated due date/time will not be considered for award.

3. BACKGROUND

Northern Wasco County People’s Utility District (District) is a customer-owned utility that provides nearly 25,000 people and businesses with electricity in Wasco County, Oregon. The

District owns, operates, and maintains 2 hydroelectric projects, 38 miles of transmission line, and

237 miles of distribution line.

The District provides Arc Flash and FR rated clothing to employees exposed to hazards from flames or electric arcs in accordance with Oregon Administrative Rule (OAR) 437-002-2311 (8) and Federal OSHA 1910.269 (l)(8).

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4. PROJECT OVERVIEW

The District is seeking qualified proposers for the supply and administration of Arc Flash and

Flame-Resistant (FR) rated clothing for employees who may be exposed to hazards associated with flames or electric arcs.

The Proposer shall provide a comprehensive clothing program that supports the District's compliance with applicable safety requirements, including Oregon Administrative Rule (OAR)

437-002-2311(8) and Federal OSHA 29 CFR 1910.269(l)(8). Proposer’s services shall include the identification, sourcing, sizing, provisioning, and ongoing management of appropriate Arc Flash and FR-rated clothing based on the hazards and job duties of covered employees.

The objectives of the Proposer's services are to:

• Provide Arc Flash and FR-rated clothing appropriate to the identified electrical and thermal hazards and required protection levels.

• Support the District in maintaining a consistent and compliant protective-clothing program.

• Obtain and supply clothing that meets applicable performance, labeling, and safety requirements. Outlined in Appendix 1-A.

• Coordinate employee ordering and distribution of required clothing.

• Maintain appropriate availability and inventory of required Arc Flash and FR-rated garments.

• Provide product information, certifications, specifications, and other documentation necessary to demonstrate compliance with applicable requirements.

• Provide program support and reporting necessary for the District to monitor fulfillment, inventory, employee issuance, and replacement activities.

• Minimize administrative burden on the District while ensuring employees have access to appropriately rated protective clothing within 10 business days.

5. SCOPE OF WORK

The Proposer shall provide the services, products, and program support necessary to supply and manage Arc Flash and flame-resistant (FR) rated clothing for employees who may be exposed to hazards associated with flames or electric arcs. The Proposer's services shall support the District's electrical safety and personal protective equipment programs and applicable requirements of

Oregon Administrative Rule (OAR) 437-002-2311(8) and Federal OSHA 29 CFR 1910.269(l)(8).

The garment models identified in this RFP represent the District's current approved products and establish the minimum performance requirements. Proposers may offer the specified product or an equivalent product that provides comparable or greater arc rating, FR protection, durability, functionality, fit, comfort, and warranty coverage.

The Proposer shall clearly identify any proposed equivalent product and provide sufficient documentation demonstrating equivalency. The District reserves the right to reject any proposed equivalent that, in its sole judgment, does not meet the District's operational or safety requirements.

For any proposed equivalent product, the District reserves the right to request samples for evaluation and field testing prior to award. Samples shall be provided at the Proposer's expense.

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

5.1. Protective Clothing Selection and Supply

• Provide Arc Flash and FR-rated clothing appropriate for the hazards and protection levels identified by the District.

• Supply garments that meet applicable industry standards and regulatory requirements for flame-resistant and arc-rated protective clothing.

• Provide a range of garment types, sizes, and configurations necessary to support the

District's identified workforce and job requirements. Including but not limited to items listed in Appendix 1-A.

• Provide manufacturer product specifications, certifications, test information, and other documentation demonstrating applicable ratings and compliance.

• Ensure garments are properly labeled with applicable arc-rating, FR, and other required information.

5.2. Ordering and Distribution

• Coordinate ordering and fulfillment of required protective clothing based on District-approved employee requirements. Reference Appendix 1-A.

• Provide an ordering and distribution process that minimizes delays in providing required

PPE to employees.

• Provide District logos via embroidery or screen print as outlined in Appendix 1-A.

• Package and deliver garments to locations designated by the District.

• Maintain records of clothing issued to employees, including garment type, size, rating, and issuance date, as applicable.

• Coordinate expedited orders when required to address urgent employee or operational needs.

5.3. Inventory and Program Management

• Maintain sufficient inventory and product availability to support the District's anticipated requirements.

• Monitor garment availability, lead times, discontinued products, and manufacturer changes that could affect the protective clothing program.

