RFP026-27_Police_Department_Uniforms_and_Equipment.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/meridenct

City of Meriden

Purchasing Department

142 East Main St. Room 210

Meriden, CT 06450

RFP026-27 POLICE DEPARTMENT UNIFORMS AND

EQUIPMENT

Project ID: RFP026-27

RELEASE DATE: September 30, 2025

RESPONSE DEADLINE: October 23, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

undefined #RFP026-27

Title: RFP026-27 Police Department Uniforms and Equipment

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO PROPOSERS

3. PROJECT DETAILS

4. PRICING PROPOSAL

5. VENDOR SUBMISSION FORMS

Attachments:

B - General Insurance

C - Standard Agreement-Sample

LEGAL NOTICE

Request For Proposals

The City of Meriden is accepting electronic Proposals for:

RFP026-27 Police Department Uniforms and Equipment

The City of Meriden, Police Department is soliciting sealed electronic proposals for the purchase of authorized clothing and uniforms for its members as well as some accessories and equipment.

Proposals/Bids shall be submitted sealed and electronically per specifications obtained via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct and on the State of Connecticut

Department of Administrative Services website (https://webprocure.proactiscloud.com).

Proposals may be received up to but not later than 11:00 am, Thursday, October 23, 2025 via the City eProcurement Portal located at https://procurement.opengov.com/portal/meridenct. The City eProcurement

Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline. Please submit electronic responses via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct by way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

The right is reserved to reject any or all Proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden. No proposer may withdraw its proposal within sixty (60) days of the date of the proposal opening.

The City of Meriden is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small, and women business enterprises are encouraged to respond.

Rawle Dummett Purchasing Officer City of Meriden, CT 06450-8022 Dated: September 30, 2025 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO PROPOSERS

1. SUMMARY

The City of Meriden is seeking proposals for the purchase of authorized clothing and uniforms for its members as well as authorized accessories and equipment for the Meriden Police Department. This proposal is to include scheduling fittings and delivery for all shifts.

2. TIMELINE

Release Project Date: September 30, 2025

Question Submission Deadline: October 16, 2025, 4:00pm

Response Submission Deadline: October 23, 2025, 11:00am

3. PROPOSAL PROCEDURES

The City will only be accepting electronic submissions of bids and proposals. Please submit electronic responses via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct. By way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

Proposals are due for submission no later than 11:00 am, Thursday, October 23, 2025.

4. PROPOSALS

Proposals are to be submitted as follows:.

a. Proposals must be made out and signed in the corporate, or other, name of Proposer, and must be fully and properly executed by an authorized person.

b. The City of Meriden, CT will only be accepting electronic submissions of the enclosed bid sheet via the City eProcurement portal partner, OpenGov: https://procurement.opengov.com/portal/meridenct.

c. Proposals received later than the time and date specified will not be considered.

d. Amendments to or withdrawal of proposals received later than the date and time set forth in the proposal opening will not be considered.

5. PROPOSERS QUALIFICATIONS

Proposers will be required to fill out, and include as part of its proposal, any attached Proposer’s Qualification

Statement via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct.

In determining the qualifications of a proposer, the City of Meriden will consider the proposer’s record of performance in any prior contracts for work. The City of Meriden expressly reserves the right to reject a proposal if the proposer’s historical performance, in the sole opinion of the City of Meriden, has been unsatisfactory in any manner or if the proposer has habitually and without just cause neglected the payment of bills or has otherwise disregarded its obligations to subcontractors, suppliers, or employees.

6. EXAMINATION OF DOCUMENTS

Proposers are to examine all documents and visit the site in order to make a thorough examination of the conditions so that the proposer may familiarize itself with all of the existing requirements, conditions, and difficulties that will affect the execution of the work in order to determine the amount of work necessary to carry out the true intent of the specifications and work shown on the drawings.

The City of Meriden and its agents do not have any responsibility for the accuracy, completeness, or sufficiency of any proposal document obtained from any other source other than from the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct. Obtaining documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining documents from any other source may also result in failure to receive any addenda, corrections, or other revisions to the documents that may be issued.

