rfq_13415.pdf

REQUEST FOR QUOTES (RFQ) 13415

SHERIFF’S OFFICE

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

FITTING AND TAILORING SERVICES

September 28, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing Aviation Flight Suits, Flight Helmets, Custom Apparel, Fitting and Tailoring Services (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year, with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/. 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.

4. The Contracting Officer for this solicitation is Lynnette Hesselgesser, Procurement Contracting Officer, LynnetteM.Hesselgesser@sdcounty.ca.gov.

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time)

Questions due October 5, 2026, prior to 5:00 p.m.

Quotes due October 19, 2026, prior to 5:00 p.m.

6. Questions:

6.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via

BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

6.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

7. Table of Contents:

A. Key Information

B. RFQ Instructions and Rules

C. Submittal Items

D. Required Forms

E. Statement of Work

F. Payment Schedule

G. Draft Agreement

B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made available by

MAGGIE RAMSBERGER

INTERIM DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA G. MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/ file:///C:/Users/Cmorensh/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/SGA7Y60M/LynnetteM.Hesselgesser@sdcounty.ca.gov

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13415

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 2 of 25 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.

1.1.1. 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.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505-6367.

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the

County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the

County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the

Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting

Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the

Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for

Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code §

7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 3 of 25

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as

“CONFIDENTIAL/PROPRIETARY.”

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the

California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. SAMPLES

6.1. 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).

6.2. 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.

7. BRAND NAME OR EQUAL

7.1. 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 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.

7.2. 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.

7.3. 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

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 4 of 25 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.

7.4. 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.

8. COUNTY COMMITMENT

8.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

8.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

8.3. The County reserves the right to separately procure the same or similar goods or services.

8.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes;

the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

8.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

8.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

9. DILIGENCE AND DUTY TO INQUIRE

9.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

9.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

9.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

9.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

10. OFFEROR COMMUNICATIONS

10.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this

RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 5 of 25 improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

10.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

10.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the

County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

11. SOLICITING EMPLOYEES

11.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the

County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer.

This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

12. PROHIBITED CONTRACTS AND SUBCONTRACTS

12.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of

Supervisors finds that special circumstances exist which justify the approval of such contract:

12.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

12.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

12.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

12.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

12.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

12.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections

11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

13. CALIFORNIA REVENUE & TAXATION CODE § 18662

13.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of California

(out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form

590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, 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).

13.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If

Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 6 of 25

Franchise Tax Board Websites:

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

13.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-

2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The

P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

14. W-9 FORM

14.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the

County.

15. PREVAILING WAGE

15.1. RESERVED

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

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 7 of 25

C. SUBMITTAL ITEMS

Offeror’s response to these Submittal Items shall be no more than forty (40) pages, excluding disclosures, financials, sample reports, or anything not reasonable to include in page limit or that could create an unbalanced result.

1. EXHIBIT 1 - REQUIRED FORMS

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

• Required for all Offerors

• Located at:

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

1.2. Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• Located at:

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

1.3. 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.

• Located at:

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

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

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)

• Located at:

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

2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

2A - Technical Approach

2.1. Confirm (YES/NO) your acceptance of the requirements of Exhibit A – Statement of Work (SOW).

YES ☐ NO ☐

If your organization has exceptions to the SOW requirements, 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.

2.2. Provide color digital images of all items included in your offer that are intended to meet the specifications in

Exhibit A, Statement of Work Sections 3.4.1 through 3.4.6. Each image must be clearly labeled with the item’s brand and model number. Failure to provide this evidence may result in your organization being deemed ineligible for award.

2.3. Provide supporting documentation demonstrating compliance with Exhibit A, Statement of Work Sections

3.4.1. through 3.4.7.

2.4. Confirm that your organization can meet the mileage and location requirements outlined in Exhibit A, Statement of Work Section 3.4.7.1.

YES ☐ NO ☐

If NO, describe alternative methods of how your organization will meet these requirements, specifically related to fitting and tailoring services.

2B – Qualifications

2.5. Confirm your agency is an authorized manufacturer, distributor, or dealer for the quoted products, with access to genuine replacement parts and manufacturer support.

