Loading...
HomeMy WebLinkAbout225-10 RESOLUTIONRESOLUTION NO. 225-10 A RESOLUTION AWARDING BID #10-69 AND AUTHORIZING A CONTRACT WITH CRUSE UNIFORMS & EQUIPMENT, INC. IN THE AMOUNT OF $16,762.50, WITH FOUR CONSECUTIVE ONE YEAR RENEWAL OPTIONS, FOR THE PURCHASE OF UNIFORMS FOR THE FAYETTEVILLE FIRE DEPARTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #10-69 and authorizes a contract with Cruse Uniforms & Equipment, Inc. in the amount of $16,762.50, with four consecutive one year renewal options, for the purchase of uniforms for the Fayetteville Fire Department. PASSED and APPROVED this 21st day of December, 2010. APPROVED: By: ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer °°,°9QFirrrlPYfiB oo.ik \-4, R F, \_\ QEF. ® • B P ▪ :FAYETTEVILLE: H '1--1-,1:(2,,c,°°Iii'ICAN5o*W s�/�7 i itA ONASk pg i#,„ David Dayringer Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements December21, 2010 City Council Meeting Date Agenda Items Only Fire Division Action Required: Fire Department A resolution awarding Bid 10-69, Fire Department Uniforms to and approving a one-year purchase agreement with Cruse Uniforms & Equipment, Inc., with the option to renew for four consecutive one-year terms, for the purchase of uniforms for the Fayetteville Fire Department. 16,762.50 Cost of this request 416,277.00 1010.3020.5302.00 $ Account Number Project Number Budgeted Item X Category / Project Budget 283,227.26 Services and Charges Program Category / Project Name Fire Operations Funds Used to Date Program / Project Category Name 133,049.74 General Remaining Balance Fund Name Budget Adjustment Attached Depa t Director 4/ y Attorney 43,1 %- a-/0 Date /2—C—/o Date 24,-240 Finance and Internal Services Director Date -4a Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City 1 2-0 12-03_10P0331 R C V D Clerk's Office / Comments: Revised January 15, 2009 '�leville ARKANSAS www.accessfayetteville.org, CITY COUNCIL AGENDA MEMO THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE To: From: Date: Mayor and City Council David Dayringer, Fire Chi December 21, 2010 Subject: A resolution awarding Bid 10-69, Fire Department Uniforms to and approving a purchase agreement with Cruse Uniforms & Equipment, Inc. PROPOSAL: The City of Fayetteville Fire Department currently utilizes a quartermaster uniform system. Under this system, the City provides uniforms for Fire Department personnel which are replaced as they become worn or otherwise unusable. Sealed formal bids for the purchase of the following uniform items were publicly read and the results are attached to this memo. • Short Sleeve Dress Shirts • Long Sleeve Dress Shirts • Dress Uniform Pants • Dress Trousers — Day • Dress Uniform Coats • Dress Uniform Ties • Cuff Striping • Service Maltese Cross • Dress Hats • Uniform Belts • Uniform Pants • Shorts • Short Sleeve Shirts • Long Sleeve Shirts • Firefighter Work Shirts RECOMMENDATION: Staff recommends a resolution awarding Bid 10-69, Fire Department Uniforms to and approving a one-year purchase agreement with Cruse Uniforms & Equipment, Inc., with the option to renew for four consecutive one- year terms, for the purchase of uniforms for the Fayetteville Fire Department. The Fire Department has utilized Cruse Uniforms & Equipment, Inc. since 2004 and has been satisfied with the products and services provided by this company. Cruse Uniforms & Equipment, Inc. is familiar with City purchasing policies and payment procedures. BUDGET IMPACT: Funds for the purchase of uniforms for Fire Department personnel are budgeted each year in the department's Annual Budget & Work Program. RESOLUTION NO. A RESOLUTION AWARDING BID #10-69 AND AUTHORIZING A CONTRACT WITH CRUISE UNIFORMS &- EQUIPMENT, INC. IN THE AMOUNT OF $16,762.50, WITH FOUR CONSECUTIVE ONE YEAR RENEWAL OPTIONS, FOR THE PURCHASE OF UNIFORMS FOR THE FAYETTEVILLE FIRE DEPARTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #10-69 and authorizes a contract with Cruise Uniforms & Equipment, Inc. in the amount of $16,762.50, with four consecutive one year renewal options, for the purchase of uniforms for the Fayetteville Fire Department. PASSED and APPROVED