Transit_Ambassador_Uniforms_(Addendum_#1_Revision).pdf

Greater Dayton Regional

Transit Authority

Request for Quotation

TRANSIT AMBASSADOR UNIFORMS

CONTRACT BID NO. GD 24-35

RELEASE DATE

July 18, 2024

REQUEST FOR QUOTATION

TRANSIT AMBASSADOR UNIFORMS

RFQ No. GD 24-35

TABLE OF CONTENTS

Letter to Quoters Scope of Work & Special Conditions Quote Form Quote Submissions

Attachments:

A - Quote Template

B - FTA Clauses and Matrix - 6.6.24

C - Goods and Services Insurance Requirements

LETTER TO QUOTERS

RELEASE DATE: Thursday, July 18, 2024

DEAR PROSPECTIVE QUOTERS:

Re: Request for Quotation (RFQ)

Transit Ambassador Uniforms

RFQ No. GD 24-35

Greater Dayton Regional Transit Authority (RTA) is soliciting quotes for Transit

Ambassador Uniforms. Your firm is invited to submit a quote.

The following information described below must be received by the Dates and

Times indicated:

RFQ Release Date: July 18, 2024

Final Date for Request for Clarification: August 5, 2024, 2:00pm

Quote Due Date: August 9, 2024, 2:00pm

DBE Participation: The Department of Transportation (DOT) policy is that DBEs, as defined in 49 CFR, Part 26, shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds under this

Agreement.

Quote Package: This quote package and any addenda are available on OpenGov, https://procurement.opengov.com/portal/greaterdaytonrta. Your quote must be submitted through OpenGov.

Addenda: To ensure you receive all addenda, please follow this project on OpenGov.

You will receive an email letting you know an addendum has been posted. Remember, any interpretation, correction, or change of the quote documents will be made by an addendum; any other manner will not be binding.

Questions/Clarifications: Please submit any questions or clarifications concerning the

RFQ through the project's Q&A Section on OpenGov before the specified date and time.

Quote Modification: A quote may be modified online before the due date and time by unsubmitting it, making changes, and resubmitting it.

https://procurement.opengov.com/portal/greaterdaytonrta

Quote Withdrawal: A quote may be withdrawn through OpenGov by unsubmitting it before the scheduled opening date. However, no quote may be withdrawn for 60 days after the opening date.

Basis of Award: The award will be based on the lowest quote received from responsive and responsible bidder(s), as determined by RTA. RTA has the right to make the award(s) on the basis of each individual item or any combination of items, or in the aggregate of all times. RTA reserves the right, as the interest of RTA requires, to postpone, accept, or reject any and all quotes and to waive any informality in the quotes received.

Award: The successful quoter(s) will receive a purchase order in accordance with the terms of the RFQ. No written notification of the award will be sent.

Sincerely, Ashley Stephen Hurd

Procurement Agent

SCOPE OF WORK & SPECIAL CONDITIONS

Scope of Work

The Greater Dayton Regional Transit Authority (RTA) is seeking a vendor for the purchase of transit ambassador uniforms and uniform accessories.

The RTA currently employees approximately 25 full-time transit Ambassadors. The actual number of ambassadors eligible for uniforms is subject to change and dependent upon RTA service needs.

Ambassadors will each receive 6 short sleeve polo shirts, 5 long sleeve polo shirts and

11 pairs of pants and/or shorts.

The successful vendor shall invoice RTA as needed for all uniform items delivered.

In addition to the above, the following specifications are to be strictly adhered to in supplying uniforms for RTA’s transit ambassadors.

1. RTA’s uniform consists of gray/coal pants and true royal polo shirts.

2. The RTA full color logo

APPROVED UNIFORM SPECIFICATIONS

Detailed descriptions and characteristics follow. Where brand names or specific items are used, consider the term “or approved equal” to follow.

Logos: All shirts shall display the full color approved RTA logo embroidered on the left chest. Transit Ambassador in block letters, stacked, in green, embroidered on the right chest.

Shirts Product Description

• Smooth micro pique polos that wick moisture and resist snags.

• 3.8-ounce, 100% polyester tricot •Snag resistant • Moisture-wicking • Double-needle stitching throughout

• Tag-free label

• Taped neck

• Flat knit collar

• 3-button placket with dyed-to-match rubber buttons

• Set-in, open hem sleeves

• Armhole accent

• Side vents

Pants:

Our men's utility chino flat front cargo pants are a blended twill with a soft hand. The deep cargo pockets with snap closure lets you store most anything. Indicate your inseam and the pant will be hemmed prior to shipping. Ladies companion is 8538.