• Notify the District of products that are discontinued, recalled, re-rated, or otherwise no longer suitable for the intended application.

• Recommend suitable replacement products when existing garments are no longer available or appropriate.

• Provide periodic reporting on inventory, employee issuance, orders, replacements, and other program activities as requested by the District.

• No product shall be substituted without prior written approval from the District. Any proposed substitute must provide equal or greater arc rating, FR performance, visibility classification, durability, functionality, and fit.

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5.4. Compliance and Technical Support

• Provide technical assistance regarding Arc Flash and FR-rated clothing, including garment ratings, appropriate applications, limitations, care requirements, and product specifications.

• Support the District in evaluating whether proposed garments are appropriate for identified hazards and required protection levels.

• Provide current manufacturer documentation and applicable compliance information upon request.

• Notify the District of relevant changes to applicable standards, manufacturer specifications, or product requirements that may affect the protective clothing program.

• Participate in periodic program reviews with the District to identify opportunities for improvement and ensure continued alignment with applicable requirements.

5.5. Customer Service and Program Support

• Designate a primary Proposer representative to coordinate the protective clothing program with the District.

• Provide timely customer service for sizing, ordering, embroidery, delivery, product, and technical-support requests in accordance with the requirements of this RFP.

• Establish service-level expectations for routine and expedited orders.

• Resolve order discrepancies, incorrect sizing, damaged shipments, and other fulfillment issues with acknowledgement in no less than 2 business days.

• Coordinate with District-designated personnel regarding program changes, workforce changes, and emerging protective clothing needs.

5.6. Deliverables

At a minimum, the Proposer shall provide:

• Arc Flash and FR-rated garments meeting District-approved requirements.

• Product specifications and applicable certification or compliance documentation.

• Employee sizing and ordering support.

• Garment issuance and replacement support.

• Inventory and program management services.

• Periodic program activity and inventory reports, as requested by the District.

• Technical and regulatory support related to the protective clothing provided.

• A designated Proposer program representative and established process for submitting and resolving service requests.

6. STANDARDS OF PERFORMANCE

The Proposer shall perform all services under this Statement of Work in a manner that supports the District's electrical safety and personal protective equipment programs and ensures employees have credentialed access to appropriate Arc Flash and flame-resistant (FR) rated clothing. The

Proposer shall meet or exceed the following standards of performance:

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6.1. Regulatory and Product Compliance

• Provide Arc Flash and FR-rated clothing that meets the protection requirements specified by the District and applicable regulatory and industry standards.

• Ensure all garments are appropriately rated, labeled, and supported by current manufacturer documentation.

• Maintain documentation demonstrating applicable product ratings, certifications, and testing requirements.

• Promptly notify the District of any product recall, rating change, discontinuation, or other condition that may affect the suitability of provided garments.

6.2. Product Quality

• Provide new, commercially manufactured garments that are free from defects and suitable for their intended use.

• Ensure garments are properly constructed, labeled, packaged, and delivered in accordance with manufacturer specifications.

• Replace defective, incorrectly supplied, or damaged garments at no additional cost to the

District when the condition is attributable to the Proposer or manufacturer.

• Ensure replacement garments provide protection equivalent to or greater than the garments being replaced unless otherwise approved by the District.

6.3. Sizing and Fit

• Provide sizing and fitting services sufficient to ensure employees receive garments appropriate for their individual measurements and job requirements.

• Process sizing corrections and exchanges promptly when garments do not provide an appropriate fit.

• Maintain accurate employee sizing information and protect such information from unauthorized disclosure.

6.4. Ordering and Delivery

• Process orders accurately and within the agreed-upon service timelines.

• Deliver required garments to the District's designated location in accordance with established delivery schedules.

• Maintain adequate communication regarding order status, anticipated delivery dates, backorders, and supply-chain delays.

• Promptly communicate any condition that could prevent the Proposer from meeting an established delivery requirement.

• Correct order discrepancies promptly, including incorrect garments, sizes, quantities, or ratings.

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6.5. Inventory and Availability

• Maintain adequate product availability to support the District's identified workforce and anticipated requirements.

• Monitor inventory and manufacturer availability to minimize disruptions to the protective clothing program.

• Provide notification of anticipated shortages, discontinued products, or extended lead times within 1 business day.