this 21St day of December, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer aye eve le / Aft KI.N�.A• Bid 10-69, Fire Department Uniforms BID: 10-69 DATE: 11/24/10 2:00 PM CITY OF FAYETTEVILLE ite• m. ' Description Quantity Atlas Apparel Cruse Uniforms & Equipment, Inc. Galls, An Aramark Company NAFECO Price Each Total Price Price Each Total Price Price Each . Total Price Price Each I Total Price 1 Short Sleeve Dress Shirt 25 $41.00 $1,025.00 $39.00 $975.00 $34.88 $872.00 Manufacturer Flying Cross Flying Cross Fechheimer No Bid Model #95R6600 95R6600 95R6600 2 Long Sleeve Dress Shirt 35 $47.00 $1,645.00 $43.50 $1,522.50 $39.94 $1,397.90 Manufacturer Flying Cross Flying Cross Fechheimer No Bid Model #45W6600 45W6600 45W6600 3 Dress Uniform Pant 5 $99.00 $495.00 $86.00 $430.00 $79.74 $398.70 Manufacturer Flying Cross Flying Cross Fechheimer No Bid Model #28P8696 28P8696 28P8696 4 Dress Trousers - Day 30 $47.50 I $1,425.00 $42.50 I $1.275.00 $29.89 $896.70 $37.75 $1,132.50 Manufacturer Elbeco Elbeco Elbeco Elbeco Model #E820 or#E9820LC E820 / E9820LC E820(m), E9820LC(w) E -820(m), E9820LC(w) 5 Dress Uniform Coat 10 5329.00 ["$3,290.00 $274.00 $2,740.00 $301.14 53,011.40 Manufacturer Flying Cross Flying Cross Fechheimer No Bid Model #17B8696C 1788696C 1788696C 6 Dress Uniform Tie -1 10 $6.00 $60.00 $5.50 $55.00 $3.17 $31.70 $5.00 F $50.00 Manufacturer Samuel Broome Samuel Broome Samuel Broome Samuel Broome 90063 - Blk Clip -on. 90099 - Bik Model #90078 differ by sizes 90010 - Blk Hand Tie, 90156 - Bik Women Crossover 7 Cuff Striping 20 $166.05 per roll $166.50 $4.50 per yd $90.00 Manufacturer - Eiseman Ludmar Eiseman Ludmar No Bid No Bid Model #P/12XXN 1/2" -- One roll, 32.8 yds per roll P/1250-N(gold) / P/1250- S(silver) 8 Service Maltese Cross 25 $65.00 par roll $130.00 $3.00 $75.00 Manufacturer Eiseman Ludmar Eiseman Ludmar No Bid No Bid Model #PB038 -- Two rolls. 24 crosses per roll PB038-NK(gold) / PB039- SK(silver) 9 Dress Hat 10 $54.25 $542.50 555.00 5550.00 Manufacturer Keystone Keystone Cap No Bid No Bid Model #R-13 w/ Lace Strap R-13 1 R -13W 10 Uniform Belt 50 $16.65 $832.50 $27.00 $1,350.00 $20.24 $1,012.00 $16.00 [800.00 Manufacturer Dutyman Oklahoma Leather Gould & Goodrich Dutyman Model #1511 B109BW B52 #1511 11 Uniform Pant 100 $29.30 $2,930.00 $25.00 $2,500.00 $21.78 82,178.00 $22.75 1 $2,275.00 Manufacturer Propper Propper Intl Propper Intl Propper Model #F5201-38 F520138405 F520138 F520138405 12 Shorts 50 $20.80 $1,040.00 $17.00 $850.00 $18.04 $902.00 $15.75 $787.50 Manufacturer Propper Propper Intl Propper Inti Propper Model #F5260-38 •. F526138405 F526138405 F526138405 13 Short Sleeve Uniform Shirt 50 $27.50 51,375.00 $23.00 $1,150.00 $21.88 51,094.00 $20.30 $1,015.00 Manufacturer Propper Propper Intl Propper Int'I Propper Model #F5301-38 F530138405 F545638 • F530138405 14 Long Sleeve Uniform Shirt 50 $30.50 L $1.525.00 $25.00 $1,250.00 $21.88 51,094.00 $22.75 $1,137.50 Manufacturer Propper Propperint'l PropperInt'I Propper Model #F5302-38 F530238405 FF545238 F530238405 15 Firefighter Work Shirt 60 537.90 $1,895.00 $39.00 $1,950.00 $20.74 $1,037.00 Manufacturer Tri Mountain Union Line Aramark No Bid Model #644 UL0011392 / 10070-9675-01 SW663 TOTAL BID PRICE: $18,376.50 $16,762.50 $13,92540 $7,197.50 CERTIFIED: 'NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. P. VICE, PURCH MGR aye ev le City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: 479.575.8220 ARKANSAS TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID INVITATION TO BID: Bid 10-69, Fire Department Uniforms DEADLINE: Wednesday, November 24, 2010 before 2:00 PM, Local Time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforena_ci.favettevilie.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Monday, November 08, 2010 INVITATION TO BID Bid 10-69, Fire Department Uniforms No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled "Bid 10-69, Fire Department Uniforms" with the name and address of the bidder. All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: GP_ti1.s r Uvtt Forms '3 EC11 ,pr €r*k- I -x+nC. . Contact Person: (11-4 0U,VAt.... ha4S Title: mit nay) r E -Mail: k.