YES ☐ NO ☐

2.5.1 If yes, Offeror shall provide documentation demonstrating that it is an authorized manufacturer, distributor, or dealer for all quoted products. Documentation shall include, as applicable:

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

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 8 of 25

2.5.1.1 A current manufacturer‑issued authorization letter or certificate confirming authorized status;

2.5.1.2 A copy of any active distributor, dealer, or reseller agreement with the manufacturer;

2.5.1.3 Documentation evidencing access to genuine replacement parts and manufacturer support, including warranty service authorization or confirmation of access to manufacturer parts‑ordering systems;

2.5.1.4 Manufacturer point‑of‑contact information (name, email, and telephone number) for verification of authorization status.

2.5.2 Offerors shall provide the name, title, phone number, and email address of the individual responsible for coordinating warranty support and resolving warranty issues in accordance with Section 5.2.

2.6. List your agency’s number of years of experience supplying aviation, public safety, military, firefighting, law enforcement, or comparable professional flight gear.

2.7. Confirm your agency can provide qualified measuring, helmet fitting, garment fitting, tailoring, alterations, repairs, and coordination of manufacturer warranty services for quoted products.

YES ☐ NO ☐

2.8. Confirm your agency can maintain individual sizing and alteration records securely for the contract term, subject to County privacy requirements.

YES ☐ NO ☐

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1. Submit a completed Payment Schedule

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

YES ☐ NO ☐

4.1.1 If “NO,” provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and what terms the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

D. REQUIRED FORMS

(RESERVED)

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E. STATEMENT OF WORK

1. SCOPE OF WORK

1.1. Contractor shall provide aviation flight suits, aviation helmets, custom apparel, and fitting/tailoring services to ensure personnel safety, operational effectiveness, and regulatory compliance for San Diego County Sheriff's

Office Aerial Support to Regional Enforcement Agencies (ASTREA).

2. BACKGROUND INFORMATION

2.1. The Sheriff's ASTREA Division currently operates seven (7) turbine helicopters consisting of four (4) Bell 407's, three (3) Bell 205A1's, and one (1) Bell 412 EPX. The Air Support Unit utilizes these aircraft to perform various aerial patrol support operations in assigned areas. Those areas include, but are not limited to, surveillance of persons engaged in criminal activities, photographic missions for gathering evidence; planning, critiquing, and surveying;

aerial security for V.I.P.’s and foreign dignitaries; search and rescue involving downed aircraft and lost or stranded persons. In addition, Sheriff's ASTREA supports a cooperative fire and rescue program with Cal-Fire from the same location. The ASTREA crew will require custom flight suits, helmets, gloves and other safety equipment during airborne law enforcement missions.

3. SPECIFICATIONS

3.1. Where the material, design, or construction of the equipment is not specified, the quality and durability of such equipment shall be, at a minimum, rated for commercial use.

3.2. Only new equipment is accepted. Equipment that has been used in any way, refurbished, reconditioned, or grey market goods, etc., will not be accepted and will be returned and replaced at the Contractor’s expense.

3.3. Substandard Products: It is critical that all products delivered to Sheriff's ASTREA meet the detailed specifications.

Expenses for any product not meeting specifications shall be the responsibility of the Contractor.

