STATE OF WASHINGTON
State of Washington
DEPARTMENT OF GENERAL ADMINISTRATION
Office of State Procurement
Rm. 201 General Administration Building, P.O. Box 41017 ( Olympia, Washington 98504-1017 ( (360) 902-7400
INVITATION FOR BID (IFB)
Uniforms, Footwear, and Accessories for Emergency Response Personnel
|Contract Number |Pre-bid Meeting Date & Time |Bid Opening Date & Time |
|09403 |September 14, 2004 9:00 AM |September 30, 2004 2:00PM |
bids must be received& Stamped on or before the opening date & time at this location:
210 11th AVe SW, Rm. 201, General Administration Building Olympia WA 98504-1017
Faxed or Emailed bids will be rejected
Jeff Peterson, CPPB
State Procurement Officer
Phone: (360) 902-7427
Fax: (360) 586-2426
E-mail: jpeters@ga.
For a site map to the Capitol Campus, click .
Driving directions and parking information
Table of Contents
1 ANNOUNCEMENT AND SPECIAL INFORMATION 3
1.1 PUBLIC DISCLOSURE 3
1.2 pre-bid conference 3
1.3 SCOPE 3
1.4 Bid evaluation and award criteria can be found in the section entitled Bid Evaluation. 4
2 CHECK LIST: 5
3 Bid Submittals 6
3.1 OFFER AND AWARD 6
3.2 BID INFORMATION 7
3.3 SPECIFICATIONS 8
3.4 PRICE SHEETS 12
3.5 Services and capabilities 21
3.6 Additional information 22
Purchasing Policies, Regulations and Forms: 22
3.7 Walk-in service 22
3.8 REFERENCES 22
3.9 Samples 22
3.10 Descriptive literature 22
3.11 catalogs & price lists 22
3.12 Dealer authorization 22
3.13 CERTIFICATION OF INMATE WAGES 22
4 BID EVALUATION 23
4.1 EVALUATION / AWARD 23
4.2 EVALUATION CONFERENCE 23
5 CONTRACT REQUIREMENTS 23
5.1 office of state procurement administrative reimbursement 23
5.2 RETENTION OF RECORDS 23
5.3 REPORTS 24
5.4 packaging 24
5.5 Payment 24
5.6 tailoring and measurements 24
6 SPECIAL TERMS AND CONDITIONS: 25
6.1 PRICING AND ADJUSTMENTS 25
6.2 Materials and workmanship 25
6.3 CONTRACTOR PERFORMANCE 25
6.4 purchases by non-profit organizations 26
6.5 PURCHASING CARD ACCEPTANCE 26
6.6 BIDDER COMPLIANCE 26
ANNOUNCEMENT AND SPECIAL INFORMATION
Bidders are required to read and understand all information contained within this entire bid package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB. By responding to this IFB the bidder agrees to read and understand these documents. These documents are available on our website at .
In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless otherwise specified in this document):
• Using environmentally preferable products and products that exceed EPA guidelines
• Supporting a diverse supplier pool, including small, minority, and women-owned firms
• Featuring products made or grown in Washington
1 PUBLIC DISCLOSURE
Bid information, including price sheets, will not be available for public disclosure until after award of the contract. At the time of bid opening, only the name of the bidder and time of bid receipt will be read aloud.
2 pre-bid conference
An optional conference to address contractual requirements will be held at the time and location indicated below. Prospective bidders are encouraged to be present. If changes are required as a result of the conference, written bid amendments will be issued.
Note: Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with pre-arrangement with the Office of State Procurement (OSP). Contact the State Procurement Officer identified on the face page of this document.
|Pre Bid Date/Time: |September 14, 2004 at 9:00 AM |
|Pre Bid Location: |Office of State Procurement |
| |210 11th AVE SW GA Building Room 201 |
| |Corner of 11th and Columbia |
| |Olympia Washington 98504-1017 |
3 SCOPE
The purpose of this IFB is to establish a convenience contract for the as needed purchase of Uniforms, Footwear, and Accessories for Emergency Response Personnel (Police, Security, EMT, Fire, etc) including but not limited to:
• Category One:
Basic Uniform: shirts, turtlenecks, trousers, sweaters, outerwear, dress uniforms
• Category Two:
Fire/EMS Station Wear: shirts, trousers, coveralls, sweaters, outerwear
• Category Three:
Footwear: boots, uniforms shoes, dress shoes
• Category Four:
Accessories: belts, belt keepers, holsters, hand cuffs, citation book holders, knife cases, tear gas holders, flash lights.
• Category Five:
Academy Wear: Shirts, Pants, T-Shirts, Sweatshirts, Sweatpants, Shorts
In addition to the products mentioned, the State is seeking the following services and capabilities:
• In-store/walk-in services and direct sales of products. Desired services include over-the-counter sales, direct shipment, measurements, tailoring, alterations, and uniform pick-up by customer. Tailoring services are to be defined as standard tailoring such as the hemming of trousers and shirt sleeves, waist adjustments, addition of custom name tags, custom emblems, insignia, buttons, and zippers, and other related services;
• Measurement services and product delivery at public agency locations (e.g. police station headquarters or other specified location to be arranged at convenience of the customer);
• Silk screening and custom embroidery services;
• On-line ordering and payment services through a web-site maintained by bidder(s) that contains product information and pricing;
• The ability of bidder(s) to provide multiple lines of the products listed in the five product categories;
• The ability of bidder(s) to maintain an inventory of products and sizes that are frequently ordered by customers and;
• The ability to track and maintain customer order history (i.e. employee measurements, products ordered, etc.) to facilitate ordering and delivery.
A Estimated Usage
We estimate that purchases over the two-year initial term of the contract will approximate $1,000,000.00. The State does not guarantee any minimum purchase. Orders will be placed on an as needed basis.