-e_ck,(kht_e e rt.lYsPunkForn . ( mPhone: -r-i°I-"1510 Business Address: 53,90 s`1 City: State: -til l[a, r\Y, Zip: 1ot`l a City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 1 of 19 Date: 11 \ 1 k , 1C) City of Fayetteville Bid 10-69, Fire Department Uniforms Bid Form Ke-4ne. CIPS -- u— weds *GUARANTEED DELIVERY DATE: PrOe • Oe icY�UJe€ P\�11 rtt'1� L O roSS We F.O.B. City of Fayetteville, Central Fire Station, 303 W. Center St., Fayetteville, AR 72701 *NOTE: All quantities listed are estimates only. The City reserves the right to estimate from quantities listed in this bid package. The estimated quantities listed have been based off the expected first order. ATTENTION BIDDERS: Any bidder that submits a bid for an item that varies from the manufacturer specified shall submit a sample of that item WITH their bid. Bidders submitting bids on the specified manufacturer and model do not require a sample to be sent in with bid. ALL items bid that are not the same manufacturer and model as what is specified SHALL be accompanied by a sample before the bid deadline. The City reserves the right to reject any applicable bid that fails to submit a sample when required. ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE 1. Short Sleeve Dress Shirt 25 $ 't, 03 $ 9'15 .00 Please Specify for Unit(s) Bid: *MANUFACTURER: F,y 1rnCa MSS MODEL: c't5 R LQ&PO O 2. Long Sleeve Dress Shirt 35 $ (43.50 $3_52g1_50 Please Specify for Unit(s) Bid: n *MANUFACTURER:-��..�i.C� l !(OaS MODEL: (-1 5 W i, o lU bCD 3. Dress Uniform Pant 5 $ Qta.co $ L42b. Please Specify for Unit(s) Bid: r� *MANUFACTURER: ''\t..O O C'xrZSS MODEL: o�S'sE3LQGi(,p 4. Dress Trousers — Day 30 $ (42. $ ris, 0-0 Please Specify for Unit(s) Bid: *MANUFACTURER: E\ be c MODEL: £ g2D i l 989Oc.c. THIS FORM CONTINUES ON THE NEXT PAGE .. . City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 2 of 19 5. Dress Uniform Coat 10 Please Specify for Unit(s) Bid: CA4 fn Crass MODEL: 1.-1()�0 n LP C *MANUFACTURER: $ Qr14-k $ 140•W 6. Dress Uniform Tie 10 $ 5. OE \ • $ Please Specify for Unit(s) Bid: *MANUFACTURER: SG1.YY1l )PA` Orr MODEL: r \ _r i 'j'_s 7. Cuff Striping Please Specify for Unit(s) Bid:CC 1( ' . - y *MANUFACTURER: l Serf -Nay -1 \YYW(AODEL: 20 $ Li G -rbc $ °ICJ•C' Csc o Skver 8. Service Maltese Cross 25 $ 3.CO $ 51 Please Specify for Unit(s) Bid: C.56 Q S .. �t1v�- v *MANUFACTURER: ES SP Wein j � MODEL:P N " M\& J t % '• P 9. Dress Hat 10 $ 55 CO $ Ja) '00 Please Specify for Unit(s) Bid: �1 �j *MANUFACTURER: 1<P L,\`'SkC� T.. MODEL: R-� ice. F .- t 10. Uniform Belt 50 $ c •bC) E $1350 00 Please Specify for Unit(s) Bid: *MANUFACTURER: l ...10,If1(y7il (A)1 i€tMODEL: `-b(-91 11. Uniform Pant Please Specify for Unit(s) Bid: *MANUFACTURER: 100 $ cS.C!JEA $ D.50o.o0 pP_ral-V\ • MODEL: S no20 V381-105 THIS FORM CONTINUES ON THE NEXT PAGE.. City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 3 of 19 12. Shorts 50 Please Specify for Unit(s) ,_LBid:- `�a(®.^ 2 *MANUFACTURER: 1('Y' 1 hiE'TODEL: 5D Lo ` 32 40 $ 1r► • 00 ER $ 853 - CXR 13. Short Sleeve Uniform Shirt Please Specify for Unit(s) Bid: *MANUFACTURER: 14. Long Sleeve Uniform Shirt Please Specify for Unit(s) Bid: "`[." ,�U I , *MANUFACTURER: P(b Pr 'r AMODEL: 53O �13814O5 15. Firefighter Work Shirt 50 $ 89 .00 $ 19a •0° Please Specify for Unit(s) Bid: 1 *MANUFACTURER: �3(11tY1 t.-lQ) MODEL: ULCDCD 11°)ciQ (f 1&c IO -I5- ©i 50 $ tJ► J • OD $ U ICS- CO _Mke ZSIAc 5 50 $ -O© $ t a •Ci3 TOTAL BID PRICE: $ (0, '&0a o THIS FORM CONTINUES ON THE NEXT PAGE.. . City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 4 of 19 Bids must be submitted on this bid form in its entirety AND accompanied by descriptive literature on the products being bid. EXECUTION OF BID - Bidders are requested to indicate by check mark or "Yes/No" on each line of the Technical Specifications the compliance of the item bid. Actual specification of any deficient item must be noted on the bid sheet or separate attachment. If specifications of item bid differ from provided literature, deviation must be documented and certified by the manufacturer as a regular production option. Upon signing this Bid, the bidder certifies that: 1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. 