3.4. Safety equipment being supplied must meet the needs and challenges faced by rotary wing pilots.

3.4.1. Rotary Wing Helmet system:

3.4.1.1. Gentex Helmet or Equal

3.4.1.2. Lightweight for extended missions while maintaining industry-leading impact protection levels

3.4.1.3. Situational awareness, optical, face protection, hearing protection, and communications

3.4.1.4. Electronic microphone

3.4.1.5. Dual visor with carbon-fiber lens cover

3.4.1.6. Adjustable nape strap

3.4.1.7. Adjustable earcup

3.4.1.8. Anti-microbial inner comfort liner

3.4.2. Flight Suits:

3.4.2.1. Sentinel Flight Suits or Equal, all sizes

3.4.2.2. Nomex lightweight or Equal, all sizes

3.4.2.3. 4.5oz Military Specification Nomex Aramid fabric or Equal

3.4.2.4. Fire-resistant

3.4.2.5. Made to measure

3.4.2.6. Embroidered name tags

3.4.2.7. Leather name tags

3.4.2.8. Sheriff's star

3.4.2.9. Pocket options

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RFQ 13415 Page 10 of 25

3.4.2.10. Zippered leg option

3.4.2.11. Various color options, including sage green

3.4.2.12. Custom tailoring and sizing to Pilot specifications

3.4.3. Flight Jackets:

3.4.3.1. Durable pilot outerwear, all sizes

3.4.3.2. Fire resistant Nomex or equal

3.4.3.3. Embroidered name tag

3.4.3.4. Pocket and zipper options

3.4.3.5. Velcro name tag

3.4.3.6. Various color options, including sage green

3.4.3.7. Custom tailoring and sizing to Pilot specifications

3.4.4. Pants:

3.4.4.1. Sentinel Pants Comfort Fit or equal, all sizes

3.4.4.2. 6.5oz Defiant Aramid fabric or equal, all sizes

3.4.4.3. Zippered leg option

3.4.4.4. Various color options, including sage green

3.4.4.5. Custom tailoring and sizing to Pilot specifications

3.4.5. Shirts:

3.4.5.1. Sentinel Shirts or Equal, all sizes

3.4.5.2. 4.5oz Defiant Aramid fabric or Equal, all sizes

3.4.5.3. Pocket and zipper options

3.4.5.4. Velcro name tag

3.4.5.5. Various color options, including sage green

3.4.6. Standard Flying Gloves:

3.4.6.1. Fire resistant Nomex

3.4.6.2. Lightweight snug fit

3.4.6.3. Various sizes

3.4.6.4. Various color options

3.4.7. Fitting and Tailoring Requirements

3.4.7.1. Tailoring and fitting services must be performed in person at a location within 100 miles of San

Diego County.

3.4.7.2. Fitting Requirements

3.4.7.2.1. Maintain an individual fitting record showing employee identifier, date, product, size, alterations, fitter, and approval status.

3.4.7.2.2. Obtain wearer or Agency designee approval of fit before final acceptance. A fitting does not waive the Agency’s right to reject defective or nonconforming work.

3.4.7.2.3. Irreversible customization, embroidery, drilling, shell modification, or nonstandard alteration shall not begin without written Agency approval.

3.4.7.3. Tailoring Requirements

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RFQ 13415 Page 11 of 25

3.4.7.3.1. Standard alterations shall be completed within 30 business days after fitting or receipt of the garment, unless a different lead time is accepted in writing.

3.4.7.3.2. Supplier measurement errors and workmanship defects shall be corrected at no additional charge, including necessary shipping and refitting.

3.4.7.3.3. All tailoring shall preserve the product’s function, manufacturer warranty, protective properties, seam integrity, markings, and intended fit. Prohibited alterations shall be disclosed before work begins.

4. DELIVERY

4.1. Product shall be delivered to:

San Diego County Sheriff's ASTREA Division

1745 North Marshall Avenue

El Cajon, CA 92020

4.2. All deliveries shall be scheduled between the hours of 8:00 am to 3:00 pm, local San Diego, CA time, except

County-observed holidays, so that we may provide personnel for the safe completion of the delivery. Any deliveries to be received outside of the specified hours shall require arrangements made in advance.

4.3. All packages shall include a packing slip listing items delivered and any items outstanding.

4.4. If items are missing from delivery, County will contact Contractor and missing items will be shipped at no cost to the County.

5. GUARANTEE AND WARRANTY

5.1. Guarantee: Contractor shall guarantee products will be free from Manufacturer defects.

5.1.1. If the product(s) received is or are found to be damaged, defective, faulty, or unreliable within the first 90 days of receiving the goods, the Contractor shall exchange the product(s) for equivalents at no additional cost to the County.

5.2. Warranty: Provide a designated point of contact responsible for coordinating warranty support and resolving warranty issues in a timely manner.

5.2.1. Maintain a process for warranty claims that includes County notification, confirmation of defect, and prompt issuance of replacement products.