• 65% Polyester/35% Cotton; 7.5/8.0 oz.

• Improved fit

• Casual chino blend pant

• Flat front, button closure and brass zipper

• Two front and back pockets

• Two mitered cargo pockets with snap closure

• Tall sizes available

• Moisture wicking, soil & wrinkle resistant fabric

• Industrial launder or machine washable •

• Men's Sizes: 28 - 60

• Ladies' companion is 8538

Chino utility cargo pants in the color gray/coal.

Men’s: #2538/089 or similar item. Sizes 28 to 60.

Ladies’: #8538/089 or similar item. Sizes Zero to 32.

Chino utility cargo shorts in the color gray/coal.

Men’s: #2438/089 or similar item. Sizes 28 to 60.

Ladies’: #8438/089 or similar item. Sizes Zero to 32.

Parkas

• Liner jacket LINING: 100% polyester taffeta

• SHELL: 100% nylon 228T Taslan, 3.5 oz./yd2/120 GSM

• LINING: 100% polyester mesh in upper body; 100% polyester taffeta

• UTK 3 temperature range: • 30°F to -9°F / -1°C to -23°C

• Shell warmth attributes: • Storm flap with security zippered pocket; inside placket

• Thermal retention shock cord at waist, hem and hood

• Liner warmth attribute

• Thermal retention shock cord at hem

• Shell features:

• Zip-off hood

• Reflective piping along yoke

• Adjustable cuffs with tabs

• EZEM system®

• Deco Eligible

Adult 3 in 1 Two-Tone parka in Sun Ray.

North End 88006 or similar item.

Sizes Small to 5Xlarge

Contract Special Conditions

BASIS OF AWARD: The award of this contract or Purchase Order is based on the lowest responsive and responsible bidder as determined by the Greater Dayton Regional Transit

Authority (RTA).

DURATION OF CONTRACT: The duration of the contract shall be for twelve (12) months.

OPTION YEARS: Option to Extend the Term of the Contract

Greater Dayton Regional Transit Authority may extend the term of this contract by written notice to the Contractor, provided that the RTA gives the Contractor written notice of its intent to extend at least 30 days before the contract expires. If the RTA exercises this option, the extended contract shall be considered to include this option provision.

APPROVED EQUALS: Where brand names or specific items or processes are used in the specifications, consider the term "or equal" to follow. However, a request for approval for any proposed substitution as an approved equal must be submitted through OpenGov per the dates listed in the RFQ. Acceptance of any proposed substitution will be at RTA's discretion. The quoter shall supply the RTA with performance data, samples, and special guarantees as a condition of acceptance of any proposed substitution.

PRICE: The prices quoted shall be "FIRM" for the term of the order/contract.

QUANTITIES: All quantities are estimated. No guarantee is made or implied as to the minimum or maximum quantities that may be ordered during the stipulated order period.

WARRANTY: A standard manufacturer's warranty shall be provided for the product(s) or service(s) outlined in RFQ when applicable.

DELIVERY: Delivery will be made within fourteen (14) calendar days after receipt of the order or verbal notification. Failure to deliver the required product within the specified time period is not in compliance with the terms and conditions set forth in the RFQ. The file will be documented accordingly regarding delinquent shipments. Continued delinquency could prohibit the award of future orders.

DELINQUENT DELIVERY: If the successful bidder fails to meet the required delivery time and it becomes necessary for the RTA to order product(s) from another source, the delinquent vendor will be responsible for reimbursing the RTA for the difference in the cost of the product(s) and any shipping costs that may be incurred by the RTA.

SHIPPING: All products ordered will be shipped FOB Destination. All shipping costs incurred will be at the successful offeror’s expense and included in the firm-fixed price.

LABORATORY TESTS: The RTA reserves the right to test all products delivered under the proposed order, at an independent laboratory to be designated by the RTA. This laboratory test shall include each item of the specifications to determine whether the products delivered are in conformity therewith. Tests shall be made on products selected at random from deliveries under the proposed order. Where the results of such tests show that the products delivered are not equal to the specifications, the Contractor shall pay the expense of making such tests. If the results of any test show that the products delivered and tested conform to the specifications, then the RTA shall pay the expense of making such test.