3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. 4. The City of Fayetteville reserves the right to award the bid in its whole, by line item, or all rejection. Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: C.rue Or\ Forms ColU1PcYNerN4 11-cNc. Purchase Order/Payments(�halll beyissued to this name *BUSINESS ADDRESS: 5k�ab w, auk- -6 `ij Q & . 1 B4-1 *CITY: , *STATE: CJUe. *ZIP: 131 coa *PHONE: Lri-7151p'$qc3, FAX: 441.9 -15(.Q A *E-MAIL:ZIP: 131 @ @, Ute. Onl (mS. OD in *BY: (PRINTED NAME) V 'ch C on [ IS *AUTHORIZED SIGNATURE: �tt *TITLE: tq? rro nac ATTENTION BIDDERS: Any bidder that submits a bid for an item that varies from the manufacturer specified shall submit a sample of that item WITH their bid. Vendors submitting bids on the specified manufacturer and model do not require a sample to be sent in with bid. ALL items bid that are not the same manufacturer and model as what is specified SHALL be accompanied by a sample before the bid deadline. The City reserves the right to reject any applicable bid that fails to submit a sample when required. Acknowledge Addenda: Add. No. Dated: Add. No. Dated: Add. No. Dated: City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 5 of 19 City of Fayetteville Bid 10-69, Fire Department Uniforms Statement of Disclosure — To Be Submitted With ALL Bids This page does not count towards page limitations set forth in this request for proposal or bid. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL: 1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and 2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 1t, t1 `1c Date City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 17 of 19 City of Fayetteville Bid 10-69, Fire Department Uniforms Authorized Negotiator Information — To Be Submitted With ALL Proposals At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Name of Firm: l rtia. )11 \.CCCOnS 9 0t pr-Y)es trc.. Name of Primary Contact: `J,Oint.P_ CD SS Title of Primary Contact: aY e_ Plr\OLAVARyar Phone#1 (cell preferred): 601'' COSI - 88l4 Phone#2: n gar sZ5 1S2 - E -Mail Address: Sk2on +� GrtJ�S£VYI�'�-CrmS• CA r Y1if%L tracts Is the primary contact (listed in Part 1) able to legally bind contracts? Yes NO (circle one) If no, please list contact that can legally bind a contract for the firm: Name: Title: Phone#1 (cell preferred): Phone#2: E -Mail Address: Date: \ k t 1 �� Signed: /4 City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 18 of 19 City of Fayetteville Bid 10-69, Fire Department Uniforms Technical Specifications The City of Fayetteville Fire Department strives to keep the uniform of its personnel as close as possible to its current uniform style and color. Any uniform item that is not the same brand, style, color and model number must be approved and accepted by the Fayetteville Purchasing Division. Items bid that are equal to what has been specified will be considered for evaluation. Evaluations for equal items will be conducted after the bid deadline. Bidders may be requested to submit samples; any cost associated with such will be the responsibility of the bidder. The City of Fayetteville reserved the right to reject any item, items, or bids that do not equal what has been specified. The awarded vendor shall be responsible for measuring City employees in a timely manner on site for all dress uniforms to ensure proper fit PRIOR to an order being placed. Any added cost for larger sizes not listed on this bid form shall be included. Uniform Specifications LINE ITEM 1: Short Sleeve Dress Shirt ■ Flying Cross Item Number 95R6600 ■ White • Shoulder Straps cross-stitched ■ 7 Button placket front • 5 silicone creases — 2 in front, continuing through the pockets and pocket flaps, and 3 in back • Pleated pockets and scalloped flaps • Hidden pencil compartment inside left breast pocket • Fabric: 65/35 Dacron Polyester/Rayon • Interior badge reinforced sewn eyelets • Owner supplied patch attached 1 '/2 below shoulder seam on left sleeve LINE ITEM 2: Long Sleeve Dress Shirt • Flying Cross Item Number 45W6600 ' • White ■ Shoulder Straps cross-stitched • 7 Button placket front • 5 silicone creases — 2 in front, continuing through the pockets and pocket flaps, and 3 in back • Pleated pockets and scalloped flaps ■ Hidden pencil compartment inside left breast pocket • Fabric: 65/35 Dacron Polyester/Rayon • Interior badge reinforced sewn eyelets • Owner supplied patch attached 1 1/2 below shoulder seam on left sleeve City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 6 of 19 LINE ITEM 3: Dress Uniform Pant • Flying Cross Item Number 28P86961.