rfq_13285_as_needed_sweatshirts.pdf

County of San Diego Date Issued: September 23, 2026

REQUEST FOR QUOTATION

(this RFQ is a request for information, not an order)

RFQ Number: 13285 CONTRACTING OFFICER:

RFQ TITLE: As-Needed Sweatshirts John Shin, Procurement Contracting Officer

QUOTATIONS

DUE: October 21, 2026 by 5:00 PM Phone: (619) 780-1932

QUESTIONS DUE: October 7, 2026 by 5:00 PM Email: John.Shin@sdcounty.ca.gov

SUBMITTING YOUR QUOTATION:

Submit your response, including completed forms via BuyNet.

AWARD: Will be based on:

EACH ITEM EACH LOT

TOTAL (ALL ITEMS)

DESCRIPTION

THE COUNTY OF SAN DIEGO IS SEEKING QUOTES FROM QUALIFIED FIRMS (OFFERORS) TO PROVIDE AS- NEEDED SWEATSHIRTS IN ACCORDANCE WITH THE TERMS & CONDITIONS CONTAINED WITHIN. THE COUNTY ANTICIPATES AWARDING A CONTRACT WITH A TERM OF ONE (1) YEAR, PLUS TWO (2) ONE-YEAR

OPTIONS.

SEE THE STATEMENT OF WORK FOR A DETAILED DESCRIPTION OF THE COUNTY’S REQUIREMENTS.

THIS REQUEST FOR QUOTATION INCLUDES AN RFQ SUBMISSION CHECKLIST TO BE COMPLETED BY

OFFERORS.

SUBMITTALS WILL BE EVALUATED BASED ON PRICE, ABILITY TO MEET THE DELIVERY SCHEDULE SPECIFIED IN THE STATEMENT OF WORK (SOW), AND ACCEPTANCE OF THE SUBMITTED SAMPLES.

COUNTY OF SAN DIEGO

REQUEST FOR QUOTATION (RFQ) 13285

AS-NEEDED SWEATSHIRTS

SUBMISSION CHECKLIST

SUBMISSION CHECKLIST

☐ Submit a completed and signed Offeror’s Cover Page (PC600) form

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

☐ Submit a completed and signed Representations and Certifications form (PC601)

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

☐ Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

☐ Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see information in Terms and Conditions below)

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

☐ Submit a completed Pricing Schedule.

☐ Submit a completed RFQ Questionnaire.

☐ Submit samples as required in the Statement of Work.

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

AS-NEEDED SWEATSHIRTS

TERMS AND CONDITIONS OF REQUEST FOR QUOTATION

RESPONSES: Your response is due through electronic upload to BuyNet on the specified close date and time, local San Diego time. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit by email or mail to the listed Contracting Officer, or by personal delivery to the Purchasing and Contracting front desk. Please use these methods only if unable to submit through BuyNet. If mailed or delivered, the above RFQ No. should be included on the front of the envelope.

It is the Offeror’s responsibility to submit based on the most current RFQ, addenda thereto, responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

• In order to see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

Forms required to be submitted with Offeror’s Quotation are included in this RFQ or posted on the County’s web site at https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html. Posted forms may be updated from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of RFQ issuance or any later version.

This is a request for information, and quotations furnished are not offers.

QUESTIONS: Please submit questions and requests for clarification related to definition or interpretation of this RFQ in writing to the contracting officer before the Questions Due date/time listed in this RFQ. Those received after this date may not be answered at the discretion of the County.

PRICING: The County may award a contract on the basis of initial quotations. Your price(s) should be the lowest possible for the RFQ requirements. Omit Sales and Use Taxes unless otherwise specified.

The Estimated Quantities in the Pricing Schedule are provided solely for evaluation of quotations. They represent approximate anticipated use based on historical consumption. If the County’s actual requirements do not result in orders in the quantities described as “estimated” in the Schedule, that fact shall not constitute the basis for price adjustment.