No request shall be honored if such request is made less than seven (7) calendar days prior to the date fixed for the opening of proposals. Any and all such interpretations, and any supplementary instructions, will be in the form of a written addenda to the specifications which, if issued, will be made available via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct for addenda. Failure of any proposer to receive any such addenda shall not relieve any proposer from any obligations under its proposal as submitted.

Proposers shall submit all inquiries regarding this proposal via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Proposers may also click “Follow” on this proposal to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

7. PROPOSALS TO REMAIN OPEN

No proposer may withdraw its proposal within sixty (60) days of the date of the proposal opening. Should there be reason why the contract cannot be awarded within the specified period, the time may be extended by mutual agreement between the City of Meriden and the successful proposer.

8. AWARD OF CONTRACT

The Purchasing Officer reserves the right to make an award on the proposal which, by the Purchasing Officer’s judgment and recommendation from the Meriden Police Department following proposal evaluations, best meets the specifications and is deemed to be in the best interest of the City of Meriden.

The contract will not be awarded to any corporation, firm, or individual which/who is in arrears to the City of

Meriden by debt or contract, or who is in default as security or otherwise by any obligation to the City of

Meriden.

The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposals, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden.

9. PROPOSAL PROTEST PROCEDURE

In the event that any proposer wishes to protest the potential award of a proposal, or any procedure of act in the advertising or soliciting of the proposals, said proposer must make said protest in writing, which shall state the reason therefore and request a conference with respect thereto. Said protest must be received in the City

Purchasing Office within FIVE (5) business days after the delivery of proposal results or decisions. A conference with respect to said protest shall be scheduled by the Purchasing Officer forthwith and shall be attended by him or his designee and such other persons as the Purchasing Officer and the City Manager shall require to attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The City shall make a decision in writing within three (3) business days after said conference and forward the same to the protesting proposer forthwith. In the event that any protesting proposer wishes to take legal action against the City, they must fully comply with all of these instructions to proposers.

10. TAXES

The City of Meriden is exempt under Connecticut General Statutes from the payment of the excise taxes imposed by the federal government and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the proposal price. Upon request, exemption certificates will be furnished to the successful proposer.

11. FAIR EMPLOYMENT PRACTICES

The Contractor/Firm shall agree that neither it or its subcontractors, except in the case of a bona fide occupational qualification or need, to refuse to hire or employ or to bar or to discharge from employment any individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment because of the individual's race, color, religious creed, age, sex, gender identity or expression, marital status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, physical disability, including, but not limited to, blindness or status as a veteran. The aforementioned terms are obtained from Connecticut General Statutes Section 46a-60, et seq., entitled “Discriminatory employment practices prohibited,” as amended.

12. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONTRACTOR

The Agreement for the work will be via Purchase Order and Standard Agreement.

13. CITY OF MERIDEN CODE OF ETHICS

The City of Meriden has adopted a Code of Ethics located in Chapter 21 of the Code of the City of Meriden, sections 21-1 through 21-15, inclusive, which are expressly incorporated herein by reference. The terms of the

Code of Ethics shall constitute a part of any contract or agreement entered into by the City of Meriden as a result of this proposal as if those terms were fully set forth in such contract or agreement.

Proposers are specifically advised that the Code of Ethics prohibits public officers and employees, as well as their immediate families and businesses, with which they are associated from participating in any transaction which is incompatible with the proper discharge of official duties or responsibilities. Proposers are also advised that the Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

PROPOSERS SHOULD NOTE THAT PROPOSALS, CONTRACTS, AND AGREEMENTS ENTERED

INTO OR AWARDED IN VIOLATION OF THE CODE OF ETHICS ARE VOIDABLE BY

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDEN.

Copies of the Code of Ethics may be obtained from the office of the City Clerk or may be found online on the

City of Meriden’s website.

14. NON-COLLUSION PROPOSAL STATEMENT

Each proposer submitting a proposal to the City of Meriden for any portion of the work contemplated by the documents on which proposing is based shall execute and attach thereto the sworn Non-Collusive Proposal

Statement, to the effect that the proposer has not colluded with any other person, firm, or corporation in the submission of the proposal.