B Purchasers
The primary purchaser(s) will be political subdivisions and non-profit organizations which are members of the State of Washington Purchasing Cooperative (WSPC), state agencies and/or State of Oregon Cooperative Purchasing Program (DASCPP). A list of Washington members is available on the Internet . A list of Oregon members is available at Contractors shall not process state contract orders from unauthorized purchasers.
C Term
The term of this contract is from the date of award for two (2) years with the option to extend for additional terms or portions. Extensions will be subject to mutual agreement. The total contract term may not exceed six (6) years.
4 Bid evaluation and award criteria can be found in the section entitled Bid Evaluation.
CHECK LIST:
This checklist is provided for bidder's convenience only and identifies the bid documents that must be submitted. Any bid packages received without these documents may be deemed non-responsive and may not be considered for award.
|Bid submittal entitled: Offer and Award | |
|Bid submittal entitled: Bid Information | |
|Bid submittal entitled: Specifications | |
|Bid submittal entitled: Price Sheets | |
|Bid submittal entitled: Catalog Discounts | |
|Walk-In Service (Locations and Business Hours) | |
|References | |
|Descriptive Literature | |
|Catalogs & Price Lists | |
|Certification of Inmate Wages (If applicable) | |
|Services & Capabilities (as referenced on page 26) | |
Bid Submittals
1 OFFER AND AWARD
Bidders are required to read and understand all information contained within this entire bid package. There are some standard documents, which are referred to in this bid package that are not automatically printed or sent out with this bid. For example, Competitive Procurement Standards (Standard Terms and Conditions, Instructions to Bidders, Definitions), Sales/Service & Subcontractor Report are binding terms of this contract. It is important that you read and understand these documents. These documents are available on our website at . If you do not have Internet access, you may contact the State Procurement Officer to obtain copies of any and all documents contained in this bid package.
STANDARD DEFINITIONS revised 06/02/03
STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03
STANDARD TERMS AND CONDITIONS revised 06/02/03
Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document with an authorized signature constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities or personnel are available and established at the time of bid submittal.
|(Company Name) | |(Typed or Printed Name) |
| | | |
|(Address) | |(Title) |
| | | |
|(City) (State) (Zip) | |(Phone No.) |
| | | |
|(Federal Tax Identification Number) | |(Bidder’s Signature IN INK) (Date) |
| | | |
|(Email) | | |
CONTRACT AWARD
(For State of Washington Use Only)
A contract is hereby awarded between the above company and the State of Washington, Office of State Procurement, Purchasing and Contract Administration, to be effective , Year . This is a Partial/Total award for Uniforms, Footwear and Accessories for Emergency Response Personnel.
Authorized Signatures
| | | | | | | |
|(State Procurement Officer) | |(Date) | |(Unit Manager) | |(Date) |
2 BID INFORMATION
Bidder shall complete the following:
1. Shipping: Shipping costs shall be Free On Board (FOB) destination, freight prepaid and included in bid pricing and discounts offered for any destination in the State of Washington.
2. Prompt Payment Discount % 30 days. Note: Prompt payment discount periods equal to (or greater than) 30 calendar days will receive consideration and bid pricing will be reduced (for evaluation purposes only) by the amount of that discount(s).
1. Purchasing (Credit) Cards accepted Yes _____No_____(Washington State Purchasing card is VISA)
If yes, please list major brands below:
|Purchasing Card |Accept |Purchasing Card |Accept |OTHER: |
|VISA | |MASTERCARD | | |
|DISCOVER | |AMERICAN EXPRESS | | |
Payment discount for transactions involving card use: __________% Discount (not evaluated in award).
2. Authorized Representative:
|Primary Contact-Contract Administration |Alternate Contact - Contract Administration |
|Name: | |Name: | |
|Telephone: | |Telephone: | |
|Fax: | |Fax: | |
|Email: | |Email: | |
|Customer Service/Order Placement |
|Name: | |Name: | |
|Telephone: | |Telephone: | |
|Fax: | |Fax: | |
|Email: | |Email: | |
|Company Website: | |
3. Lead-time: Materials, equipment or services will be delivered within calendar days after receipt of order (ARO). Please define if delivery time differs by manufacturer, product, or service.
________________________________________________________________________________________________________________________________________________________________________
4. Addresses:
|Orders to be sent to: |Billing will be from: |Payment to be sent to: |
| | | | | |
| | | | | |
| | | | | |
5. Federal Tax Identification Number:
6. Firms bidding from California only: Is your firm currently certified as a small business under California Code, Title 2, Section 1896.12? Yes No .
3 SPECIFICATIONS
|CATEGORY I A |
|Seattle Police Department (SPD) Style Uniform – Navy & French Blue |
|Description |Check If As |Describe Fully If Not As Specified |
| |Specified |See Standard Terms & Conditions III.26 Quality Standards |
|Shirt, Long Sleeve, Men’s SPD Style, French blue with navy blue epaulets, pocket flaps & cuffs, dacron wool blend. | | |
|Elbeco 7480 Z or Equal | | |
|Shirt, Short Sleeve, Men’s SPD Style, French blue with navy blue epaulets, pocket flaps & cuffs, tropical wool blend. | | |
|Elbeco 7408Z or Equal | | |
|Trouser, Men’s, Navy blue wool, SPD, with French blue stripes on outside seams. Fechheimer 13507 or Equal | | |
|Hat, Navy blue, eight point service with ventilated band. | | |
|SPD 1EYLT or Equal | | |
|Ties, Navy blue, clip-on, Regular | | |
|Broome 45015-61 or Equal | | |
|Jacket, single breasted, navy, waist-length, Gore-tex or equal. Blauer 9010Z or Equal | | |
|Category I B |
|Basic Uniforms Including Class A, B & C |
|(Will Include Shirts, Turtlenecks, Trousers, Sweaters, Outerwear, Dress Uniforms) |
|Uniform Shirt, Long Sleeve. Men’s and Women’s, Poly/Rayon. | | |
|Flying Cross #95R6625LS or Equal | | |
|Uniform Shirt, Short Sleeve. Men’s and Women’s, Poly/Rayon. | | |
|Flying Cross #95R6625SS or Equal | | |
|Uniform Shirt, Short Sleeve, Men’s, 35% cotton/65% polyester blend, White. Elbeco P867-3 or Equal | | |
|Uniform Shirt, Short Sleeve, Women’s, 35% cotton/65% polyester blend, White. Elbeco P811-3 or Equal | | |
|Uniform Shirt, Short Sleeve, Men’s and Women’s, Poly/Cotton. | | |
|Flying Cross #189R5425 or Equal | | |
|Command Sweater, Navy, Unisex | | |
|Fechheimer 00800 or Equal | | |
1.