EVALUATION AND AWARD. Quotations are subject to acceptance at any time within 90 days after submission due date/time, unless otherwise stipulated by the County. This RFQ is an informal negotiated procurement process. Lowest price may not always be the sole criteria for award of an RFQ. The County reserves the right to waive a variation in specification if, in the opinion of the County, such variation does not materially change the item or its performance within parameters acceptable to the County. The County reserves the right to reject any or all quotations and to accept or reject any item(s) thereon, or waive any informality in the quotation. The County reserves the right to perform a pre-award survey of the offeror to determine capability to perform, including but not limited to facilities, financial responsibility, materials/supplies, and past performance. The determination of the County as to an Offeror’s prospective ability to perform the contract shall be conclusive.

SAMPLES: Samples, at Offeror’s expense, may be required for evaluation by the County. Delivery of sample must be scheduled with contracting officer and provided within required timeline. The County shall have the right to review sample and to determine if such sample is acceptable. The County’s decision to award is contingent upon its acceptance of the products provided in the sample. During the term of the award, the County must approve any substitutions from the initial sample in writing in advance of substitution. In no event shall the supplier be permitted to increase prices on the basis of substituted item(s).

Sample, if not destroyed by tests, will, upon request, be returned at Offeror’s expense. Offeror must advise contracting officer at time of sending sample that they must be returned, provide return address and Federal Express account number.

BRAND NAME OR EQUAL: If items called for in this Request for Quotation have been identified in the schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products (including products of brand name manufacturer s other than the one described by https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

AS-NEEDED SWEATSHIRTS

the brand name) to be considered for award if such products are determined by the County to meet fully the salient characteristic requirements listed in the request.

Unless the offeror clearly indicates in the quotation that an "or equal" product is being offered, quotation shall be considered as offering the brand name product specified.

If the offeror proposes to furnish an "equal” product, the brand name, if any, of the product to be furnished shall be inserted in the space provided in the request for quotation, or such product shall be clearly identified in the quotation. The evaluation of the quotation and the determination as to equality of the product offered shall be the responsibility of the County and will be based upon the information furnished by the offeror, or identified in the quotation as well as other information reasonably available to the purchasing activity. Caution to offerors: the purchasing activity is not responsible for locating or securing any information which is not identified in the quotation and reasonably available to the purchasing activity. Accordingly, to insure that sufficient information is available, the offeror must furnish, as part of the quotation, all descriptive material (such as cuts, illustrations, drawings, or other information) necessary for the purchasing activity to (i) determine whether the product offered meets the salient characteristic requirements of the request for quotation, and (ii) establish exactly what the offeror proposes to furnish and what the County is binding itself to purchase by making an award. The information furnished may include specific references to information previously furnished or to information otherwise available to the purchasing activity.

If the offeror proposes to modify a product so as to make it conform to the requirements of the Request for Quotation, he shall (i) include in the quotation a clear description of such modifications and (ii) clearly mark any description to show the proposed modifications.

DUTY TO INQUIRE: Should the Offeror find discrepancies in or omissions from the RFQ, plans, specifications or other documents, or should the Offeror be in doubt as to their meaning, the Offeror must at once notify the Buyer, in writing. If the point in question is not clearly and fully set forth, a written addendum will be issued and emailed to Offerors.

CONFIDENTIAL/PROPRIETARY INFORMATION: If confidential/proprietary is contained within the submission:

1) It must be submitted in a separate file or document marked as EXHIBIT–CONFIDENTIAL/PROPRIETARY;

2) Responses to solicitation requirements that include the confidential/proprietary information, shall refer to the response contained within the EXHIBIT–CONFIDENTIAL/PROPRIETARY (for example: If submittal requirement #1 requires staff Social Security Numbers, the response to requirement #1 shall reflect “see response #1 contained within Exhibit-Confidential/Proprietary”); and

3) It must include a signed Nondisclosure Indemnification Agreement (PC620).

NOTE: As a Public Agency, the County of San Diego must adhere to the California Public Records Act, therefore pricing cannot be considered confidential/proprietary.

