Request for Bids for Embroidered Uniforms and Accessories

The Town of Chapel Hill, North Carolina, through Chapel Hill Transit (CHT), is issuing Request for Bids #P26-125 to procure embroidered uniforms and accessories for approximately 200 employees. This procurement solicits vendors to supply a comprehensive range of items across 62 line items organized into five categories: apparel shirts and polos, pants and bottoms, outerwear and layering, accessories (gloves, caps, belts, beanies, umbrellas, tote bags, socks, visors, and sneakers), and additional charges for alterations, tailoring, embroidery setup, and screen print setup. Required deliverables include embroidered apparel and accessories with Chapel Hill Transit logos and employee names embroidered in black or white thread only, a designated web ordering platform with individual budget limits, employee categorization by division, flexible approval workflows, order tracking with proof of delivery, customizable reporting capabilities, and return processing functionality. The vendor must also provide tailoring services including sleeve alterations and hemming, assign a dedicated sales representative to support CHT staff, and deliver regular orders within seven business days and July event orders within two months. Pricing must be itemized separately for standard sizes (XS-XL) and oversized items (2XL and above, including tall sizes), with country of origin identified for each item and one-time setup fees separately stated. A non-mandatory pre-bid conference is scheduled for May 19, 2026, at 2:00 PM at the Chapel Hill Transit Operations Facility; written questions are due by May 22, 2026, at 12:00 PM EST with responses issued by May 27, 2026; sealed bids are due June 4, 2026, at 2:00 PM EST at Town Hall with public bid opening immediately following; and the award announcement is scheduled for June 10, 2026, with contract execution on June 24, 2026. The contract evaluates bids based on lowest responsive and responsible bidder whose products meet all specifications, with award to commence from execution through June 30, 2027 (Base Year), with options for up to four additional one-year extensions by mutual agreement.

No specific set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information is identified in the procurement documents. Vendors must comply with Bangladesh manufacturing disclosure requirements, providing proof of compliance with the Accord on Fire and Building Safety in Bangladesh if any garments are manufactured in that country. The bidding documents require vendors to submit one printed signed copy and one electronic Excel copy on flash drive with all formulas and completed unit pricing intact, along with manufacturer specification sheets for any proposed approved equivalents. Integration with existing Chapel Hill Transit systems is not explicitly addressed; however, the web ordering platform must accommodate the Town's specific operational requirements including budget tracking and employee categorization. No specific award value or budget range is disclosed in the solicitation documents, as estimated quantities are provided for evaluation purposes only and do not guarantee minimum or maximum purchases, with actual purchases made on an as-needed basis at awarded unit prices. This is a locally funded procurement with no federal assistance contract terms applicable.