|Uniform Trousers, Summer, Men’s and Women’s, 100% Polyester | | |
|Horace Small #8309/8409 or Equal | | |
|Uniform Trousers, Men’s, 55 Poly/45 Wool | | |
|Horace Small #HS2123 or Equal | | |
|Uniform Trousers, Men’s and Women’s, Poly/Wool | | |
|Horace Small New Gen #7306/7406 or Equal | | |
|Breeches, navy with sap pockets on side seams, leather trim on front and sap pockets, Fechheimer 646-96 or Equal | | |
|Uniform Jacket, 9-1-1 Duty Jacket | | |
|Gerber Chicago 2000 #30K1 or Equal | | |
|Gloves, Safety, Fluorescent Yellow Gloves with Reflective Tape Strip on Palm.Monarch Safety Products Inc. Or Equal | | |
|Gloves, Motorcycle, Neoprene with Leather Palm | | |
|Versalite #2101 or Equal | | |
|CATEGORY II |
|Fire/EMS Station Wear (Will include shirts, trousers, coveralls, sweaters, outerwear) |
|1. Uniform Shirt, Men’s, Short Sleeve, Certified NFPA 1975, 65% Cotton, 35% Polyester, Safety Panel, Navy, Lion #1532 or| | |
|Equal. | | |
|2. Uniform Shirt, Men’s Short Sleeve, Certified NFPA 1975, Workrite 2344 or Equal. | | |
|3. Uniform Trousers, Men’s Certified NFPA 1975, Traditional, Nomex IIIA or Equal, Navy Twill, Lion #2106-30 or Equal. | | |
|4. Uniform Trousers, Men’s and Women’s, Certified NFPA 1975, Workrite 4007N, 4007FB, 4317S or Equal. | | |
|5. Class A Uniform Jacket, Men’s, Black, double breasted, DCC 4212C or Equal. | | |
|6. Class A Uniform Shirt, Men’s Arrow #815128 or Equal. | | |
|7. Class A Uniform Trousers, Men’s Black, DCC 4221X or Equal. | | |
|8. Class A Uniform Cap, Bancroft 20PCBS or Equal. | | |
|CATEGORY III |
|Footwear |
|(Will Include Boots, Uniform Shoes, Dress Shoes) |
|Boots, Men’s, Non-Insulated, Nylon/Leather/Gore-tex or Equal, waterproof, 8” high. | | |
|Danner Acadia #21210 or Equal | | |
|Boots, Women’s, Insulated. Waterproof, leather, 8” high. | | |
|Danner Acadia #69210 or Equal | | |
|Boot, Men’s, water proof, 8” high, full grain leather. | | |
|Danner Black Hawk II #24600 or Equal | | |
|Boot, Women’s, Gore-tex or Equal, hi-top lug sole | | |
|Rocky 4044 or Equal | | |
|Boot, Men’s, Gore-tex or Equal, hi-top, lug sole | | |
|Rocky 8032 or Equal | | |
|Boot, Men's, 8 inch high, puncture resistant, stainless steel midsole meets OSHA Standards, shock-absorbing cushion sole| | |
|with arch lift, Redwing #4473 or Equal | | |
|Boot, Men’s, Motorcycle, Riding Boot, Black Cowhide, Laces, include Vibram sole or Equal. | | |
|Dehner Motor Patrol Boot or Equal | | |
|Firefighting Boots, 14” high, black, waterproof, breathable, meets all ANSI, OSHA, and NFPA Standards. | | |
|Haix Firehunter or Equal | | |
|Firefighting Boots, Rubber, lug sole, insulated, Kevlar lined or equal, with tibia guard | | |
|Black Diamond 690-9451 or Equal | | |
|Shoe, Men’s, black, plain toe, leather oxford, lined, padded, removable insole, Rocky Original 2025 or Equal | | |
|Shoes, Women’s, Black, full grain soft leather, comfort weave lining, padded collar and tongue, slip and abrasion | | |
|resistant rubber outsole, removable insole. | | |
|Thorogood Pacer #534-6333 or Equal | | |
|CATEGORY IV |
|Accessories |
|(Will Include Belts, Belt Keepers, Holsters, Hand Cuffs, Citation Book Holders, Knife Cases, Baton Holders, Tear Gas Holders, Flash Lights) |
|Boots, Men’s, Non-Insulated, Nylon/Leather/Gore-tex or Equal, waterproof, 8” high. | | |
|Danner Acadia #21210 or Equal | | |
|Boots, Women’s, Insulated. Waterproof, leather, 8” high. | | |
|Danner Acadia #69210 or Equal | | |
|Boot, Men’s, water proof, 8” high, full grain leather. | | |
|Danner Black Hawk II #24600 or Equal | | |
|Boot, Women’s, Gore-tex or Equal, hi-top lug sole | | |
|Rocky 4044 or Equal | | |
|Boot, Men’s, Gore-tex or Equal, hi-top, lug sole | | |
|Rocky 8032 or Equal | | |
|Boot, Men's, 8 inch high, puncture resistant, stainless steel midsole meets OSHA Standards, shock-absorbing cushion sole| | |
|with arch lift, Redwing #4473 or Equal | | |
|Boot, Men’s, Motorcycle, Riding Boot, Black Cowhide, Laces, include Vibram sole or Equal. | | |
|Dehner Motor Patrol Boot or Equal | | |
|Firefighting Boots, 14” high, black, waterproof, breathable, meets all ANSI, OSHA, and NFPA Standards. | | |
|Haix Firehunter or Equal | | |
|Firefighting Boots, Rubber, lug sole, insulated, Kevlar lined or equal, with tibia guard | | |
|Black Diamond 690-9451 or Equal | | |
|Shoe, Men’s, black, plain toe, leather oxford, lined, padded, removable insole, Rocky Original 2025 or Equal | | |
|Shoes, Women’s, Black, full grain soft leather, comfort weave lining, padded collar and tongue, slip and abrasion | | |
|resistant rubber outsole, removable insole. | | |
|Thorogood Pacer #534-6333 or Equal | | |
|CATEGORY V |
|Academy Wear |
|(Will include Shirts, Pants, T-Shirts, Sweatshirts, Sweatpants, Shorts) |
|T-Shirt, 100% Cotton Jersey Fabric, Short Sleeve, Crew Neck Style, Adult Size | | |
|Fruit of the Loom Lofteez 20230R or Equal | | |
|T- Shirt, Mock Turtle Neck, Long-Sleeve, Heavy Weight Cotton, Adult Size | | |
|Fruit of the Loom Lofteez 230MTR or Equal | | |
|T-Shirt, 100% Cotton Jersey Fabric, Long-Sleeve, Adult Size, Fruit of the Loom Lofteez 49230R or Equal. | | |