TERMS OF RESULTING CONTRACTS: Any purchase order(s) issued as a result of an RFQ will contain the County's standard Purchase Order (PO) terms and conditions and any additional terms and conditions referenced in this RFQ. The County’s PO Terms and Conditions are available at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf

Payment terms are NET 30, unless terms more favorable to the County are included in Offerors quotation. Note: qualified Small-Local Businesses may be eligible for more advantageous payment terms including NET15, in accordance with Board Policy B-53 Small-Local Business Policy (SLBP).

AVAILABILITY OF FUNDING: The County's obligation for payment of any contract beyond the current fiscal year end is contingent upon the availability of funding from which payment can be made. No legal liability on the part of the County shall arise for payment beyond June 30 of the calendar year unless funds are made available for such performance.

CALIFORNIA REVENUE AND TAXATION CODE SECTION 18662: In compliance with California Revenue and Taxation code section 18662, if you are a non resident of California (out-of-state invoices) who receives California source income, the County will pay California Use Tax directly to the State of California per permit no. SR FH 25-632384. Fifteen

(15) business days prior to the first payment, new suppliers or suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf https://codelibrary.amlegal.com/codes/san_diego/latest/sandiego_board/b_53__small__local__business__policy_(_s_l_b_p)

AS-NEEDED SWEATSHIRTS

Under certain circumstances you may be eligible for reduced or waived nonresident withholding. If you have already received a waiver or a reduced withholding response from the State of California and the response is still valid, submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments.

Refer to the Franchise Tax Board websites (listed below) for tax forms and information on nonresident withholding, including waivers or reductions. The County will not give you any tax advice. It is recommended you speak with your tax adviser and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/ https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/

AS-NEEDED SWEATSHIRTS

RFQ SUBMITTAL ITEMS

1. Technical Approach

1.1. Confirm (YES/NO) your acceptance of the requirements of Statement of Work (SOW).

YES ☐ NO ☐

If your organization has exceptions to the SOW requirements, please indicate your proposed changes in your response. Provide explanations to support any alternative standards/language being proposed. Failure to specifically reject a proposed requirement will be deemed an acceptance of such requirement.

2. If the Offeror cannot meet the required ten (10) business day delivery timeframe for any order, what is the maximum delivery time the Offeror would require?

3. Please identify the manufacturer and model/style number, and color of the sweatshirt being offered.

4. Does the Offeror certify that the proposed sweatshirt is available in all required sizes (Small through 6X, plus 8X and 10X) as specified in Section 2 of the SOW?

YES ☐ NO ☐

If “NO”, please provide a list of all available sweatshirt sizes..

5. The County may require that an Offeror provide samples of the quoted sweatshirts for inspection to confirm they are of the same quality and appearance per the County’s requirements.

5.1.1. Any samples requested will be required to be delivered within five (5) business days after receipt of the initial request.

5.1.2. Samples shall be one each of sizes medium, x-large and 3x-large

5.1.3. Samples will be provided at the vendor’s own expense. Samples will not be returned to the vendor.

STATEMENT OF WORK

1. SCOPE OF WORK/PURPOSE:

1.1. The San Diego County Sheriff’s Office, Re-Entry Services Division has a requirement for sweatshirts on an as-needed basis.

2. SPECIFICATIONS:

2.1. Fifty percent (50%) Cotton / Fifty percent (50%) Polyester or Fifty-Five percent (55%) Cotton/ Forty- Five Percent (45%) Polyester blend Crew Neck Sweatshirt

2.2. 7.5 to 8.0 fabric weight.

2.3. Sizes Small through 6X, as well as 8X and 10X

2.4. Collars, cuffs and waistbands are cover seamed and ribbed.

2.5. Elastic cuff and waistband.

2.6. Color is heather gray.

3. ESTIMATED USAGE:

3.1. The annual usage is an estimate only and the Sheriff’s Office is not required and is not obligated to order the estimated annual usage. The estimated quantities are listed solely for evaluation of quotes.

3.2. Shipments would be sent via submitted individual releases. The Sheriff's Office shall only pay for the amount that it orders via each release.

3.3. If the actual orders do not result in orders in the quantities described as “estimated,” this fact shall not constitute the basis for price adjustment.