• Recommend suitable alternatives for District approval when specified products are unavailable or discontinued.

6.6. Technical and Compliance Support

• Provide knowledgeable technical support regarding Arc Flash and FR-rated clothing, including arc ratings, garment selection, intended applications, limitations, and care requirements.

• Provide current product and compliance documentation upon request.

• Support District reviews of protective clothing requirements when requested.

• Inform the District of relevant changes to applicable regulatory requirements, industry standards, or manufacturer requirements that may affect the products or services provided.

6.7. Customer Service and Communication

• Maintain a designated Proposer representative responsible for coordinating the services provided under this SOW.

• Respond to District inquiries and service requests within mutually agreed-upon response times.

• Provide same-day communication regarding orders, replacements, product availability, and program issues.

• Promptly escalate issues that may affect employee protection, regulatory compliance, or continuity of service.

6.8. Performance Monitoring and Reporting

• Maintain accurate records of orders, garment issuance, replacements, inventory, and other program activities within the scope of services.

• Provide reports to the District at the frequency and in the format mutually agreed upon.

• Participate in periodic performance reviews with the District, as requested.

• Address identified deficiencies promptly and implement corrective actions when performance does not meet the requirements of this SOW.

6.9. Overall Performance Requirement

The Proposer shall perform the services in a professional, timely, and reliable manner and shall maintain the level of product quality, regulatory compliance, responsiveness, and service necessary to ensure that employees have access to appropriate Arc Flash and FR-rated clothing when required for their work activities.

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7. HISTORICAL DATA

Historical quantities are provided for informational purposes only and do not constitute a guarantee of future purchases. Actual quantities may be greater or less than those shown

FR CLOTHING PURCHASE HISTORY

2023 2024 2025 2026* Average

Shirts 36 72 2 40 37.5

Sweatshirts 22 0 2 13 9.25

Pants 20 0 56 35 27.75

Raingear 0 10 3 3 4

Jackets 0 6 2 1 2.25

Vests 20 0 49 5 18.5

Gaiters 8 0 0 0 2

* Data shown is through September 2026; full-year figures will be slightly higher.

The District currently anticipates approximately 30 employees participating in the Arc Flash and

Flame-Resistant Clothing Program. This number is for informational purposes only and may increase or decrease during the contract term.

8. CONTRACT TERM

The term of any resultant agreement if awarded shall be for the initial period of one (1) year commencing on or about January 1, 2027 and continuing through December 31, 2027. If it is deemed to be of mutual benefit to both parties, the District and the Proposer may agree to extend the Agreement for up four (4) additional one-year (1) renewal periods by a written amendment to this Agreement executed by both parties.

9. CONTRACT VALUE

The resulting Contract shall be a one (1) year agreement with a Not-to-Exceed (NTE) amount based on the Contractor's proposed unit pricing, estimated annual garment quantities, and actual garments and services ordered and accepted by the District during the Contract term.

The Contractor shall not exceed the authorized Contract amount without the District's prior written approval. The District shall have no obligation to compensate the Contractor for garments provided or services performed in excess of the authorized Contract amount unless specifically approved through a written Contract amendment executed by both parties.

Nothing in this RFP or any resulting Contract shall be construed as a guarantee of any minimum purchase quantity, compensation, revenue, number of wearers, or garment volumes. The District reserves the right to increase or decrease garment quantities, add or remove wearers, modify service requirements, suspend services, or terminate the Contract based on operational needs, staffing levels, funding availability, safety requirements, or regulatory requirements.

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Annual Pricing and Escalation

Pricing proposed by the Contractor shall remain firm for the initial twelve (12) months of the

Contract.

The Contractor may request a price adjustment no more than once annually by submitting a written request to the District not less than ninety (90) calendar days prior to the proposed effective date.

Any request shall include documentation substantiating the increase, including changes in labor, material, transportation, or other verifiable costs directly related to the Contract.

Any approved price adjustment shall be effective only upon execution of a written Contract amendment by both parties and shall be limited to the lesser of:

a. The percentage increase in the Consumer Price Index for All Urban Consumers

(CPI-U), Portland-Vancouver-Hillsboro, OR-WA, All Items, as published by the

U.S. Bureau of Labor Statistics for the most recent twelve (12) month period; or

b. Three percent (3%).

Price adjustments shall apply only to the specific contract line items approved by the District and shall not be applied retroactively.

