Special Conditions-Must Read.doc

UNIFORM MANAGEMENT PROGRAM

FOR THE SOUTH DAKOTA HIGHWAY PATROL

SPECIAL CONDITIONS

PURPOSE: The purpose of this invitation to bid is to establish a twelve (12) month contract with a stocking dealer for the purchase of custom uniforms, outerwear and related items by the South Dakota Highway Patrol. The basis of award will be the overall lowest price considering estimated quantities for the twelve month contract period as well as the vendor’s ability to meet all Special Conditions as outlined herein. The successful bidder will furnish uniforms as needed.

DELIVERY: Delivery shall be F.O.B. Pierre, SD. Delivery of all items listed on each purchase order shall be within 90 calendar days after receipt of the purchase order. Special Orders shall be delivered within 90 days. This requirement will take effect 120 days after award of the contract. For purposes of compliance with this requirement, orders placed prior to April 1, 2025, will be considered placed on April 1, 2025. Four (4) postal service workdays will be added to any order date to establish a receipt date. Any item(s) shipped but not accepted because of non-compliance with these specifications, must be replaced within five (5) calendar days after notification by the requisitioner named on the purchase order. At the time of delivery, uniform items will be subjected to examination and inspection by the duly authorized representative(s) before final acceptance. Any costs associated with items received that do not comply with these specifications shall be borne by the successful bidder.

INVENTORY: The successful vendor shall be required to carry a minimum of 4 months inventory of standard sizes. Upon award the vendor shall meet with the Department and determine what inventory levels are needed. The vendor will be required on an ongoing basis to communicate with the Department and adjust these inventories based on the Departments usage.

ORDERS: The successful bidder shall supply uniform trousers and shirts, jackets, and all related accessories in the standard sizes indicated. Garments shall include all embellishments and trousers shall be hemmed to length. Those items ordered outside of this size range will be considered as Special Orders.

SPECIAL ORDERS: The vendor must indicate on the Bid (within Supplier Notes) in the space provided the percentage of increase from the bid prices for all special order sizes. There shall be no other extra charge for special orders other than this percentage of increase. Special Orders are those items that are outside of the listed size scale or altered or manufactured to fit a special need. Items that are deemed “Special” shall be delivered within 90 days.

LABELING: All garments must have a care label permanently affixed giving the care instructions and must show the lot number, size, fiber content and WPL number of the garment. The labels for permanent press or fine washables shall reflect specific washing care instructions.

EMBLEMS, LOGO’S, EMBELISHMENTS: All prices are to include the attachment of necessary logo’s, emblems, and embellishments. The cost of these items as well as the cost to sew them on is solely the responsibility of the vendor. Shirts and Jackets are to include the Agency Emblem on each sleeve. Some items will require additional specific embellishments as outlined in each item specification. Emblems will be furnished to the successful vendor by the Agency.

FABRIC: All uniform fabrics shall meet standard shrinkage allowance of approximately 2%, be colorfast, and be labeled as Dry Clean Only. The fabric used is to include a fashion clean finish, soil release that combines with color bright retention, and provide maximum comfort.

WARRANTY: All material shall be new, of current manufacture and shall carry the standard warranties prescribed for each specified fabric. Vendor shall submit to the Department, if requested, new fabrics to test as they come on the market. Additional or reduced cost for new fabrics for each item shall be negotiated and agreed upon in writing. Supporting documentation showing increased or decreased costs shall include invoices of old fabric vs. cost of new fabric.

Workmanship and products shall be in accordance with standard practices of the trade. Special attention is directed to the fact that seams tearing at the seam line, gathering of fabric or puckering of garments after wear or use in not acceptable. Garments must be fully warranted against defects for a minimum of 90 days. Other specific product warranties as outlined in item specifications must be adhered to.

PRICES: Prices shall be F.O.B., any point of destination within the State of South Dakota. Prices bid shall be less and Federal or State sales and use taxes. The State of South Dakota will furnish tax exemption certificate, if requested.

Industry-wide price reductions shall be accorded to the State of South Dakota during the period of this contract.

INVOICING AND PAYMENT: All invoices must reflect a purchase order number. The vendor shall submit one invoice itemized per individual order, per purchase order after delivery of items ordered. Invoices, which include items that did not meet the regular scheduled delivery time, shall be accompanied by documentation for delay of delivery.

MANAGEMENT REPORTS: The successful bidder must provide statistical information which details items, quantities, and total dollars expended, by individual on quarterly basis; as well as an annual report in which details cumulative totals. The management report shall contain, but not be limited to, the following fields: 1) Style Number 2) Description 3) Quantity of each item shipped for a given period 4) Date ordered 5) Date Shipped

CUSTOMER SERVICE REPRESENTATIVE: As part of the bid, the successful bidder shall provide the name, address and telephone number of at least one customer service representative assigned to the contract. These persons shall be available to meet prior to contract commencement and on an as needed basis to service the account, taking measurements, etc. All costs associated with the customer service representative shall be the responsibility of the successful bidder. It is preferred that at least one customer service representative live within the State of South Dakota in order to insure prompt customer service.

These individual(s) must respond to the Department’s inquiries within eight (8) working hours.

REFERENCES: Each bidder shall list the names of at least three customers that the bidder is currently supplying, with service requirements similar to those sought herein, i.e. stocking uniform supplier, management reports, custom uniform garments, etc. Unverifiable or unsatisfactory references; or references for services not comparable to those sought herein, may lead to rejection of a bid as non-responsive to this requirement.

SPECIFICATIONS: All specifications have been provided to establish a minimum quality standard. Any Brand Names or specific processes are not intended restrict competition but to provide prospective vendors with the standards that are expected by the Agency.

SAMPLES: Samples will not be required for brand name/part number specified in this IFB unless an alternate is offered. Samples will be requested after the bid opening from the apparent low bidder first. These samples will be provided at no charge to the State of South Dakota and will be used for determining the vendor’s ability to meet specifications. If the requested samples fail to arrive within the timeframe established at the time of request or the apparent low bidder does not wish to provide samples, their bid may be rejected. All samples must be labeled or tagged indicating company name, manufacturer’s catalog number, item number and brand name. Some items may require more than one sample. Failure to provide the appropriate samples of each item may lead to rejection of vendors bid.

ADDITIONS / DELETIONS: Items discontinued by the South Dakota Highway Patrol will be deleted from any contract awarded in accordance with this invitation to bid. Items may be deleted for other appropriate reasons as well. Additional or replacement garments and/ or related items may be added by mutual consent, with specifications and prices agreed upon by the parties. Fabric, material, design, or construction changes to garments and/or related items may be made by mutual consent, with specifications and prices agreed upon by the parties.

FIT AND MEASUREMENT: The successful bidder will be required to measure or provide a fit line a maximum of two times annually for South Dakota Highway Patrol Recruit Academies. This will be conducted in Pierre, SD. The successful bidder is required to have or acquire measurements or a fit line for the entire agency upon implementation of this contract. This will be completed on site at various locations within the State of South Dakota.

The successful bidder will be required to provide a cost for each uniform garment plus a separate custom tailoring schedule for the following items: Eisenhower “Ike” Jacket, Class A long sleeve uniform shirt, Class B short sleeve uniform shirt and Class A uniform trousers. Hemming of trousers is not considered custom tailoring.