15. ASSIGNMENT OF CONTRACT

No contract may be assigned without the written consent of the Purchasing Officer or designee.

16. PERMITS

The Contractor/Firm shall be responsible for obtaining any and all necessary permits required by the City of

Meriden prior to the commencement of work. The Contractor may contact the City of Meriden Building

Department for permit information at (203) 630-4091. For all other required permits, contact the City of

Meriden Engineering Department at (203) 630-4018.

17. PROPOSAL PRICE AND PAYMENT

The City of Meriden is exempt from the payment of the excise taxes imposed by the Federal government and the Sales and Use Tax of the State of Connecticut under Connecticut General Statutes; accordingly, such taxes shall not be included in the bid price.

The City of Meriden, unless stated otherwise in the proposal documents or Contract, will make payment to the

Contractor not less than thirty (30) days following completion of services.

18. QUALITY

All materials, equipment, supplies, and services shall be subject to rigid inspection. If defective material, equipment, supplies, or services are discovered, the Contractor shall remove or make good such material, equipment, or supplies without extra compensation. It is expressly understood and agreed that any inspection by the City of Meriden will in no way lessen the responsibility of the Contractor or release Contractor from the obligation to perform and deliver to the City sound and satisfactory materials, equipment, supplies, or allow the cost to be deducted from any monies due it from the City of Meriden. All services will be performed in a workmanlike manner.

19. INSURANCE

The successful proposer shall be required to provide a Certificate of Insurance denoting general liability, automobile liability, workers compensation liability, and other coverage required by the City’s Risk Manager.

20. LICENSES AND CERTIFICATIONS

The successful firm(s) shall ensure that any appropriate licenses or certifications required by the State of

Connecticut are maintained for the duration of the project. The firm must meet all municipal, state and federal affirmative action and equal employment opportunity practices.

21. LENGTH OF CONTRACT

This will be a three year award. This Agreement may be extended for up to two (2) additional one (1) year terms upon mutual agreement of the parties, no later than 30 days prior to contract end date, for a total contract period not to exceed five (5) years.

PROJECT DETAILS

1. PROJECT DETAILS & INFORMATION

The City of Meriden is seeking proposals from an established uniform vendor with experience servicing police departments for the purchase of authorized clothing and uniforms for its members as well as certain authorized accessories and equipment for the Meriden Police Department. This proposal shall include scheduling fittings and delivery for all shifts. The vendor should have a store front location that will have some stock of our non-sized uniform equipment, offering a quick turnaround for these items.

The Meriden Police Department employs approximately 120 officers, approximately 30 Crossing Guards and 5

Police Services Technicians. Currently, each Officer has an annual credit of $550.00 to be used toward uniform/equipment replacement. The annual credit is paid directly to the Vendor by the Meriden Police

Department. Typically, if it is only one officer, arrangements can be made so the vendor is not required to come to the Police Station. For multiple new recruits, the vendor will be expected to come to Meriden to fit each officer. The Meriden Police Department currently has 1-6 recruits in the academy and is currently seeking 10 additional new officers.

The awarded vendor should have relationships and experience with several law enforcement/uniform brands, offering options to this department regarding the specific brand/item we are accustomed to using.

The Meriden Police Department uses a Patch that is typical of most other Police Departments. The Meriden

Police Department will provide only the awarded vendor with a sample of the Meriden Police Department

Patch. The awarded vendor will be responsible for obtaining Patches. This must be included in the price of the items of clothing that require a Patch. The Meriden Police Department uses a Patch that is typical of most other

Police Departments.

The awarded vendor should be able to offer online portal capability for online ordering and balance tracking for each user, not the Department as a whole. The award vendor should also have an on-premises tailor for alterations.

2. AWARD PROCESS

A. Price will be one of several components in the selection process.

B. Proposed level of service. The selected vendor will be required to come to the Police Department to take measurements of all the officers, including those on 2nd and 3rd shift, as needed.

C. Delivery. All items ordered shall be shipped and delivered within 30 days of such order. Many elements of the Meriden Police Department uniform are standard and it is expected that these items will be in stock. Repeated delays may be cause for early termination of agreement.