No additional charges, fees, surcharges, environmental fees, fuel charges, energy surcharges, administrative fees, delivery fees, service charges, or similar costs shall be imposed during the

Contract term unless specifically authorized in the Contract or approved in writing by the District through a Contract amendment.

The District reserves the right to reject any requested price adjustment and may, at its sole discretion, solicit competitive pricing or terminate the Contract in accordance with the Contract terms.

10. PROPOSAL CONTENT SUMMARY

Each proposal, must meet all of the following to be considered for acceptance by the District:

1. Provide pricing proposal. (Appendix 1)

2. Executive Summary.

3. Company qualifications and experience.

4. Program administrative approach.

5. Inventory, sizing and employee support information.

6. Online portal

7. Product offering information.

8. Provide a minimum of three (3) previous clients that may be used as references.

9. Primary contact information, name, email and phone number.

10. Any exceptions, assumptions, or clarifications.

11. See Evaluation Criteria below and include necessary items to determine scoring and evaluation of Contractor.

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Evaluation Criteria

1. Executive Summary

Provide a brief overview of the proposed FR Clothing Program, including:

• Company background

• Years in business

• Experience providing FR clothing programs

2. Company Qualifications and Experience

Qualifications of Contractor:

• Experience providing FR and Arc Flash clothing programs

• Utility, electric cooperative, municipal utility, or public-sector customers served

• Number of active FR clothing programs currently managed

• Experience with programs of similar size

3. Program Administration Approach

Describe:

• Employee onboarding process

• Ordering process

• Account management structure

• Garment issuance process

• Replacement process

• Return and exchange procedure

• Expedited order capabilities

• Issue resolution process

4. Inventory, Sizing and Employee Support

Describe:

• Inventory management approach

• Stocking strategy

• Lead times

• Backorder management

• Product substitution approval process

• Initial sizing services

• Online sizing tools

• Onsite fitting capabilities

• Exchange process

• Employee support options

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5. Online Portal and Reporting

Describe available tools for:

• Individual employee ordering

• Supervisor approvals

• Budget tracking

• Allowance management

• Reporting

• Inventory visibility

Proposers must provide a secure ordering and reporting solution that supports

Multi-Factor Authentication (MFA) and protects all personally identifiable information (PII). A web-based portal is preferred. Support for Single Sign-On

(SSO), SCIM provisioning, and other account management features is desirable but not required. Proposers shall describe the security and user management capabilities available within their solution.

6. Product Offering

Provide:

• Product catalog

• Manufacturer relationships

• Available garment lines

• Arc ratings

• Certifications

• Compliance documentation

• Arc flash expertise

• Product recommendation process

• Regulatory support capabilities

7. Pricing

Pricing will be evaluated based on overall value to the District, including specified garment pricing, catalog discounts, administrative costs, delivery costs and any additional fees.

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The evaluation criteria and their respective weights are as follows:

Proposal Content Summary 0-10 Points

Company Qualification and Experience 0-15 Points

Program Administration Approach 0-20 Points

Inventory, Sizing and Employee Support 0-10 Points

Online Portal and Reporting 0-10 Points

Product Offering 0-10 Points

Pricing Proposal 0-15 Points

Exceptions to Agreement/Insurance/Indemnification etc. 0-10 Points

***Total Points*** ***100 ***

Interview if Applicable at the Discretion of the District 0-50 Points

Maximum Points ***150***

11. EVALUATION PROCESS

District staff will evaluate all the proposals based on the criteria listed above and on cost competitiveness. The District’s staff may also request clarifications or additional information, if needed. A selection may be based on the cost alone or any combination of the Evaluation Criteria, references and interviews.

Once a submittal is selected, the District will determine if they desire to enter into negotiations for a final Contract with the most competitive and qualified proposer(s). Final project related matters will be negotiated during this period to the satisfaction of the District. Contractor shall provide certificates of insurance listing the District as additionally insured on liability coverages, except professional liability if included, with respect to activities performed under the contract.

Any entity responding to this solicitation shall do so at its sole expense.

This solicitation is being conducted pursuant to procedures set forth in the District’s

Administrative Regulations, the Oregon Revised Statutes, Chapter 279B Public Contracting -

Public Procurements; and OAR 137-047.

