Apparel & Uniform RFQ 26-001HR

The City of Villa Rica, Georgia is issuing Request for Quotation (RFQ) 26-001HR seeking qualified vendors to provide embroidered and printed apparel for approximately 100 City employees across 26 departments, as well as durable work pants for laborers in departments including Public Works and Utilities. The procurement encompasses staff apparel such as short and long-sleeve polo shirts, button-up shirts, t-shirts, jackets, vests, sweatshirts, quarter-zips, utility jackets, and rain jackets; durable work pants with options for reinforced knees, pockets, and high-visibility or reflective materials; and optional additional items such as safety vests and field gear. All garments must meet commercial-grade quality standards with colorfast fabrics, durable stitching, and professional embroidery or screen printing capable of withstanding repeated laundering and wear, with the City's multi-colored logo and department names applied per specified PMS color requirements. Vendors must establish an online company store platform or provide email and order form systems for departments to place and track orders, offer both standard delivery (5-7 business days) and rush order timelines, and deliver items to multiple designated City facilities labeled by department and employee. Required qualifications include company background information, detailed product offerings with material and customization options, descriptions of embroidery and screen-printing capabilities including proofing and approval processes, at least three references from current or former municipal or public sector clients, estimated delivery timelines, and warranty or return policies for defective items. Evaluation criteria focus on quality, durability, and variety of apparel and work pants; pricing and overall value; vendor experience and references with municipal clients; delivery timelines and responsiveness; and ease of ordering and customer service. Critical deadlines include November 10, 2025 at 2:00 pm for written questions, November 13, 2025 at 2:00 pm for posted answers, November 20, 2025 at 2:00 pm for sealed proposal submission to the City of Villa Rica Purchasing Director at 571 West Bankhead Highway, Villa Rica, GA 30180, December 2, 2025 at 10:00 am for staff recommendation to City Council, and December 9, 2025 at 6:00 pm for City Council vendor selection vote.

The RFQ documents do not specify set-aside designations or restrictions on organization types that may respond to this procurement. There is no incumbent vendor or current apparel contractor identified, as the City does not currently maintain a contract with any apparel vendor and has no existing infrastructure requiring integration; however, the City spent approximately $60,000 annually on uniforms in the past year, providing a baseline budget reference. Pricing should reflect a per-unit model with tiered volume discounts and separate pricing for oversized items (2XL and larger), and vendors must include all setup fees, delivery charges, and online store hosting or maintenance fees in their proposals, along with identification of additional costs or discounts such as rush order fees and restocking fees. Product and embroidery samples will be required upon request during the vendor evaluation process. The anticipated award value range is approximately $60,000 annually based on the City's historical uniform spending, though actual contract value may vary depending on the vendor's pricing structure, the volume and frequency of orders, and the specific apparel items selected. The City reserves the right to reject any or all proposals and to negotiate terms with the selected vendor.