D. Quality. The Meriden Police Department will identify the various articles of clothing by brand name.

With the exception of bulletproof vests, for which no substitutions will be acceptable, the brand name is listed as an indicator of the quality expected. If, in some cases, no name brand is specified, a manufacturer of quality equivalent to those listed on other items should be used. If there are questions about a level of quality, specify both. The City will work with the awarded vendor to review samples of clothing to determine quality levels. The Meriden Police Department reserves the right to give approval to any item provided by the vendor, with regard to type, style, quality, construction, brand, and may reject any item which fails to meet department standards.

E. Interview. Proposals will be reviewed and evaluated by a selection committee of City staff members.

The City will evaluate the proposals using the above criteria. If deemed necessary by the City, a proposer may be invited to interview with the City's selection committee. The City reserves the right to finalize the selection by negotiating with one or more of the top ranked proposers. In any case, final selection will not necessarily be made on the basis of fee alone, and the City reserves the right to award to other than the lowest submitted fee proposal, to negotiate terms and fee with the selected proposer or to reject all proposals. Those vendors who are invited to the City for an interview will be expected to bring in the actual shirts, pants and jacket that have been proposed.

3. LIST OF ATTIRE AND PRODUCTS REQUIRED

See attached pricing proposal with all required items listed.

4. PROPOSAL REQUIREMENTS

Proposal must contain the following items:

• A brief history of your company including a list of other CT Police Departments you currently service.

(Please upload as a Vendor Submission Form)

• Non-Collusive Statement (see Attachment)

• Proposers Qualification Statement (see Attachment)

• Electronic Pricing Proposal (on OpenGov site)

PRICING PROPOSAL

POLICE UNIFORMS & EQUIPMENT PROPOSAL FORM

Line Item Item Description Quantity Unit of

Measure Unit Price Total Price No Bid Brand Delivery

Time

Police Service Technician

17 5.11 cargo style pants 2 Each

18 Long sleeve polo style shirts with emblem 2 Each

19 Short sleeve polo style shirts with emblem 2 Each

20 Belt 1 Each

21 Pair of boots 1 Each

22 Key ring 1 Each

23 Ball cap 1 Each

24 Body Armor (same as new

Officer) 1 Each

TOTAL

Line Item Item Description Quantity Unit of

Measure Price Total Price No Bid Brand Delivery

Time

Pre-Academy Cadets

25 L/S Dickie Shirts-Patch R and Academy Patch L

(Dependent on Academy)

2 Each

26 S/S Dickie Shirts-Patch R and Academy Patch L

(Dependent on Academy)

2 Each

27 Khaki Pants-Hem if Needed 2 Each

28 Regular Belt-Boston Leather

1 1/4"

Measure Price Total Price No Bid Brand Delivery

Time

29 Name Tags-Reeves 08: Gold, Black Letters - T.GUTHEIL

2 Each

30 Tie Bar-Smith and Warren E

4001, All Gold/State /Blue

Border

1 Each

31 Black Tie-Sam Broome - -

Black Clip On (Short, Reg, Long)

Measure Price Total Price No Bid Brand Delivery

Time

Academy

32 Body Armor-Point Blank

IIIA, Helix, Navy, Soft

Trauma Pad

1 Each

33 Winter Coat-Elbeco Genesis

Jacket ( Leather Badge/Name

Holder )

1 Each

34 Badge/Name Holder-Jay Pee

# NJ

1 Each

35 Rain Coat-Anchor # 02230:

POLICE on Yellow side 1 Each

36 Rain Cap Cover-Anchor

Cover # 02232 1 Each

37 Winter Hat-Regular Style or

Trooper Fur 1 Each

38 Hi Viz Traffic Polo-

Elbeco/Patches/Badge Patch/

Name and POLICE

1 Each

39 Traffic Vest-Fechheimer -

71500P w/ POLICE 1 Each

40 M.P.D. Collar Brass-1/2"

Gold, Smith and Warren -

M.P.D.