6. INVOICES

6.1. Mail invoices to:

San Diego County Sheriff's ASTREA

1745 North Marshall Avenue

El Cajon, CA 92020

Phone: (619) 956-4930

6.2. Electronic invoices may be emailed to: [insert COR email address]

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 12 of 25

F. PAYMENT SCHEDULE

PRICING INSTRUCTIONS:

Enter unit prices for each line item, Base Term Period, 1st Option Period, 2nd Option Period, 3rd Option Period and 4th Option

Period cells for each line item on the appropriate cell.

1. PRICING

1.1. Pricing shall be fixed and firm throughout the life of the contract.

1.2. No additional charges shall be allowed.

2. PAYMENT SUMMARY:

INITIAL TERM: DATE SIGNED - 10/31/2027

Item

No Description of Product Size

Estimated

Quantity

Unit of

Measure

Unit

Price

Extended

Price

Rotary Wing Helmet System:

Gentex Helmet or Equal

All

Sizes

4 EACH $ $

Flight Suits:

Sentinel Flight Suits or Equal All

Sizes

20 EACH $ $

Flight Jackets:

Sentinel Flight Jackets 6.5oz Defiant Aramid or Equal All

Sizes

4 EACH $ $

Flight Shirts:

Sentinel Shirt 4.5oz Defiant Aramid or Equal

All

Sizes

20 EACH $ $

5 Standard Flying Gloves All

Sizes

20 EACH $ $

6 Custom Tailoring 20 EACH $ $

7 Freight/Delivery of Equipment FLAT $ $

INITIAL TERM NOT TO EXCEED AMOUNT: $

OPTION YEAR 1: 11/01/2027 – 10/31/2028

Item

No Description of Product Size

Estimated

Quantity

Unit of

Measure

Unit

Price

Extended

Price

Rotary Wing Helmet System:

Gentex Helmet or Equal

All

Sizes

4 EACH $ $

Flight Suits:

Sentinel Flight Suits or Equal All

Sizes

20 EACH $ $

Flight Jackets:

Sentinel Flight Jackets 6.5oz Defiant Aramid or Equal All

Sizes

4 EACH $ $

Flight Shirts:

Sentinel Shirt 4.5oz Defiant Aramid or Equal

All

Sizes

20 EACH $ $

5 Standard Flying Gloves All

Sizes

20 EACH $ $

6 Custom Tailoring 20 EACH $ $

7 Freight/Delivery of Equipment FLAT $ $

OPTION YEAR 1 NOT TO EXCEED AMOUNT: $

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 13 of 25

OPTION YEAR 2: 11/01/2028 – 10/31/2029

Item

No Description of Product Size

Estimated

Quantity

Unit of

Measure

Unit

Price

Extended

Price

Rotary Wing Helmet System:

Gentex Helmet or Equal

All

Sizes

4 EACH $ $

Flight Suits:

Sentinel Flight Suits or Equal All

Sizes

20 EACH $ $

Flight Jackets:

Sentinel Flight Jackets 6.5oz Defiant Aramid or Equal All

Sizes

4 EACH $ $

Flight Shirts:

Sentinel Shirt 4.5oz Defiant Aramid or Equal

All

Sizes

20 EACH $ $

5 Standard Flying Gloves All

Sizes

20 EACH $ $

6 Custom Tailoring 20 EACH $ $

7 Freight/Delivery of Equipment FLAT $ $

OPTION YEAR 2 NOT TO EXCEED AMOUNT: $

OPTION YEAR 3: 11/01/2029 – 10/31/2030

Item

No Description of Product Size

Estimated

Quantity

Unit of

Measure

Unit

Price

Extended

Price

Rotary Wing Helmet System:

Gentex Helmet or Equal

All

Sizes

4 EACH $ $

Flight Suits:

Sentinel Flight Suits or Equal

All

Sizes

20 EACH $ $

Flight Jackets:

Sentinel Flight Jackets 6.5oz Defiant Aramid or Equal

All

Sizes

4 EACH $ $

Flight Shirts:

Sentinel Shirt 4.5oz Defiant Aramid or Equal

All

Sizes

20 EACH $ $

5 Standard Flying Gloves All

Sizes

20 EACH $ $

6 Custom Tailoring 20 EACH $ $

OPTION YEAR 3 NOT TO EXCEED AMOUNT: $

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 14 of 25

3. PAYMENT SUMMARY:

Term Annual Contract Maximum

(Not to Exceed)

Initial Term: Date of Award - October 31, 2027 $

Option Year 1: November 1, 2027 - October 31, 2028 $

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

Option Year 3: November 1, 2029 – October 31, 2030 $

Option Year 4: November 1, 2030 – October 31, 2031 $

TOTAL NOT TO EXCEED AMOUNT: $

PERCENTAGE OFF ADDITIONAL ITEMS FROM PRODUCT CATALOG/WEBSITE PRICING: ____% OFF

4. DEPARTMENT REQUESTED LEAD TIME:

4.1. Tailored items: 30 days

4.2. Helmets: 90 days

5. DELIVERY

5.1. LOCATION:

San Diego County Sheriff's ASTREA Division

1745 North Marshall Avenue

El Cajon, CA 92020

5.2. DELIVERY TIME:

Monday through Friday

Between 8:00 AM and 3:00 PM, local San Diego, CA time, excluding County-observed holidays

5.3. 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

OPTION YEAR 4: 11/01/2030 – 10/31/2031

Item

No Description of Product Size

Estimated

Quantity

Unit of

Measure

Unit

Price

Extended

Price

Rotary Wing Helmet System:

Gentex Helmet or Equal

All

Sizes

4 EACH $ $

Flight Suits:

Sentinel Flight Suits or Equal

All

Sizes

20 EACH $ $

Flight Jackets:

Sentinel Flight Jackets 6.5oz Defiant Aramid or Equal

All

Sizes

4 EACH $ $

Flight Shirts:

Sentinel Shirt 4.5oz Defiant Aramid or Equal

All

Sizes

20 EACH $ $

5 Standard Flying Gloves All

Sizes

20 EACH $ $

6 Custom Tailoring 20 EACH $ $

OPTION YEAR 4 NOT TO EXCEED AMOUNT: $

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 15 of 25

6. INVOICES: All invoices shall be itemized based on Exhibit C and should be easily recognizable.

6.1. The Contractor shall not include additional charges not specified within Exhibit C.

6.2. Requests for correction can be made by the County if discrepancies are noticed. The Contractor shall acknowledge receipt of the returned invoice in question within 2 business days. The Contractor is to resubmit a corrected invoice within 5 business days.

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 16 of 25

G. DRAFT AGREEMENT

The County’s contract with the successful Offeror(s) will be based upon the following Draft Agreement, structured as follows:

Draft Agreement

Exhibit A – Statement of Work

Exhibit B – Insurance Requirements

Exhibit C – Payment Schedule

Exhibits A (Statement of Work) and C (Payment Schedule) will be added during contract finalization. Offerors will be deemed to have accepted the Draft Agreement and Statement of Work, except where Offeror has taken clear exception in its quote in accordance with and when provided for in the Submittal Items.

The County’s contract with the successful Offeror(s) will be based upon the County’s Standard Purchase Order Terms and

Conditions, located at https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 17 of 25

This agreement (“Agreement”) is made and entered into effective as of the date of the last signature on the signature page by and between the County of San Diego, a political subdivision of the State of California (“County”) and [# enter full title of legal entity, type of entity and location (e.g. “a Delaware corporation,” “a California limited liability company”), located at (complete address)]

(“Contractor”). For valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. Agreement. The Agreement shall consist of:

• This document,

• Exhibit A Statement of Work,

• Exhibit A-1,

• Exhibit B Insurance Requirements, and

• Exhibit C Payment Schedule.

In the event of a conflict between any provisions of this Agreement, the following order of precedence shall govern: First (1st) this document; Second (2nd) Exhibit B; Third (3rd) Exhibit A; Fourth (4th) Exhibit C; and Fifth (5th) Exhibit A-1.