The District reserves the right to reject any or all proposals/bids and to waive any informality or technicality in any proposal/bid in the interest of the District. All submissions become public records unless labeled ‘confidential’ or a Trade Secret exemption under Oregon’s Public Records

Laws, ORS 192.345(2) or ORS 192.355(4).

Disqualification

Factors, such as, but not limited to, any of the following, may disqualify proposers/bidders without further consideration:

• Evidence of collusion, directly or indirectly, among contractors in regard to the amount, terms or conditions of this invitation to bid.

• Any attempt to improperly influence any member of the evaluation team.

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• Existence of any lawsuit, unresolved contractual claim or dispute between contractor and the District.

• Evidence of incorrect information submitted as part of the proposal/bid.

• Evidence of the contractor’s inability to successfully complete the responsibilities and obligations described in this solicitation.

• Contractor’s default under any previous agreement with the District.

Disqualification following Notice of Intent to Award

Proposer failing to return the signed agreement with all exhibits, attachments and a Certificate of

Insurance (COI) at the prescribed limits within the allotted time shall be disqualified from award consideration and the District reserves the right to award to the next qualified proposer.

12. RFP INFORMATION

1. RFP can be accessed on OregonBuys and District’s website and must be submitted electronically, through OregonBuys website only at:

Oregon Buys Link: https://oregonbuys.gov/bso/

District’s website Link: RFPs/ITBs (Proposals/Bids) – Northern Wasco County

Peoples Utility District

All submittals shall be in the form and format specified in this RFP. Submittals which do not include all the information as specified, or which deviate from the proposed format and content as specified, may be deemed “non-responsive” and eliminated from further consideration.

2. EMAILED, FAXED, OR PHYSICALLY MAILED/DELIVERED PROPOSALS

WILL NOT BE ACCEPTED.

PROPOSALS DELIVERED OUT OF COMPLIANCE OF THE INSTRUCTED

METHOD ABOVE WILL BE REJECTED AND RETURNED TO THE PROPOSER

UNOPENED. It is the Proposer’s sole responsibility to ensure that his/her proposal, inclusive of any or all addenda, is submitted timely.

3. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content.

4. Proposals may be withdrawn or amended at any time prior to the closing date and time of this RFP.

https://www.nwascopud.org/operations-safety/rfps-itbs-proposals-bids/ https://www.nwascopud.org/operations-safety/rfps-itbs-proposals-bids/

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5. The District reserves the right to waive minor irregularities and technicalities and to reject any and all Request for Proposals.

13. REQUEST FOR CLARIFICATION/INFORMATION

Request for Clarification or information (questions) must be submitted via OregonBuys only by the date/time stated “Key Dates/Timelines” section of this RFP.

To be considered, request(s) must be in writing and received by the date listed on the RFP Key

Dates/Timeline for “Last Day to Submit Questions/Clarifications”.

All addenda so issued shall become part of the contract documents. Under no circumstances may the Proposer contact staff, administrators, members of the evaluation team, the using departments/divisions, or members of the Board. If a prior relationship exists between Proposer and

District, Proposer may only discuss matters for which the Proposer is contracted. Failure to comply with this provision may deem Proposer’s proposal non-responsive. The District shall not be held responsible for oral interpretations.

14. DISTRICT’S SINGLE CONTACT

The District’s Single Contact Person for this RFP is:

Sandra Chidiac, Purchasing Manager

Phone: (541) 394-3014

Email: sandra-chidiac@nwascopud.org

15. ADDENDA ACKNOWLEDGEMENT

(1) The District reserves the right to make changes to this solicitation and the resulting Contract, by written Addenda, prior to the Proposal/Bid Opening Date. Addenda will be advertised on the

OregonBuys System. The District is not responsible for a Proposers failure to receive notice of

Addenda if such are advertised in the foregoing manner. Addenda shall only be issued by the

District and upon issuance are incorporated into this solicitation and/or the resulting Contract.

If any Addenda are issued in connection with this solicitation, Proposer must acknowledge that

Proposer has received and duly considered such Addenda, and has completed the blanks on the

PROPOSAL FORM – PRICING AND FEES identifying all Addenda issued and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, Plans and Specifications of this solicitation.

ADDENDA, EXHIBIT(s) AND ATTACHMENTS: Solicitation including all Addenda and most attachments, are posted on OregonBuys as part of the solicitation document and will not be mailed to prospective Proposers. Proposers without access to OregonBuys may contact the

Purchaser/Single Point of Contact listed on the cover of this solicitation.