TAX EXEMPT: RTA is exempt from payment of all taxes, and taxes must not be included in the quoted price. Necessary exemption certificates shall be furnished to the successful bidder(s) upon request.

PAYMENT TERMS: Payment will be made within 30 days after delivery with proper invoices. Payment for services shall not exceed the quoted price.

NON-WAIVER BY ACCEPTANCE OF PAYMENT: Neither the acceptance by the RTA of any services, the payment by the RTA for any services, nor both acceptance and payment, shall be deemed to waive, compromise, or affect in any manner the liability of the Contractor for any breach of contract, of warranty or of both contract and warranty.

TERMINATION OF CONTRACT FOR DEFAULT (Applicable to contracts > $10,000)

If, through any cause, the Contractor shall fail to perform fully, timely and in proper manner its obligations under this contract, or if the Contractor shall breach any of the covenants, conditions or agreements contained in the contract, the RTA shall thereafter have the right to terminate this contract by giving notice in writing which shall specify the effective date thereof, to the Contractor of such termination. In such event, any goods delivered and/or installed by the Contractor under this contract shall, at the option of the RTA, become the RTA's property and the Contractor shall be entitled to receive just and equitable compensation therefor, not to exceed the maximum aggregate compensation payable by RTA to contractor as stated in Blanket Purchase Order. In the event of a termination pursuant to this Blanket Purchase Order, the RTA may elect instead to remove any goods delivered and/or installed and redeliver the same to the Contractor, all at the Contractor's sole expense, including reasonable charges for any time and/or labor expended by the RTA's employees.

Notwithstanding the above, the Contractor shall not be relieved of any liability to the RTA for damages sustained by the RTA by virtue of any breach of contract or warrants, or of both, by the Contractor for the purpose of setoff and/or recoupment until such time as the exact amount of damages due the RTA from the Contractor is determined.

TERMINATION FOR CONVENIENCE OF THE RTA (Applicable to contracts > $10,000)

The RTA may terminate this contract any time by a notice in writing that shall specify the effective date thereof, from the RTA to the Contractor of such termination. In that event, any goods accepted by the RTA prior to the effective date of the termination shall become the RTA's property and the Contractor shall be entitled to receive just and equitable compensation therefor and for any services accepted by the RTA prior to the effective date; provided, nevertheless, that the amount of such compensation shall not, in any event, exceed the maximum aggregate compensation payable by RTA to contractor as stated in Blanket Purchase Order, properly attributable to the goods and/or services so accepted.

Neither the acceptance, by the RTA, of any goods and/or services; the payment, by the

RTA, for any goods and/or services; nor both acceptance and payment, shall be deemed to waive, to compromise, or to affect in any manner the liability of the Contractor for any breach of contract, of warranty, or both of contract and of warranty.

INDEMNIFICATIONS: The successful contractor shall indemnify and save harmless

RTA, its trustees, officers, and employees from and against all loss, costs, liability, damage, and expense whether direct, consequential, or incidental, for personal injury and for property damage, such loss, costs, liability, damage and expense arising out of, or resulting in whole or in part, directly or indirectly, from work or operations under the contract but not limited to the acts, errors, omissions and negligence of Contractor's employees and agents, except to the extent of liability imposed due to RTA's own negligence.

ACCESS/SAFETY: The Contractor should be aware that RTA is a constantly operating organization, with activity 24 hours a day, seven days a week. The RTA intends to protect

RTA employees, customers, and property from harm due to Contractor activity and to reduce RTA’s liability exposure limits regarding safety and environmental infractions. In addition, the RTA expects all contractors and subcontractors to comply with and abide by all applicable regulatory standards.

Some special and unique safety and environmental concerns found at RTA and incumbent upon the contractor and sub-contractor include:

A. RTA operates 24 hours a day, seven (7) days a week.

B. Multiple-sized vehicles move about the interior and exterior of most buildings 24 hours a day. Please be advised that set traffic patterns have been established and must be followed.

C. Operators of all equipment are expected to be certified to operate appropriate equipment.

D. Restrictive rules apply to the running of engines inside all buildings.

E. Restrictive stormwater pollution rules apply.

F. Material Safety Data Sheets must be provided for all materials used. Specific notification is required if a product to be used on the job has been classified as an “Extremely Hazardous Material.”