4. ORDER & DELIVERY SPECIFICATIONS:

4.1. The Sheriff’s Office shall confirm all orders in writing to the vendor.

4.2. The Vendor shall complete delivery no later than ten (10) business days from the date of order.

4.3. Vendor shall give the Sheriff's contact person at least thirty-six (36) hour notice prior to delivery to ensure that operations do not preclude delivery upon arrival at East Mesa Central Warehouse.

4.4. Delivery shall be included at no additional cost for all orders.

4.5. All orders shall be shipped FOB destination to:

East Mesa Central Warehouse 446 Alta Road, Bay 23 San Diego, CA 92158

4.6. Delivery hours are 7:30 a.m. - 2:30 p.m. Monday through Friday, local San Diego, CA time, excluding County observed holidays.

4.7. The delivery truck shall be loaded in a manner that allows easy forklift and pallet jack conveyance to unload the truck.

4.8. The vendor or vendor representative (trucking company) is responsible for the unloading of the product from the trailer.

4.9. PACKAGING: Sweatshirts shall be packed and delivered in cartons containing no fewer than twenty-four (24) each and no more than thirty-six (36) each per carton.

4.10. PALLETIZED DELIVERY: All shipments shall be strapped down, and it shall be labeled with the following information:

Name and address of vendor San Diego County PO # Corresponding Release # Item Description Addressee name and address

4.11. The product shall meet all required specifications for every shipment. The vendor must ensure that all products shipped consistently adhere to the approved specifications. Any substitution or variation in model, style, fabric composition, color, or sizing must receive prior written approval from the Contracting Officer’s Representative

(COR).

4.12. If the vendor proposes any variation in the product, a sample must be submitted for review and receive written approval from the Sheriff’s Office before shipment.

4.13. Vendor shall also guarantee that the product shall be new, unused, and free of manufacturer defects. Vendor shall provide terms for customer recourse at no additional costs to the Sheriff's Office if the product does not meet specification and if defects are discovered upon receipt.

4.14. The Sheriff's Office shall be given credit for damaged and returned items within five (5) business days.

4.15. There shall be no restocking fee or other charges for returns of damaged or incorrect items.

4.16. Any adjustment or variation to the product, packaging, shipping or delivery requirements without prior written approval by the Sheriff's Office shall be rejected at vendor's cost.

5. INVOICING:

5.1. Invoices shall be sent to San Diego County Sheriff Office, East Mesa Central Warehouse, 446 Alta Road, Bay

23, San Diego, CA 92158.

5.2. Invoices must reference BPA number to prevent payment delays.

AS-NEEDED SWEATSHIRTS

PRICING SCHEDULE

(Submit a complete Pricing Schedule with your quotation)

(PRICING SCHEDULE ATTACHED SEPARATELY IN BUYNET)

Pricing Summary

Term Annual Contract

Maximum (Not to Exceed)

Initial Term Period: November 1, 2026 – October 31, 2027 $

County Option Year 1: November 1, 2027 – October 31, 2028 $

County Option Year 2: November 1, 2028 – October 31, 2029 $

Total Contract Maximum $

Quoted Lead time (days):

DEPARTMENT REQUESTED LEAD TIME:

Ten (10) business days from the date of order

DELIVERY LOCATION:

County of San Diego

East Mesa Central Warehouse 446 Alta Road, Bay 23 San Diego, CA 92158

DELIVERY TIME:

Monday through Friday, except County observed holidays Between 7:30 AM through 2:30 PM, local San Diego, CA time.

DELIVERY DOCUMENTS MUST REFLECT THE FOLLOWING MINIMUM INFORMATION:

Name of Contact Person Company Name Ordering Organization and Location Purchase Order Number Quantity, Description, Unit Price and Extended Price

PRICING INSTRUCTIONS:

Enter unit prices for each line item, Base Term Period, 1st Option Period, 2nd Option Period tabs for each line item on the appropriate tab.

These worksheets have built-in formulas that will calculate the extended prices for each line item and each term period. The aggregate total for each term period will be automatically transferred to the Grand Total (Extended Price) where your total will be calculated. The Grand Total Price is the basis of award.

The worksheets are locked/protected. The format and the contents of the worksheets should not be tampered with or altered in any way.