ADDENDA: Addenda (“Amendments” in OregonBuys) are incorporated with the original solicitation as an attachment and can be viewed and downloaded by registered suppliers. Proposers should consult the OregonBuys System regularly until the Bid Opening Date to avoid missing any

Addenda.

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Interested parties who have registered their company on OregonBuys are responsible for maintaining and updating correct company information. The District assumes no responsibility for the content of the interested parties’ information on OregonBuys.

END OF SECTION

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APPENDIX 1

PROPOSAL FORM – PRICING AND FEES

SECTION A – SPECIFIED GARMENT PRICING

The listed garments represent products currently utilized by the District. Proposers shall provide the brands and models specified or an equivalent offering comparable fit, performance, arc rating, durability, and functionality.

For any proposed equivalent product, the District reserves the right to request samples for evaluation and field testing prior to contract award. Samples shall be provided at the Proposer's expense. Upon completion of the evaluation, samples shall be returned if the Proposer arranges and pays for return shipping within thirty (30) calendar days of notification. Unclaimed samples may be retained, donated, recycled, or disposed of by the District without further obligation.

Samples damaged through normal evaluation and testing shall not be subject to reimbursement by the District.

For any proposed equivalent, the Proposer shall identify:

• Manufacturer

• Model Number

• Arc Rating (ATPV or EBT)

• NFPA 70E Category Compatibility

• ANSI/ISEA Visibility Classification (if applicable)

• Warranty Information

Pants

Proposed

Manufacturer /

Model

Unit Price

Ariat FR M4 Relaxed Stretch Duralight Basic Boot

Cut Jean

Ariat FR M5 Slim Basic Stackable Straight Leg Jean $

Ariat FR M7 Slim DuraStretch Adkins Straight Leg

Jean

Ariat FR M5 Stretch Duralight Canvas Pant $

Ariat FR M4 Low Rise Basic Boot Cut Jean $

Kontra FR Nuts & Bolts Pant $

Ariat FR M4 Low Rise Ridgeline Jean $

Ariat FR M5 Duralight Ripstop Pant $

DriFire Slim Straight Leg FR Jean $

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Shirts

Manufacturer /

Model

Unit Price

DragonWear ProDry Dual Hazard Hi-Vis Shirt $

DriFire Hi-Vis Performance Hoodie Class 3 $

Bulwark Hi-Vis Lightweight Long Sleeve FR T-Shirt $

DriFire Hi-Vis Vented Shirt Class 3 $

Lakeland High Performance Hi-Vis Henley $

Benchmark Tracer Hi-Vis Long Sleeve T-Shirt $

DriFire Prime Long Sleeve T-Shirt $

Sweatshirts

Manufacturer /

Model

Unit Price

Lakeland High Performance Hi-Vis FR Hoodie $

DragonWear Elements Lightning Jacket $

DragonWear Elements Nova Jacket $

DragonWear Cyclone Hi-Vis Hoodie $

Bulwark Hi-Vis Color Block Pullover Fleece $

Benchmark Amarillo FR Hi-Vis Hoodie $

Ariat FR Hi-Vis Hoodie $

DriFire High Performance FR Pullover Hoodie Class

Rain Gear

Manufacturer /

Model

Unit Price

DriFire Hydrolite 2.0 Extreme Weather Kit Class 3 $

DriFire Hydrolite 2.0 FR Rain Jacket Class 3 $

DriFire Hydrolite 2.0 FR Rain Bib Class 3 $

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Outerwear

Manufacturer /

Model

Unit Price

DragonWear Transformer Reversible Vest $

DriFire Hi-Vis Fleece Lined Vest Class 2 $

DriFire Hi-Vis Insulated Jacket $

DriFire Deluxe Insulated Bib $

Vizable Modaquilt Lined Parka Class 3 Cat 2 $

Vizable Hybrid Black Bottom Extreme Parka $

SECTION B – LOGO APPLICATION AND ANCILLARY CHARGES

Pricing shall include all logo application charges. If additional charges apply, they shall be identified below.