|T-Shirt, 100% ring-spun cotton jersey, white, short sleeve, pre-shrunk, Adult Size, Hanes Beefy – T 5180 or Equal | | |
|Sweatshirt, Grey or Ash Color, Crew Neck, Adult Size | | |
|Hanes #P160 or Equal | | |
|Sweatshirt, 50/50 Poly Cotton, ¼ Zip, Adult Size | | |
|Jerzees Supersweats 4528M or Equal | | |
|Sweatshirt, Crew Neck 90/10 Cotton/Polyester Blend Fleece Fabric, Adult Size | | |
|Fruit of the Loom Super Cotton #18230R or Equal | | |
|Shirt, Polo, 100% Cotton, Port Authority On-Tour or Equal | | |
|Shirt, Men’s, 65% Polyester/35% Cotton, No-Iron Twill | | |
|Big Ben ST52NV or Equal | | |
|Pants, 65% Polyester/35% Cotton, No-Iron Twill | | |
|Big Ben PT52NV or Equal | | |
|All Uniform Shirts are to have at least two (2) breast pockets, front closure (button, snaps or zipper), and shoulder | | |
|epaulets. | | |
|All Uniform Trousers are to have front closure, belt loops, at least two (2) front pockets and at least two (2) rear | | |
|pockets. | | |
4 PRICE SHEETS
For cost evaluation purposes, only items in the price sheets will be considered. All items listed in the price sheet are the only items anticipated to be bought by the state at this time. If the state elects to add items that fall under the same scope of this bid, the state will formally ask for the items to be added. Any item added after the award of the contract can not produce a higher profit margin then is gained through items currently available on contract. For example: Item A is marked up 5% over the manufactures price list. If the state would like to add item B from the same manufacture in the future, the price for item B shall not exceed 5% above the manufactures price list.
Bidder must be an authorized distributor for all items/manufacturers offered.
The discounted unit price indicated below shall be provided for products to be shipped FOB Destination. Provide additional discount in appropriate area for customer direct pick-up.
CATEGORY I A
Seattle Police Department (SPD) Style Uniform – Navy & French Blue
|Item # |Description |Unit |Anticipated 2-year |Discounted |Extended Price |
| | | |usage |Unit Price | |
| |Shirt, Long Sleeve, Men’s SPD Style |EA |103 | | |
| |Elbeco 7480 Z or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Shirt, Short Sleeve, Men’s SPD Style, |EA |103 | | |
| |Elbeco 7408Z or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Trouser, Men’s, Navy blue wool, SPD Style, |EA |103 | | |
| |Fechheimer 13507 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Hat, eight point service with ventilated band. |EA |1 | | |
| |SPD 1EYLT or Equal | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Ties, Navy blue, clip-on, regular |EA |52 | | |
| |Broome 45015-61 or Equal | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Jacket, waist-length, Gore-tex or equal. |EA |1 | | |
| |Blauer 9010Z or Equal | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|Sum of Extended Price equals the Evaluated Total | |
Indicate additional discount to above for Customer Pick-Up Discount:_____%
Category I B
Basic Uniforms Including Class A, B & C
(Will Include Shirts, Turtlenecks, Trousers, Sweaters, Outerwear, Dress Uniforms)
|Item # |Description |Unit |Anticipated 2-year |Discounted |Extended Price |
| | | |usage |Unit Price | |
|1 |Uniform Shirt, Long Sleeve. Men’s and Women’s, Poly/Rayon. |EA |3 | | |
| |Flying Cross #95R6625LS or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|2 |Uniform Shirt, Short Sleeve. Men’s and Women’s, Poly/Rayon. |EA |3 | | |
| |Flying Cross #95R6625SS or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|3 |Uniform Shirt, Short Sleeve, Men’s, 35% cotton/65% polyester blend, |EA |50 | | |
| |White. | | | | |
| |Elbeco P867-3 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|4 |Uniform Shirt, Short Sleeve, Women’s, 35% cotton/65% polyester blend, |EA |12 | | |
| |White. | | | | |
| |Elbeco P811-3 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|5 |Uniform Shirt, Short Sleeve, Men’s and Women’s, Poly/Cotton. |EA |3 | | |
| |Flying Cross #189R5425 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|6 |Command Sweater, Navy, Unisex |EA |2 | | |
| |Fechheimer 00800 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Uniform Trousers, Summer, Men’s and Women’s, 100% Polyester |EA |8 | | |
| |Horace Small #8309/8409 or Equal | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Uniform Trousers, Women’s, 55 Poly/45 Wool. Horace Small #HS2123 or Equal|EA |1 | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Uniform Trousers, Men’s and Women’s, Poly/Wool |EA |12 | | |
| |Horace Small New Gen #7306/7406 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Breeches, navy with sap pockets on side seams, leather trim on front and |EA |19 | | |
| |sap pockets, Fechheimer 646-96 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Uniform Jacket, 9-1-1 Duty Jacket |EA |25 | | |
| |Gerber Chicago 2000 #30K1 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Gloves, Safety, Fluorescent Yellow Gloves with Reflective Tape Strip on |EA |15 | | |
| |Palm.Monarch Safety Products Inc. Or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
| |Gloves, Motorcycle, Neoprene with Leather Palm |EA |8 | | |