2. Contractor: [#Insert Contractor’s name]

3. Services: Aviation Flight Suits, Flight Helmets, Custom Apparel, Fitting and Tailoring Services

4. Agreement Term. The initial term of this Agreement shall begin on the date of the last signature below and end on October 31, 2027, for an Agreement period of one (1) year (“Initial Term”).

Option to Extend. The County shall have the option to extend the term of this Agreement for four (4) increments of one (1) year each an “Option Period,” for a total of four (4) years beyond the expiration of the Initial Term, not to exceed October 31, 2031.

This option shall be automatically exercised unless County notifies Contractor in writing not less than thirty (30) days prior to an

Option Period that the County does not intend to extend the Agreement.

Options to Extend for One to Six Additional Months at End of Agreement. County shall also have the option to extend the term of this Agreement, in one or more increments, for a total of no less than one (1) and no more than six (6) calendar months

(“Incremental Options”). The County may exercise each Incremental Option by providing written notice to Contractor no fewer than fifteen (15) calendar days prior to expiration of this Agreement. The rates in effect at the time an Incremental Option is exercised shall apply during the term of the Incremental Option.

5. Standard of Performance. Contractor shall, in good and workmanlike manner and in accordance with the highest professional standards, at its own cost and expense, furnish all of the labor, technical, administrative, professional and all other personnel, all supplies and materials, equipment, printing, transportation, training, facilities, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by County, necessary or proper to perform and complete the work and provide the services required of Contractor by this Agreement.

6. Payment. Pursuant to Exhibit C, and other applicable provisions of this Agreement, County agrees to pay Contractor a sum not to exceed [# write out amount] ($######) (“Maximum Agreement Amount”). Furthermore, compensation for the Initial Term and any Option Periods shall not exceed the amounts shown for the Initial Term or that Option Period shown in Exhibit C.

Payment terms are, unless otherwise specified by County, thirty (30) days from the later of: (i) performance of work under the

Agreement entitling Contractor to payment, or (ii) County receipt of a correct and substantiated invoice. Payment shall be deemed to have been made on the date that County submits electronic payment or mails a warrant or check.

7. Sales and Use Tax. On invoices, Contractor shall show any sales or use tax as separate items, giving permit number authorizing collection of use tax. Contractor shall deduct any cash discount before computing sales or use Tax.

8. Contracting Officer. The Director of the Department of Purchasing and Contracting or designated Department of Purchasing and

Contracting official is the contracting officer for this Agreement (“Contracting Officer”).

9. Notices. Notice to either party shall be in writing and personally delivered; sent by certified mail, postage prepaid, return receipt requested; or emailed to the County’s or Contractor’s representative designated below (or such party’s authorized representative).

Any such notice shall be deemed received by the party (or such party’s authorized representative) on the earliest of the date of personal delivery, three (3) business days after deposit in the U.S. Mail, or upon sending of an email from which an acknowledgement of receipt has been received other than an out of office, unavailable, or undeliverable reply.

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 18 of 25

FOR COUNTY: FOR CONTRACTOR:

#Name and Title

#Address

#Address

#Phone and email

Above contact is designated as the Contracting Officer’s

Representative for this Agreement (“COR”).

#Name and Title

#Address

#Address

#Phone and email

10. Compliance with Laws. Contractor shall at all times perform its obligations hereunder in compliance with all applicable federal, State, and local laws, rules, and regulations, current and hereinafter enacted, including facility and professional licensing and/or certification laws, and keep in effect any and all licenses, permits, notices and certificates as are required. Contractor shall further comply with all laws applicable to wages and hours of employment, occupational safety, and to fire safety, health and sanitation.