Item Cost Per Garment

Left Chest Embroidered Logo

Left Chest Heat Transfer Logo

Large Back Logo

Initial Setup Charge

Artwork Charge

Rush Order Charge

Shipping/Freight Charge Included / $_____

Other Fees (Identify)

SECTION C – CATALOG DISCOUNT PRICING

The District may purchase garments, accessories, and related items not specifically listed in this pricing schedule. Proposers shall provide a fixed discount from their published catalog, website pricing, or MSRP. Proposers shall clearly identify the pricing basis utilized.

The discount shall be applied to the Proposer’s current published catalog or list pricing and shall remain firm for the duration of the Contract, except as otherwise provided in the Contract’s price adjustment provisions.

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Catalog Pricing Basis:

☐ Published Catalog Pricing

☐ Published Website Pricing

☐ MSRP

☐ Other (Describe): __________________

Catalog Discount Schedule:

Discount:_____________(%)

The awarded catalog discount shall apply to all products not specifically priced within Section A of this Appendix.

Catalog Pricing Example

The District's price for non-specified catalog items shall be calculated as follows:

Published Catalog/List Price Discount (%) Net Contract Price

$100.00 25% $75.00

$150.00 20% $120.00

$250.00 30% $175.00

Verification of Pricing

The successful Contractor shall provide access to current catalogs and price lists upon request. The

District reserves the right to verify catalog pricing and discount calculations at any time during the

Contract term.

Items specifically listed in the Pricing Schedule shall be purchased at the unit prices proposed in the Pricing Schedule. The catalog discount shall apply only to products not specifically priced in the Pricing Schedule.

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SECTION D – PROGRAM ADMINISTRATION AND SERVICES

Indicate whether the following services are included in garment pricing or subject to additional charges.

Service Included in Pricing

(Y/N)

Additional

Annual Cost

Online Ordering Portal $

Employee Allowance Management $

Employee Order Approval Workflow $

Employee Account Setup $

New Employee Enrollment $

Onsite Sizing Event $

Virtual Sizing Assistance $

Dedicated Account Representative $

Usage Reporting $

Inventory Reporting $

Budget Tracking $

Product Recommendation Support $

Annual Program Review $

Technical FR Compliance Support $

SECTION E – DELIVERY AND SERVICE LEVEL COMMITMENTS

The District will consider delivery performance as part of the overall evaluation.

Service Requirement Proposer Commitment

Standard Product Delivery ______ Business Days

New Employee Initial Issue ______ Business Day s

Product Exchange Processing ______ Business Days

Expedited Order Delivery ______ Business Days

Backorder Notification ______ Business Days

Customer Service Response Time ______ Business Hours

Resolution of Order Discrepancies ______ Business Days

(FR) Clothing Program Page 21 of 25

Ga rme nt S ize s NWCPUD Logo Loc a tion

Pa nts

Ariat Flame Resistant M4 Relaxed Stretch Duralight Basic - Boot Cut Jean All N/A

Ariat Flame Resistant M5 Slim Basic Stackable - Straight Leg Jean All N/A

Ariat Flame Resistant M7 Slim DuraStretch Adkins Stackable - Straight Leg Jean All N/A

Ariat Flame Resistant M5 Stretch Duralight Canvas Stackable - Straight Leg Pant All N/A

Ariat Flame Resistant M4 Low Rise Basic - Boot Cut Jean All N/A

Kontra Flame Resistant Nuts & Bolts Pant All N/A

Ariat Flame Resistant M4 Low Rise Ridgeline - Boot Cut Jean All N/A

Ariat Flame Resistant M5 Duralight Ripstop Stackable - Straight Leg Pant All N/A

DriFire Slim Straight Leg FR Jean All N/A

Shirts

DragonWear ProDry Dual Hazard Hi- Vis Shirt - Yellow S - XXL Front Left Pocket

DriFire Flame Resistant Hi- Vis Performance Hoodie - Class 3 S - XXL Front Left Pocket

Bulwark Hi- Vis Lightweight Long Sleeve FR T- Shirt w/ pocket S - XXL Front Left Pocket

DriFire FR Hi- Vis Vented Shirt - Class 3 S - XXL Front Left Pocket

Lakeland High Performance Flame Resistant Long Sleeve Knit Hi- Vis Henley S - XXL Front Left Pocket

Benchmark FR Tracer Hi- Vis Long Sleeve T- Shirt - Hi- Vis Yellow S - XXL Front Left Pocket