G. Building evacuation procedures.

H. Fire safety and prevention procedures.

I. First aid procedures.

J. Hazardous material safety.

COMPLIANCE WITH RTA SECURITY MEASURES: All contractors are required to display an identification badge supplied by RTA while on RTA premises. Badges must be worn where they can be seen at all times. This requirement applies to every employee of all contractors and/or subcontractors. All contractors’ employees are also required to wear clothing that identifies the company for which they work (i.e., uniform, hard hat, jacket, etc.). Badges must be obtained from the Project Manager and must be returned upon completion of the project. A fee will be charged for any badges that are lost or not returned and will be deducted from the final project invoice.

QUOTE FORM

QUOTE FORM

Line Item Description Unit of

Measure Unit Cost No Bid

1 Men's Short Sleeve Polo Shirt $ per item

2 Women's Short Sleeve Polo Shirt $ per item

3 Men's Long Sleeve Polo Shirt $ per item

4 Women's Long Sleeve Polo Shirt $ per item

5 Men's Industrial Cargo Pants $ per item

6 Women's Industrial Cargo Pants $ per item

7 Men's Industrial Cargo Shorts $ per item

8 Women's Industrial Cargo Shorts $ per item

9 Adult 3 in 1 Two-Tone parka $ per item

QUOTE SUBMISSIONS

Quote Form Complete Attachment A - Quote Form or upload vendor quote and upload here if additional non-pricing information is included.

Summary of Requirements* Please download the below document, complete, and upload.

• RFQ_Summary_of_Requirements...

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SAM.Gov* Please upload document here.

*Response required

Certification of Contractor Regarding Debarment* Please download the documents below, complete those that apply, and upload them.

https://government-project.s3.us-west-2.amazonaws.com/96684/d7898a42-5085-4591-9bb3-331fce5e02bc_RFQ_Summary_of_Requirements_-_%2425K_-_%24100K.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IBHSVRLY%2F20240723%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240723T155818Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIHgBYtgAerwBIymegLAPSkHqprsXJr58IpYFLQtuQpjUAiAgok4F5uq7UBANGHGeuItfRbnBKEHp0Ej4jfBLU4mW8iqMBQiQ%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMoAW4nwaDUVkutxdTKuAEVWPdo0G%2B65oEJeoDH%2BKXELXkBb%2Fd1NBPRMaPKlcg3MdHXqCFRCIgWQjVxbsM4vZQHPNqiV2fkSiWeBIMR9XPFUyDrvFauN5RnAAIvk93ULIi3Qv2Y8Ps3de6HF%2FEFYY6bVG02V3WYC3nVCUNx8kvR6T6eDVdkrYcoAr2Ec2yH60Jq%2B0flm05l9OaeCKgfvS%2Fs0RV%2BjE3%2FkqXX5DeI946%2B%2BMMEc9Iy4GWW46vZrvPml6TfGZxWo8C4h%2FxTnr6zDOrcT%2FLZlhtCxylRgUzrxiXPDR3iuHkpuWCYDT3wsFwnk%2FQiXAlY%2FQ6fwzg8ZzFmJSmf%2BpRmfwLuS0ct9I6h8BdGi3I05SLNPJ65KL6tzjy0kNzGznVpPZku3WhoJEWIK4SG6iX6UeXK%2B45rxA5WSaIwOGPHlVR9uq6C9%2F%2FQdlHj0dw7XGhD%2FkRM%2FPp4bJBiJmE4efCh16hGi8p9o%2BGFwWoViW9ysARFWuYHBXa0NVyH7I7VB1bOw6zuWD03ogbDQXaThZZYu1r2GifoWd58UvAtrlUhitWgu7YJ6VJ68Wiqe3BNS9HQN8kmhLCqOc30RLFxezeAmbi4fkuhiZ%2F7KL4p0p7iv%2BbO7mF1%2B4lFiGqwIEWGOKA01NN0b3gv73309MkAyVmFF4jItBHZVHg1KHhFjCJps%2FElQEhDsbjJh6zkN8%2BAeFhwc1jnXkFrfVkPGPzD0z10znguDYkW1CneqNNY17oGgP3yE5rtXsFhMymnHKFw4HS9WeNPARZ2nBzGYGQ9pex1cJ2b6UQqn4Lsjp6OSwM1hhvKrDGQGP1O6fKqQww04r%2FtAY6nAE8x%2BvXGgOwiFaxQOkYOnf%2B14%2FrSW%2BrHZPrETxH9u1pP8YFfZC%2F09NlAWLsyntqG1A6TkCS85XkKNUAPkYiZNFaUxGleMIwltWDMTYxD6AKlf5fviDwwM9LPPSTssqLN5YSaTWKs9qwnruvtbnMpeEHwN5fzSHW9XoY%2BcyFGk0IyoNLMCnMDkli6XrA9jlzlnaqetqA58EIOZbrj8w%3D&X-Amz-Signature=3945ece635c50e88ffd9262201de9db3bc015b1fd347d02794ef4054d2ae1fee&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22RFQ_Summary_of_Requirements_-_%252425K_-_%2524100K.docx%22&x-id=GetObject

