Zoom Bid Opening Instructions 4.9.25.docx

The document is a Zoom Bid Opening Instructions file for the City of Salem, Oregon, through Marion County, related to Bid No. 256015 for Hats. The procurement involves acquiring approximately 275 units of various hat styles for the Public Works Department, including Outback Hats, Flex Fit Caps, Adjustable Mesh Caps, Knit Caps, Performance Knit Caps, and Stretch Fleece Beanies in navy and orange colors. All items must be embroidered with the City of Salem logo (1.8 inches height by 4.8 inches width). The bid will be opened via Zoom on April 9, 2025, at 11:00 AM Pacific Time, with electronic submissions through Equity Hub's Bid Locker. The contract will have an initial term from July 1, 2025, to June 30, 2026, with potential for up to four additional one-year renewals based on city approval and satisfactory performance.

The procurement allows for "or approved equal" substitutions with prior approval and includes no additional freight charges. Price adjustments are limited to 15% in any 30-day period, requiring comprehensive documentation. Vendors must maintain liability insurance with a $2,000,000 combined single limit for bodily injury and property damage. The city encourages the use of recycled materials and maintains non-discrimination provisions, with openness to cooperative purchasing with other public agencies. While no specific set-aside designations for disadvantaged enterprises are mentioned, the bid suggests a commitment to inclusive procurement practices. The contract will be awarded to the lowest responsive total bidder, with interested parties required to submit complete pricing for all items and comply with detailed specifications in the bid manual.