DriFire Prime Long Sleeve T- Shirt S - XXL Front Left Pocket

Swe a tshirts

Lakeland High Performance Hi- Vis FR Hoodie - Hi- Vis Yellow S - XXL Front Left Pocket

DragonWear Flame Resistant Elements Lightning Jacket - Orange S - XXL Front Left Pocket

DragonWear Flame Resistant Elements Nova Jacket - Yellow S - XXL Front Left Pocket

DragonWear Flame Resistant Elements Cyclone Hi- Vis Hoodie S - XXL Front Left Pocket

Bulwark Men's Hi- Vis Color Block Pullover Fleece Sweatshirt S - XXL Front Left Pocket

Benchmark Amarillo Flame Resistant Hi- Vis Hoodie S - XXL Front Left Pocket

Ariat Flame Resistant Hi- Vis Hoodie S - XXL Front Left Pocket

DriFire High Performance FR Hi- Vis Pullover Hoodie Class 3 S - XXL Front Left Pocket

Ra in Ge a r

DriFire Hydrolite 2.0 Extreme Weather Kit - Type 2 Class 3 S - XXL Front Left Pocket / Large Back

DriFire Hydrolite 2.0 FR Rain Jacket - Class 3 S - XXL Front Left Pocket / Large Back

DriFire Hydrolite 2.0 FR Rain Bib - Class 3 S - XXL N/A

Oute rwe a r

DragonWear Flame Resistant Transformer Reversible Vest S - XXL Front Left Pocket

DriFire Flame Resistant Hi- Vis Fleece Lined Vest - Class 2 S - XXL Front Left Pocket

DriFire Flame Resistant Hi- Vis Insulated Jacket S - XXL Front Left Pocket / Large Back

DriFire FR Delux Insulated Bib All N/A

Vizable FR Modaquilt Lined Parka - Class 3 Cat 2 S - XXL Front Left Pocket / Large Back

Vizable FR Hybrid Black Bottom Extreme Parka S - XXL Front Left Pocket / Large Back

Appe ndix 1- A

(FR) Clothing Program Page 22 of 25

APPENDIX 2

ADDENDA ACKNOWLEDGEMENT

By Proposer's Signature below it ACKNOWLEDGES, AGREES and CERTIFIES TO THE

FOLLOWING:

If any Addenda are issued in connection with this solicitation, Proposer has received and duly considered such Addenda and has completed the blanks below identifying all Addenda issued and acknowledging and agreeing to the terms of all such Addenda as those terms revise the terms, conditions, specifications of this RFP.

ADDENDA: No. to No. inclusive.

PROPOSING FIRMS/INDIVIDUAL’S NAME:

PRINT NAME OF DULY AUTHORIZED REPRESENTATIVE:

SIGNATURE OF PROPOSER’S DULY AUTHORIZED REPRESENTATIVE:

DATE: _______________________________

(FR) Clothing Program Page 23 of 25

APPENDIX 3

SAMPLE AGREEMENT

See Posted Sample Agreement

(FR) Clothing Program Page 24 of 25

APPENDIX 4

CONTRACT TERMS AND CONDITIONS

ADDITIONS, DELETIONS, AND/OR EXCEPTIONS

Each Proposer must state below whether it accepts the attached standard form of District agreement

(“Agreement”). Any exceptions must be included, if at all, with Proposer’s proposal submission.

NOTE: Exceptions taken to terms and conditions may be a negative factor in evaluation of Proposer’s proposal or disqualification.

Initial the Appropriate Choice, below:

_____ Proposer accepts the form of Agreement without exception.

O r

_____ Proposer proposes exceptions/modifications to the form of Agreement. If this choice is selected, Proposer shall:

1. Summarize any and all exceptions to the form of Agreement in this form, and

2. Enclose both a “red-lined” version of the Agreement, which clearly shows each proposed exception/modification, and

3. Provide a written explanation to substantiate each proposed exception/modification.

Signature of Proposer’s Authorized Representative Date

Printed Name Name of Proposer (Company)

Title Address

Email address City, State, Zip

Phone Number Fax Number

(FR) Clothing Program Page 25 of 25

ADDITIONS, DELETIONS, AND/OR EXCEPTIONS

Please state any and all Additions, Deletions, and/or Exceptions that you are taking to any portion of this proposal. If not addressed below, then District interprets such as that the Proposer will adhere to all terms and conditions listed.