-' • Dress Style Trousers • Freedom -Fit Waistband • Dark Navy Blue • 55/45 Gabardine Weave • Side Pockets • Two Hip Pockets LINE ITEM 4: Dress Trousers - Day • Elbeco Item Number E820 (Men) • Elbeco Item Number E9820LC (Women) ✓ • Black • Comfort Stretch 2000 waistband • TekTwill Duty Trousers • 65/35 stretch twill weave with Nano -Tex • Permanent creases • Front pockets • Back pockets LINE ITEM 5: Dress Uniform Coat ■ Flying Cross Item Number 17B8696C ✓ ▪ Six button double breasted dark navy dress coat • 55 Dacron polyester/45 wool gabardine weave • Two lower welt pockets • Upper welt breast pocket ■ Full rayon lining • Choice of gold or silver FD buttons • Badge tab on Zeit chest • Owner supplied patch attached 1 '/2 below shoulder seam on left sleeve LINE ITEM 6: Dress Uniform Tie 1-•"-* ■ Black • Choice of clip or tie • Various lengths shall be offered LINE ITEM 7: Cuff Striping "-""' • Type - Mylar Braid • Gold or silver • Owner will purchase this by the yard or roll • Material and color must be approved by owner ■ Eiseman Ludmar brand City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page'7 of 19 LINE ITEM 8: Service Maltese Cross ,-*°- • ■ Owner will purchase and have it sewn • Gold or silver ■ Material and color must be approved by owner • Eiseman Ludmar PB038-NK brand ■ Give detail on how it will be supplied LINE ITEM 9: Dress Hat ✓ • Keystone Uniform Cap Brand ■ Serge round top style • Gold or silver band and FD button • Color — Dark Navy Blue or White LINE ITEM 10: Uniform Belt rte' • Superior leather quality uniform style belt ■ Smooth finish ■ Black leather • 1 % width • Silver or Gold Buckle • Various sizes 34-48 LINE ITEM 11: Uniform Pant ✓ • Propper Public Safety Brand • Shall be BDU style ■ Sewn to military specifications MIL -T -44047E • Six pockets — 2 front, 2 side with button flaps, 2 back with button flaps ■ Fused pocket flaps • Four button fly ■ Double reinforced seat and knee ■ Adjustable waist tab with 4 bar tacks • Nylon drawstring closures, fused, knotted and tacked ■ Felled inseam, out seamand seat seam • 65% Poly/ 35 % Cotton Ripstop • Color — Navy Blue • Size - Small, Medium, Large, X -Large, XX -Large and XXX Large • Length — Regular, Long and Short City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 8 of 19 LINE ITEM 12: Shorts • Propper Public Safety Brand • Six pockets — 2 front, 2 side with button flaps, 2 back with button flaps • Fused pocket flaps • Four button fly • Inseam measurement of 10 inches ■ Adjustable waist tab with 4 bar tacks • 65% Poly/ 35 % Cotton Ripstop • Color - Navy Blue • Size - Small, Medium, Large, X -Large and XX -Large • Length — Regular LINE ITEM 13: Short Sleeve Uniform Shirt ■ Propper Public Safety Brand • Tactical dress shirt • Fused pocket flaps and collar • Button down shoulder epaulets • Banded dress collar with sewn -in collar stays • Box pleat front with flaps • Badge tab ■ Fabric: Battle rip 65% Poly / 35% Cotton ripstop • Color — Navy Blue • Size - Small, Medium, Large, X Large, XX -Large and XXX Large LINE ITEM 14: Long Sleeve Uniform Shirt ■ Propper Public Safety Brand • Tactical dress shirt • Fused pocket flaps and collar ■ Button down shoulder epaulets • Banded dress collar with sewn -in collar stays ■ Box pleat front with flaps • Badge tap Fabric: Battle rip 65% Poly / 35% Cotton ripstop • Color — Dark Navy • Size - Small, Medium, Large, X -Large, XX -Large and XXX Large ■ Length — Regular and Long LINE ITEM 15: Firefighter Work Shirt ‘/ ■ Union Line/Gray Bear Brand • Model UL 0011392 or 10070 • 80/20 Cotton blend ■ 2 side seam pockets ■ Radio chest pocket with pencil slot • Quarter zipper, zipper through the collar ■ Extra long length City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 9 of 19 City of Fayetteville Bid 10-69, Fire Department Uniforms General Conditions 1. SUBMISSION OF BID: a. Bids will be reviewed following the stated deadline, as shown on the cover sheet of this document. b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division. c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. d. Bidders must have experience in providing products and/or services of the same or similar nature. e. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its response to the bid. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. f. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before 2:00:00 as shown by the atomic clock located in the Purchasing Division Office. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. 4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the City. b. The City of Fayetteville reserves the right to accept or reject any or all bids. c. The City of Fayetteville reserves the right to cancel the entire bid. d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to bid or in bids submitted. e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or data without changing the terms of the bid. 5. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of bids to the City, or any work performed in connection therewith, shall be bome solely by the bidder(s). No payment will be made for any responses received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement. City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 10 of 19 6. CONFLICT OF INTEREST: a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract With The City" which states the following: 1. An employee of the City shall be permitted to conduct business with the City, provided the contract or job is for services, is submitted as a competitive bid, is approved by the City Council following disclosure of the direct or indirect financial interest of the individual employee, and the total sum payable under the contract does NOT exceed $500.00. b. All bidders shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the bidder may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification. 7. WITHDRAWL OF PROPOSAL: A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the Purchasing Division. 8. LATE PROPOSAL OR MODIFICATIONS: 1. Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. 9. LOCAL, STATE,, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 10. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Govemment agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 11 of 19 11. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. RIGHT TO AUDIT. FOIA. AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19- 101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas taw applying to the case. 13. CITY INDEMNIFICATION: The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 14. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to submitting a proposal on this requirement. 15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 16. CERTIFICATE OF INSURANCE: The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured. Insurance shall remain valid throughout project completion. 17. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 18. PAYMENTS AND INVOICING: The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original bid. Payment wilt be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 12 of 19 Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually performed by the bidder would not justify such fee. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 19. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City 20. ASSIGNMENT, SUBCONTRACTING. CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall disclose such intent in the bid submitted as a result of this bid. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purpose of this Agreement. 21. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. 22. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. City of Fayetteville, AR Bid 10-69, Fire Department Uniforms Page 13 of 19