| |Versalite #2101 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|Sum of Extended Price equals the Evaluated Total | |
Indicate additional discount to above for Customer Pick-Up Discount:_____%
CATEGORY II
Fire / EMS Station wear NFPA 1975 Compliant
(Will Include Shirts, Trousers, Coveralls, Sweaters, Outerwear, EMS Outerwear NFPA 1999 Compliant)
|Item # |Description |Unit |Anticipated 2-year |Discounted |Extended Price |
| | | |usage |Unit Price | |
|1 |Uniform Shirt, Men’s, Short Sleeve, 65% Cotton 35% Polyester, Lion #1532 |EA |156 | | |
| |or Equal | | | | |
| |For Product Bid State: | | | | |
| | | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|2 |Uniform Shirt, Men’s, Short Sleeve |EA |200 | | |
| |Workrite 2344 or Equal | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|3 |Uniform Trousers, Men’s, Traditional, Navy Twill |EA |150 | | |
| |Lion #2106-30 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|4 |Uniform Trousers, Men’s, |EA |300 | | |
| |Workrite 4007N, 4007FB, 4317S or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|5 |Class A Uniform Jacket, Men’s, black, double breasted, DCC 4212C or Equal|EA |6 | | |
| | | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|6 |Class A Uniform Shirt, Men’s |EA |6 | | |
| |Arrow #815128 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|7 |Class A Uniform Trousers, Men’s, Black |EA |6 | | |
| |DCC 4221X or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|8 |Class A Uniform Cap |Ea |6 | | |
| |Bancroft 20PCBS or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|Sum of Extended Price equals the Evaluated Total | |
Indicate additional discount to above for Customer Pick-Up Discount:_____%
CATEGORY III
Footwear
(Will Include Boots, Uniform Shoes, Dress Shoes)
|Item # |Description |Unit |Anticipated 2-year |Discounted |Extended Price |
| | | |usage |Unit Price | |
|1 |Boots, Men’s, Non-Insulated, Nylon/Leather/Gore-tex or Equal, Danner |EA |51 | | |
| |Acadia #21210 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|2 |Boots, Women’s, Insulated. Waterproof, leather, Danner Acadia #69210 or |EA |1 | | |
| |Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|3 |Boot, Men’s, water proof, full grain leather. |EA |2 | | |
| |Danner Black Hawk II #24600 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|4 |Boot, Women’s, Gore-tex or Equal, hi-top lug sole |EA |2 | | |
| |Rocky 4044 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|5 |Boot, Men’s, Gore-tex or Equal, hi-top, lug sole |EA |6 | | |
| |Rocky 8032 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|6 |Boot, Men's, puncture resistant, stainless steel midsole meets OSHA |EA |50 | | |
| |Standards, | | | | |
| |Redwing #4473 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|7 |Boot, Men’s, Motorcycle |EA |3 | | |
| |Dehner Motor Patrol Boot or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|8 |Boot, firefighting waterproof, breathable, meets all ANSI, OSHA, and NFPA|EA |70 | | |
| |Standards. | | | | |
| |Haix Firehunter or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|9 |Boot, firefighting, Rubber, lug sole, insulated, |EA |1 | | |
| |Black Diamond 690-9451 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|10 |Shoe, Men’s, black, plain toe, leather oxford, |EA |2 | | |
| |Rocky Original 2025 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|11 |Shoes, Women’s, full grain soft leather, |EA |1 | | |
| |Thorogood Pacer #534-6333 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|Sum of Extended Price equals the Evaluated Total | |
Indicate additional discount to above for Customer Pick-Up Discount:_____%
CATEGORY IV
Accessories
(Will Include Belts, Belt Keepers, Holsters, Hand Cuffs, Citation Book Holders, Knife Cases, Baton Holders, Tear Gas Holders, Flash Lights)
|Item # |Description |Unit |Anticipated 2-year |Discounted |Extended Price |
| | | |usage |Unit Price | |
|1 |Boots, Men’s, Non-Insulated, Nylon/Leather/Gore-tex or Equal, Danner |EA |6 | | |
| |Acadia #21210 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|2 |Boots, Women’s, Insulated. Waterproof, leather, Danner Acadia |EA |1 | | |
| |#69210 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|3 |Boot, Men’s, water proof, full grain leather. |EA |1 | | |
| |Danner Black Hawk II #24600 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|4 |Boot, Women’s, Gore-tex or Equal, hi-top lug sole |EA |50 | | |
| |Rocky 4044 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|5 |Boot, Men’s, Gore-tex or Equal, hi-top, lug sole |EA |100 | | |
| |Rocky 8032 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|6 |Boot, Men's, puncture resistant, stainless steel midsole meets OSHA |EA |6 | | |
| |Standards, | | | | |
| |Redwing #4473 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|7 |Boot, Men’s, Motorcycle |EA |24 | | |
| |Dehner Motor Patrol Boot or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|8 |Boot, firefighting waterproof, breathable, meets all ANSI, OSHA, and |EA |3 | | |
| |NFPA Standards. | | | | |
| |Haix Firehunter or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|9 |Boot, firefighting, Rubber, lug sole, insulated, |EA |3 | | |