• Certification_of_Contractor...

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Other Required Documents Please upload other required documents such as Insurance Certificate, Warranty, etc.

https://government-project.s3.us-west-2.amazonaws.com/96684/b774fab0-f82b-4239-8f2c-4676f078ee1b_Certification_of_Contractor_Regarding_Debarment_Forms.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IBHSVRLY%2F20240723%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240723T155818Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIHgBYtgAerwBIymegLAPSkHqprsXJr58IpYFLQtuQpjUAiAgok4F5uq7UBANGHGeuItfRbnBKEHp0Ej4jfBLU4mW8iqMBQiQ%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMoAW4nwaDUVkutxdTKuAEVWPdo0G%2B65oEJeoDH%2BKXELXkBb%2Fd1NBPRMaPKlcg3MdHXqCFRCIgWQjVxbsM4vZQHPNqiV2fkSiWeBIMR9XPFUyDrvFauN5RnAAIvk93ULIi3Qv2Y8Ps3de6HF%2FEFYY6bVG02V3WYC3nVCUNx8kvR6T6eDVdkrYcoAr2Ec2yH60Jq%2B0flm05l9OaeCKgfvS%2Fs0RV%2BjE3%2FkqXX5DeI946%2B%2BMMEc9Iy4GWW46vZrvPml6TfGZxWo8C4h%2FxTnr6zDOrcT%2FLZlhtCxylRgUzrxiXPDR3iuHkpuWCYDT3wsFwnk%2FQiXAlY%2FQ6fwzg8ZzFmJSmf%2BpRmfwLuS0ct9I6h8BdGi3I05SLNPJ65KL6tzjy0kNzGznVpPZku3WhoJEWIK4SG6iX6UeXK%2B45rxA5WSaIwOGPHlVR9uq6C9%2F%2FQdlHj0dw7XGhD%2FkRM%2FPp4bJBiJmE4efCh16hGi8p9o%2BGFwWoViW9ysARFWuYHBXa0NVyH7I7VB1bOw6zuWD03ogbDQXaThZZYu1r2GifoWd58UvAtrlUhitWgu7YJ6VJ68Wiqe3BNS9HQN8kmhLCqOc30RLFxezeAmbi4fkuhiZ%2F7KL4p0p7iv%2BbO7mF1%2B4lFiGqwIEWGOKA01NN0b3gv73309MkAyVmFF4jItBHZVHg1KHhFjCJps%2FElQEhDsbjJh6zkN8%2BAeFhwc1jnXkFrfVkPGPzD0z10znguDYkW1CneqNNY17oGgP3yE5rtXsFhMymnHKFw4HS9WeNPARZ2nBzGYGQ9pex1cJ2b6UQqn4Lsjp6OSwM1hhvKrDGQGP1O6fKqQww04r%2FtAY6nAE8x%2BvXGgOwiFaxQOkYOnf%2B14%2FrSW%2BrHZPrETxH9u1pP8YFfZC%2F09NlAWLsyntqG1A6TkCS85XkKNUAPkYiZNFaUxGleMIwltWDMTYxD6AKlf5fviDwwM9LPPSTssqLN5YSaTWKs9qwnruvtbnMpeEHwN5fzSHW9XoY%2BcyFGk0IyoNLMCnMDkli6XrA9jlzlnaqetqA58EIOZbrj8w%3D&X-Amz-Signature=442ab9f2842f863198cc467dcc21433604a2de28c2ed1c344f8a884f18663f8f&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_of_Contractor_Regarding_Debarment_Forms.docx%22&x-id=GetObject