2 Each

Price Total Price No Bid Brand Delivery

Time

41 Winter Glove-5.11 Caldus

Insulated Glove # 59365 1 Each

42 Summer Glove-5.11 Tac A3

# 59374 1 Each

43 Duty Belt-Jay Pee 400A, Brass Knuckle/4 rows of

Stitching

1 Each

44 Keepers/4-Pack-Jay Pee 25-

1-B (Black Snaps) 1 Each

45 Holster-Blackhawk (New

Glock 17/TLR-1) 44N600BK

R or L

1 Each

46 Mag Pouch-Safaril Slimline

Open Double 79-83-13 1 Each

47 Baton-Monadnock #

9130c/22" Black, Foam PST 1 Each

48 Baton Holder-Monadnock #

1 Each

49 Radio Strap-Jay Pee Swivel

SLRH

1 Each

50 OC Pouch-Jay Pee MK3H

Black Snap 1 Each

51 Handcuff-Peerless #801 -

Hinged 1 Each

52 Handcuff Case-Jay Pee

1701H Leather Hidden Snaps 1 Each

53 Key Ring-Jay Pee 26D Black

Snap Key Keeper 1 Each

54 Whistle and Chain-Hero's

Pride 4020G/4010G 1 Each

55 Strion Light-Stream light

Strion With AC/DC Chargers and Cradle

1 Each

56 Strion Holder-Jay Pee

STRLF

Price Total Price No Bid Brand Delivery

Time

Graduation

57 Dress Blouse-

Fechheimer/Flyig Cross -

34891 Single Breast, 4

Button Gold P's

1 Each

58 Class B Pants-Elbeco

Textrop2 4 Pocket with

Stripe

2 Each

59 L/S Shirt - Class B-Elbeco

Textrop2 (choice of zipper or regular)

3 Each

60 S/S Shirt- Class B-ELbeco

Textrop2 (choice of zipper or regular)

3 Each

61 Boot-8" black with polishable toe 1 Each

62 Riot Baton-Damascus 34" 1 Each

63 Riot Baton Holder-Jay Pee-

PRH Nightstick Holder 1 Each

64 Riot Helmet-Premier Crown

9001t Tac Elite with Clear

Shield

1 Each

65 8 pt. Hat - Winter-Sentry -

P101 (Gold P 's' ) 1 Each

66 8 pt. Hat - Summer-Sentry -

P104 (Gold P 's' ) 1 Each

67 Royal Blue Ties-Broome 3"

Poly Royal Blue Tie 1 Each

68 White Glove-GPF Parade

Glove 1 Each

69 Breast Badge-Blackinton curved 1 Each

70 Med-kit-Quickclot kit w/ tourniquet

Line Item Item Description Quantity Unit Of

Unit Price Total Price No Bid Brand Delivery

Time

Crossing Guards

1 Pair of Pants - Navy Blue -

Blauer 1 Each

2 Long Sleeve Shirt - Neon

Green with 2 dept. patches 1 Each

3 Short Sleeve shirt - Neon

Green with 2 dept. patches 1 Each

4 Sweater - Navy Blue with 2 patches 1 Each

5 Traffic Vest - Neon Green with CROSSING GUARD written on it

1 Each

6 Ball cap - Navy Blue 1 Each

7 Rain Coat with Hood - Neon

Green 1 Each

8 Badge - California Style 1 Each

9 Winter Coat with 2 patches-

Blauer #9010Z 1 Each

10 Pair of winter gloves-waterproof and insulated-

Neon Green

1 Each

11 Pair of Summer Gloves- thin knit- neon green 1 Each

12 Polo shirt with 2 patches-

Spiewak ANSI 1 Each

13 Reflective Stripes 1 Each

14 Hi-Viz Insulated Waterproof

Coat with 2 patches 1 Each

15 Hi-Viz Rain Pants with

Scotch lite trim 1 Each

16 Handheld stop sign 1 Each

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE STATEMENT/AFFIDAVIT*

Non-Collusive_Statement.pd Please download documents, complete, and upload.

*Response required

2. PROPOSER'S QUALIFICATION STATEMENT*

Proposers_Qualification_Statement.pdf Please download documents, complete, and upload.

*Response required

3. Statement/History of your Company (Please Include a List of all CT Police Depts you currently service)*

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