| |Black Diamond 690-9451 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|10 |Shoe, Men’s, black, plain toe, leather oxford, |EA |3 | | |
| |Rocky Original 2025 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|11 |Shoes, Women’s, full grain soft leather, |EA |6 | | |
| |Thorogood Pacer #534-6333 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|Sum of Extended Price equals the Evaluated Total | |
Indicate additional discount to above for Customer Pick-Up Discount:_____%
CATEGORY V
Academy Wear
(Will include Shirts, Pants, T-Shirts, Sweatshirts, Sweatpants, Shorts)
|Item # |Description |Unit |Anticipated 2-year |Discounted |Extended Price |
| | | |usage |Unit Price | |
|1 |T-Shirt, 100% Cotton Jersey Fabric, Short Sleeve, Fruit of the Loom |EA |600 | | |
| |Lofteez 20230R or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|2 |T- Shirt, Mock Turtle Neck, Long-Sleeve, |EA |200 | | |
| |Fruit of the Loom Lofteez 230MTR or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|3 |T-Shirt, 100% Cotton Jersey Fabric, Long-Sleeve, Fruit of the Loom |EA |200 | | |
| |Lofteez 49230R or Equal. | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|4 |T-Shirt, 100% ring-spun cotton jersey, short sleeve, Hanes Beefy – T |EA |3 | | |
| |5180 or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|5 |Sweatshirt, Grey or Ash Color, Crew Neck, Adult Size, Hanes #P160 or |EA |3 | | |
| |Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|6 |Sweatshirt, 50/50 Poly Cotton, ¼ Zip, |EA |200 | | |
| |Jerzees Supersweats 4528M or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|7 |Sweatshirt, Crew Neck 90/10 Cotton/Polyester Blend Fleece Fabric, |EA |200 | | |
| |Fruit of the Loom Super Cotton #18230R or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|8 |Shirt, Polo, 100% Cotton |EA |400 | | |
| |Port Authority On-Tour or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|9 |Shirt, Men’s, 65% Polyester/35% Cotton, No-Iron Twill, Big Ben ST52NV |EA |66 | | |
| |or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|10 |Pants, 65% Polyester/35% Cotton, No-Iron Twill |EA |66 | | |
| |Big Ben PT52NV or Equal | | | | |
| | | | | | |
| |For Product Bid State: | | | | |
| |Mfg:________________________ | | | | |
| |Brand:_______________________ | | | | |
|Sum of Extended Price equals the Evaluated Total | |
Indicate additional discount to above for Customer Pick-Up Discount:_____%
Additional Services (anticipated quantities are unknown at this time):
Services listed below will not be used in initial evaluation of pricing. Should there be a tie; prices in this category may be used as a tie breaker. Services and pricing below may be placed on the final contract, if determined in the best interest of the state.
|Item |Type of Service |Unit |Price |
| |Silk Screening |Each |$ |
| |Pant Striping |Each |$ |
| |Embroidery |Each |$ |
| |Replacement of Broken Zippers (Pants and Jackets) |Each |$ |
| |Alteration of customer-owned garments (includes hemming of pants and shirts, waist adjustment, adding name |Each |$ |
| |tags, emblems, insignia, buttons, zippers, etc.) | | |
*Tailoring and measurements for new products purchased from this contract should be at no additional cost to the customer. Tailoring services are to be defined as standard tailoring such as the hemming of trousers and shirt sleeves, waist adjustments, addition of custom name tags, custom emblems, insignia, buttons, and zippers, and others related.
5 Services and capabilities
The following services and capabilities are mandatory requirements of the contract and are evaluated as pass/fail. Bid may be rejected if answer is “no” to any of the questions asked below in this IFB or subsequent amendment to this section (if applicable).
1. Can bidder provide both in-store/walk-in services and direct sale services requested in bid document?
YES NO
2. Does the bidder have the ability to provide measurement services and product delivery at public agency locations (e.g. police station headquarters or other locations to be arranged at the convenience of customers)?
YES NO
3. Does the bidder have the ability to supply multiple lines of product in the categories they are bidding? (Please state how many and what they are in your description.)
YES NO
4. Does the bidder have the ability to maintain an inventory of products and sizes most frequently ordered by customers?
YES NO
5. Bidders internet website
The awarded contractor(s) need to maintain a web page, within 60 days after contract award, providing: contract pricing, product descriptive information, order entry and payment accessible via Internet. The order entry option via the Internet should be made available for all participants.
Note: bidders will also be required to accept orders by phone, mail, fax and email.
Internet Website that meets the requirements listed in the above paragraph.
YES NO
6. Order history Management System
Does the bidder have an automated management system that can manage order history (i.e. employee measurements, frequently ordered items, etc.) in order to ship orders within two working days?
