RFQ 26_001HR _ Apparel Uniform Services.pdf

Request for Quote

RFQ 26-001HR

Apparel & Uniform Services

The City of Villa Rica is seeking proposals from qualified vendors to provide embroidered and printed apparel for City Staff, as well as durable work plants for laborers in departments such as Public Works and Utilities. The selected vendor will supply high-quality City-branded apparel and field uniforms to support the needs of City employees.

Schedule of Events:

RFQ Issue Date…………………………………………………………………………………………………………… October 31, 2025

Deadline for Receipt of Written Questions………………………………………….…… November 10, 2025 (2:00 pm)

Deadline for Posting of Written Answers to City’s Website ……………………… November 13, 2025 (2:00 pm)

RFQ Response Due Date…………………………………………………………………………… November 20, 2025 (2:00 pm)

Opening / Evaluation of RFQ Sealed Proposals………………………………….………. November 20, 2025 (2:00pm)

Staff Recommendation to City Council ……………………………………………………... December 2, 2025 (10:00am)

Vote by City Council to Select Vendor………………………………………………………… December 9, 2025 (6:00 pm)

Scope of Services:

The services required by the City of Villa Rica may include, but are not limited to:

1. Staff Apparel – Provide embroidered or screen-printed shirts, polos, jackets, vests, and other apparel items for City staff. Items may include short- and long-sleeve polo shirts, button-up shirts, short and long sleeve t-shirts, outerwear, and hats or caps. Embroidery and/or screen printing must include the official City of Villa Rica logo and/or department name as specified.

2. Laborer Work Pants – Supply durable work pants suitable for outdoor and industrial environments. Options may include regular and relaxed fit, reinforced knees and pockets, and high-visibility or reflective materials when applicable.

3. Ordering and Delivery – Provide an online, email or order form system for departments to place and track orders Deliver items to designated City facilities, labeled by department and employee. Provide standard and rush order timelines.

4. Quality Standards – All garments must be commercial-grade quality with colorfast fabrics, durable stitching, and professional embroidery/printing. Embroidery thread and screen-prints inks must withstand repeated laundering and wear.

5. Additional Items – Offer optional apparel such safety vests, jackets, or other field gear as requested by the City.

Submission Requirements:

Interested parties are invited to submit proposals containing the following information:

1. Company Background – Provide an overview of your company, including years in business, relevant experience with municipal clients or similar organizations, and key personnel.

2. Product Offerings – Describe the apparel items available, including material, sizes, colors, and any customization options.

3. Logo and Branding Services – Describe embroidery and/or screen-printing capabilities, including proofing and approval process.

4. Pricing – Complete the attached sample pricing table (or provide an equivalent format). Pricing should include all applicable setup, embroidery, and delivery charges, as well as any online store hosting or maintenance fees associated with employee uniform ordering. Please also provide a breakdown of bulk order pricing (e.g., tiered pricing by quantity) and identify any additional costs or discounts that may apply, such as rush orders, size upcharges, or restocking fees. All pricing should be inclusive and clearly itemized.

5. References – Provide at least three (3) references from current or former clients, preferably municipal or public sector entities.

6. Delivery and Warranty – Provide estimated delivery timelines and warranty/return policies for defective items.

Submittal of Questions & Requests for Clarification:

Questions about any aspect of the RFQ must be submitted prior to the appropriate deadlines indicated in the Schedule of Events and must be submitted via email to: Tiffany Lanford, HR Director at tlanford@villarica.gov. At any time prior to the submission date, the City of Villa Rica may issue an RFQ addendum to further clarify any part of this RFQ, amend this RFQ or issue instructions or further information.

The addendum will be posted on the City’s website alongside the posting of the RFQ at https://www.villarica.gov/departments/finance/purchasing/bid_opportunities.php .

Submission Deadline and Contact Information:

The City of Villa Rica’s hours of operation are Monday – Friday 8am-5pm. Offices will be closed on November 11, 2025 in observation of Veteran’s Day. City of Villa Rica will not be responsible for responses not delivered on time by the U.S.

Postal Service or any carrier. Proposers will be responsible for delivery of their proposals to the City before the deadline.

Any proposal received after the deadline will not be considered.

All proposals must be delivered by 2pm on November 20, 2025 to the City of Villa Rica address listed below.

City of Villa Rica Attn: Purchasing Director 571 West Bankhead Highway Villa Rica, GA 30180

Submittals are to be sealed and marked on the outside of the envelope with “Apparel/Uniform Proposal”

Evaluation Criteria:

Proposals will be evaluated based on the following criteria:

1. Quality, durability, and variety of apparel and work pants.

2. Pricing and overall value to the City.

3. Vendor experience and references, particularly with municipal or public sector clients.

4. Delivery timelines and responsiveness to the City’s ordering needs.

5. Ease of ordering, customer service, and overall approach to providing apparel services.

The City of Villa Rica reserves the right to reject any or all proposals and to negotiate terms and conditions with the selected firm or individual. Submission of a proposal indicates acceptance of the terms outlined in this request for proposal.

https://www.villarica.gov/departments/finance/purchasing/bid_opportunities.php

Sample Pricing Table

Item Description Brand Material/Fabric Color Options

Unit Price (no logo)

Embroidery (per item)

Screen Print (per item)

Total Price (with logo)

Notes/Minimum order

Short Sleeve Polo Shirt

Long Sleeve Polo Shirt

Sweatshirt/Hoodie Button-Up Shirt T-Shirt – short sleeve (cotton)

T-Shirt – long sleeve (cotton)

T-Shirt – short sleeve (moisture-wicking)

T-Shirt – long sleeve (moisture-wicking)

Jacket/Windbreaker Safety Vest Reflective Outerwear

Hat/Cap Work Pants (standard)

Work Pants (reinforced/heavy-duty)

Example of Logo

Department Name