11. County Policies and Requirements. Without limiting section 10 above, Contractor shall specifically comply with the following, as applicable:

a. Board of Supervisors Policy A-79, Interlocking Directorates

b. Board of Supervisors Policy A-120, Zero Tolerance for Fraudulent Conduct in County Services

c. Board of Supervisors Policy B-67, Environmentally Preferable Procurement

d. Board of Supervisors Policy C-25, County of San Diego Drug and Alcohol Use Policy

e. Section 32.801, et seq. of the San Diego County Code of Regulatory Ordinances, Prohibitions of AIDS Discrimination

f. Article IIIk (Section 84, et seq.) of the San Diego County Administrative Code, Affirmative Action Program for Vendors

g. Section 21.2701, et seq. of the San Diego County Code of Regulatory Ordinances, San Diego County Fair Chance Ordinance

12. Contractor Adherence to Sections 965 through 971 of the San Diego County Code of Administrative Ordinances. Contractor shall specifically comply with the following requirements, as applicable:

a. Definitions.

i. For purposes of this Section, all capitalized terms shall have the meaning assigned to such terms in Section 966 of the San

Diego County Code of Administrative Ordinances.

b. County Confidential Information.

i. Confidentiality. Contractor agrees to maintain data relating to any Protected Personal Activity and/or Protected Personal

Characteristics (“County Confidential Information”) received or obtained pursuant to the obligations under this Contract, if any, confidential, and shall not share and/or transmit such information to any third party including, without limitation, any governmental agency, unless required to do so pursuant to federal, state, or local law or as necessary to perform the obligations of Contractor pursuant to this Contract. Contractor agrees to include these requirements in any subcontract related to the performance of this Contract. The obligation to maintain County Confidential Information confidential and private shall survive the expiration or earlier termination of this Contract.

ii. Notice Requirement for Interactions with Federal Law Enforcement, Out-of-State Law Enforcement, or Private Parties

Acting Under Color of Law Enforcement Authority.

c. Due Process and Safety in County Facilities.

i. Prohibition on Access for Federal Law Enforcement, Out-of-State Law Enforcement, and Private Parties Acting Under

Color of Law Enforcement Authority. Contractor shall not provide access to any Non-Public Area of a County Facility, or facility where Contractor provides services to the public on behalf of the County, to any Federal Law Enforcement

Agency Personnel, Out-of-State Law Enforcement Personnel, or a Private Party Acting Under the Color of Law

Enforcement Authority for the purpose of carrying out Law Enforcement Activities where the alleged criminal activity is a Protected Personal Characteristic and/or a Protected Personal Activity (“Facility Access”), except as expressly permitted pursuant to Section 967 of the San Diego County Code of Administrative Ordinances.

ii. Notice of Facility Access. Contractor shall provide the COR with notice within two (2) hours of any Facility Access, as defined in the preceding section.

13. Use of Artificial Intelligence. Contractor shall comply with Board Policy A-140, Artificial Intelligence Board Policy. Without limiting the foregoing, Contractor shall disclose any artificial intelligence (AI) functionality (as defined in Board Policy) embedded in products or services provided under this Agreement and ensure that all AI systems are used in accordance with

County standards for security, privacy, and ethical practices. Contractor shall implement human oversight for any AI-generated outputs to be used in the County’s official capacity and maintain transparency by clearly attributing AI-generated content.

Contractor shall support the retrieval and export of prompts, outputs, and training details upon County request. Contractor shall not use AI systems for prohibited purposes, including fully automated decisions without meaningful human oversight, covert tracking, social scoring, or behavioral manipulation. The County reserves the right to inspect AI system usage and require modifications or cessation of use if compliance risks are identified. Any changes to AI functionality or features during the term

AVIATION FLIGHT SUITS, FLIGHT HELMETS, CUSTOM APPAREL,

RFQ 13415 Page 19 of 25 of this Agreement shall be in compliance with this clause and be reported in writing to the Contracting Officer’s Representative prior to implementation.

14. Subcontractor Reporting. Contractor shall provide periodic reports to the County of amounts paid under this Agreement to subcontractors and whether each subcontractor qualifies as a Small-Local Business as defined in Board Policy B-53. Such reports shall be submitted to the COR using the “Subcontractor Data Collection Form (PC613)” located at https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC613_dpc_Subcontractor_Data.xlsx or as otherwise directed by County. Reports shall be aligned with the County’s Fiscal Year, with a mid-year report of data through December 31 submitted by February 15, and a full Fiscal Year report submitted by July 15.

15. Small-Local Business Preference. If this Agreement resulted from a solicitation where Contractor claimed Small-Local Business status in its response per section 405 of the San Diego County Administrative Code, Contractor…