YES NO
7. Can the bidder provide special and additional services such as custom-embroidery and custom silk-screening?
Custom Embroidery YES NO
Custom Silk-Screening YES NO
6 Additional information
Purchasing Policies, Regulations and Forms:
8 Walk-in service
Bidders to identify all walk-in service shop locations and hours of operation for each location. Service locations shall be open during normal business hours (0800 to 1700 Monday through Friday, and approx. six hours, between 0800 and 1700, on Saturdays). Such hours may not be reduced during the term of the contract without specific authorization by the State in writing to do so.
9 REFERENCES
Bidder shall furnish a minimum of three (3) references for which bidder has delivered goods or services on a contract similar in scope to that described in this IFB. Only references of all apparent awarded bidders may be checked, however, the State reserves the right to check references of all bidders. Only 3 attempts may be made to reach references. Bid may be rejected if any unfavorable references are received.
See form
10 Samples
• Requests and Disposition: The state reserves the right to request samples, at bidder’s expense. Samples of items bid shall be received within 10 days after request. If not destroyed in testing or required for quality control, bidders may request return of samples at their expense. If bidder does not request return within sixty (60) calendar days of contract award, samples will be considered property of the state.
• Labeling and warranty: All samples provided to the state shall be identical to products quoted by bidder and shall be labeled with bidder’s name and applicable Contract Bid number. All samples are an express warranty, which shall also apply to all future supplies provided under this contract. Bidders failing to comply with this requirement will have their bid rejected or contract terminated.
11 Descriptive literature
If bidding other than specified, bidder is to provide with bid response descriptive literature fully describing product bid. Failure to do so may result in bid rejection.
12 catalogs & price lists
Bidders shall submit with their bid, their latest dated catalog or price list for each manufacturer bid. The price list(s) will contain product information and pricing for all other products, which Bidders carry and will provide to customers from the same manufacturer(s) bid for items on the price sheets. Failure to include price list(s) with bid may cause bid to be rejected.
Price list(s) are to remain firm for the initial twelve (12) months of the contract. Discounts off of manufacturer’s line offered by bidder(s) in the market basket section are to be applied to these price list(s) and shall remain firm for the life of the contract. Please see the “Pricing and Adjustments” for information on price changes. Price list(s) and catalog(s) must be readily available at a web-site, by e-mail, and/or mail for distribution upon request at no cost to purchasers.
13 Dealer authorization
The Bidder, if other than the manufacturer, shall provide upon request a current, dated, and signed authorization from the manufacturer that the bidder is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to provide manufacturer’s authorization upon request will result in bid rejection.
14 CERTIFICATION OF INMATE WAGES
To receive consideration, eligible bidders requesting preference under RCW 43.19.535 must complete and submit a Certificate of Inmate Wages form with their bid. This form is available via our Internet site at or main page , or by calling (360) 902-7400.
BID EVALUATION
1 EVALUATION / AWARD
It is the State’s intent to award the contract by category to the lowest responsive, responsible bidder for each category. To be considered, bidder must bid on all items listed within a category, and meet all requirements, specifications, terms, and conditions stated in the bid document.
To determine the lowest responsive, responsible bidder for each category, the evaluated bid price will be calculated as follows:
1) For each item within a category,
Anticipated Two-Year Usage multiplied by Discounted Unit Price equals Extended Price
2) Sum of all extended prices within a category equals the category total.
3) Category Total – Prompt Payment Discount + In-State Reciprocity – Inmate Labor Preferences = Evaluated Bid Price
4) Note: Customer Direct Pickup discount will not be used in determining award. Should there be a tie, this discount may be used as a tie breaker. Discount and service requirements will be noted in the contract if the value is in the best interest of the state.
Once the lowest responsive, responsible bidder is determined for each category (based on Evaluated Bid Price), references of the apparent low bidder(s) will be checked. Should responses from references indicate unfavorable performance, customer service, and/or bidder’s incapability to satisfy the requirements of the contract, bidder may be disqualified and the next lowest responsive, responsible bidder for that category will be considered. The state reserves the right to award on an aggregated category basis, if found to be in the best interest of the state.
2 EVALUATION CONFERENCE
To aid in the evaluation process, after bid opening, the state may require individual bidders to appear at a date, time and place determined by the state for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of the state’s intention to award.
CONTRACT REQUIREMENTS
1 office of state procurement administrative reimbursement
This contract is subject to an “administrative fee” of one percent. Based upon dollar usage sold (as remitted to OSP on a quarterly basis as defined herein), awarded suppliers are to remit to OSP a one percent “administrative fee” for reimbursement of program administrative costs. Payment will be due in conjunction with the quarterly usage report described herein and will be an amount equal to one percent of the previous quarterly usage total. Continual delinquency of payment may be considered cause for contract termination.
2 RETENTION OF RECORDS
The contractor shall maintain, for at least three years after completion of this contract, all relevant records pertaining to this contract. This shall include, but not be limited to, all records pertaining to actual contract performance from the date of contract award. It shall also include information necessary to document the level of utilization of MWBE’s and other businesses as subcontractors and suppliers in this contract as well as any efforts the contractor makes to increase the participation of MWBE’s. The contractor shall also maintain, for at least three years after completion of this contract, a record of all quotes, bids, estimates, or proposals submitted to the Contractor by all businesses seeking to participate as subcontractors or suppliers in this contract. The State shall have the right to inspect and copy such records. If this contract involves federal funds, Contractor shall comply with all record keeping requirements set forth in any federal rules, regulations, or statutes included or referenced in the contract documents.
3 REPORTS
The contractor(s) must provide the following report(s) to Office of State Procurement.
Sales and Subcontractor Report
A quarterly Sales and Subcontractor Report (attached) shall be submitted in the format provided by the Office of State Procurement. You can get the report electronically at . Total purchases for each State Agency, University, Community and Technical Colleges must be shown separately. Total purchases for all political subdivisions and non-profit organizations may be summarized as one customer. Additionally, all purchases by the State of Oregon or other purchasers must be reported as an aggregate total.
The report shall include sales information (Section A) and amounts paid to each subcontractor during the reporting period (Section B).
Reports should be rounded to nearest dollar. Contractors will be provided with all necessary sample forms, instructions, and lists. Reports are due thirty (30) days after the end of the calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st.
4 packaging
Products are to be packaged in a manner that meets industry standards and is appropriate to the method of handling (i.e. walk-in customers, on-site distribution of products, or shipped direct products). Such packaging may include hangers and/or boxes for shirts, pants, turtlenecks and jackets; boxes for footwear, and other types of suitable packaging for distribution to individual walk-in personnel. Such packaging shall minimize risk of damage, wrinkles and exposure to elements. Any damage that occurs to the product prior to the authorized personnel taking possession of the product shall be corrected by the Contractor at no additional cost to the agency.
5 Payment
Contractors shall establish blanket accounts upon the request of a public agency, to allow individual walk-in emergency personnel to place orders for future payment upon invoicing to the public agency. Invoicing every thirty days for product shipped is acceptable. Contractors shall accept valid individual emergency personnel or public agency credit cards for payment, if the Contractor has indicated the ability to do so within the bid document.
6 tailoring and measurements
Contractor shall provide tailoring and measuring services at no additional cost for all new applicable items purchased off of this contract. Such service shall customize the fit of an existing and/or ordered uniform, to insure a proper and precise fit as appropriate. This shall include such standard tailoring as hemming of trouser legs; hemming of shirtsleeves; waist adjustments; adding custom name tags, custom emblems, insignia, buttons, zippers; and related services.
Proper measurement to assure appropriate fit of the garments shall be the full responsibility of the Contractor. Any requests or disputes regarding fit and such responsibilities may be taken by the Contractor to the supervisor. Should the public agency supervisor agree that such disputes are a result of unreasonable requests on the part of the emergency personnel the supervisor may cancel the alteration request or may provide authorization for such alternations to be performed at additional cost.
Such orders requiring measurements, tailoring, alterations and other related services shall be processed immediately (within 1 business day). If it is necessary for the Contractor to have the item shipped to the Customer, then Contractor shall use fastest-way shipping to allow prompt order fulfillment at no additional cost to the public agency waiting for the order. These services shall be provided promptly and either serviced immediately at the time of walk-in within the operating hours of the walk-in location, or scheduled at a time agreeable and convenient to the emergency personnel if serviced at customer location.
SPECIAL TERMS AND CONDITIONS:
1 PRICING AND ADJUSTMENTS
Unless otherwise stipulated all bids must include unit prices and extensions where applicable and be otherwise in the format requested.
All bid pricing is to be FOB Destination, freight prepaid and included, for any destination within the State of Washington.
A All pricing shall include the costs of bid preparation, servicing of accounts, and all contractual requirements. During contract period pricing shall remain firm and fixed for at least twelve (12) months after effective date of contract.
B Adjustments in pricing will be considered after firm fixed price period on a pass through basis only. A minimum of forty-five (45) calendar days advance written notice of price increase is required which is to be accompanied by sufficient documentation to justify the requested increase. Documentation must be based on United States published indices such as the Producer Price Index. Acceptance will be at the discretion of the State Procurement Officer and shall not produce a higher profit margin than that established on the original contract pricing. Approved price adjustments shall remain unchanged for at least one (1) calendar year thereafter.
C During the contract period, any price declines at the manufacturer’s level or cost reductions to Contractor shall be reflected in a reduction of the contract price retroactive to Contractor's effective date.
D During the term of this contract, should the contractor enter into pricing agreements with other customers providing greater benefits or lower pricing, contractor shall immediately amend the state contract to provide similar pricing to the state if the contract with other customers offers similar usage quantities, and similar conditions impacting pricing. Contractor shall immediately notify the state of any such contracts entered into by contractor.
2 Materials and workmanship
The Contractor shall be required to furnish all materials, equipment and/or services necessary to perform contractual requirements. Materials and workmanship in the construction of equipment for this contract shall conform to all codes, regulations and requirements for such equipment, specifications contained herein, and the normal uses for which intended. Materials shall be manufactured in accordance with the best commercial practices and standards for this type of equipment.
3 CONTRACTOR PERFORMANCE
General Requirements: The state, in conjunction with purchasers, monitors and maintains records of Contractor performance. Said performance shall be a factor in evaluation and award of this and all future contracts. Purchasers will be provided with product/service performance report forms to forward reports of superior or poor performance to the State Procurement Officer.
4 purchases by non-profit organizations
Recently enacted legislation allows nonprofit corporations to participate in state contracts for purchases administered by OSP. Non-profit organizations are a part of the primary user group therefore the contractor shall sell goods or services at contract pricing awarded under this contract to self certified nonprofit corporations. Such organizations purchasing under this contract shall do so only to the extent they retain eligibility and comply with other contract and statutory provisions. The contractor may make reasonable inquiry of credit worthiness prior to accepting orders or delivering goods or services on contract. The state accepts no responsibility for payments by nonprofit corporations. Contractor may not change contracted payment terms for nonprofit orders.
5 PURCHASING CARD ACCEPTANCE
In an effort to streamline the purchasing and payment process, the State is encouraging agencies to use the state contracted purchasing card to facilitate small dollar purchases. While at the present time, it is not mandatory that contractors accept credit card purchases, we encourage all state contractors to consider this alternate payment process. Please indicate in Bid Submittals which card(s) you presently accept and payment discount you may offer the state. The current card available for state agency use is a VISA product.
6 BIDDER COMPLIANCE
The State reserves the right to consider the actual level of bidder’s compliance with the requirements specified in this IFB, and to consider a bid responsive if it substantially complies with the state’s intent relative to overall bid requirements and specifications.
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