NOTICE INVITING SEALED PROPOSALS FOR

Transcription

City of Santa Cruz
Request For Proposals for Uniform Purchases
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SECTION 1: GENERAL INFORMATION TO VENDORS
1.1 Summary Scope of Services
The City of Santa Cruz is requesting proposals to supply uniforms and accessories for various personnel. Purchases
will include the Police Department (approximately 86 sworn police officers and 17 non-sworn support personnel), the
Fire Department (approximately 50 personnel), the Water Recreation Rangers (approximately 4 personnel), and the
Park Rangers (approximately 4 personnel) all of whom require initial issue or replacement uniforms at various times.
Police Department uniforms shall be in compliance with their policy 1046, attachment A, and the Fire Department
uniforms shall comply with their policy #5-16, attachment B. A completed purchase shall include measuring,
marking, tailoring, general alterations, sewing on of emblems, and pressing by qualified personnel prior to
delivery.
The intent in soliciting proposals is to allow for a competitive process while maintaining an acceptable quality of
uniforms and accessories.
1.2 Contact
If you have any questions concerning this solicitation, please contact Malissa Kaping, Buyer II, at phone:
831/420-5083, fax: 831/420-5312, or email: [email protected]. Please note, as a cost saving measure,
City offices are closed every Friday; please plan accordingly.
1.3 Proposal Deadline
Proposals are due by Tuesday, August 3, 2010. All proposals shall be delivered to the Purchasing Division at 809
Center St, Rm 101, Santa Cruz, California, 95060 before 11:00 a.m. on that date.
Vendors shall deliver one original of the complete proposal and five copies before the due date. The City prefers for
proposals to be printed on recycled paper and bound in an easily recyclable format. The City shall not be liable for
any expenses incurred by participants responding to this solicitation.
1.4 Estimated Dollar Value
The City of Santa Cruz spends an estimated $68,000 annually on uniforms and accessories. The City may spend
more or less than this amount during the contract year.
1.5 Product Descriptions and Quantities
The products specified and quantities indicated in this solicitation are based on past experience and expected future
need. Actual products and quantities purchased shall be based on need during the contract term; however, no price
adjustments on contract items shall be allowed as a result of changes in quantities purchased.
1.6 Award of Contract
City shall award a contract for Uniforms Purchases to the vendor determined to provide the best value to the City.
Proposals shall be evaluated and ranked in accordance with the evaluation criteria designated in this solicitation.
The contract resulting from this solicitation is tentatively scheduled to begin in September 2010.
The City reserves the right to negotiate any terms and conditions in the RFP responses received, to reject any or
all responses received, and to waive any informality or minor defects in responses received.
1.7 Organization of this RFP Document
The Request For Proposals (RFP) is organized in these sections:
Section 1- General Information to Vendors: Contains summary of service, contact information, proposal due
date, and general background information.
Section 2- Specifications: Provides details regarding the contract requirements.
Section 3- Process Instructions: Contains the tentative RFP schedule, explains how the proposals shall be
evaluated, and presents administrative information on the conduct of the RFP process.
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Section 4- Terms and Conditions: Details the City’s standard contract terms and conditions.
Section 5- Acknowledgement of Receipt Form: Informs City of intent to submit proposal.
Section 6- RFP Cover Page: Provides basic vendor information and also contains an authorized signature
acceptance to City’s terms and conditions as stated in this solicitation.
Section 7- RFP Questionnaire: Presents questions for vendor response.
Section 8- Price List: Provides format for submitting pricing. The price list shall include all costs incidental to
supplying police uniforms and accessories according to this solicitation.
Attachment A- Santa Cruz Police Department Policy 1046, Personal Appearance.
Attachment B- Santa Cruz City Fire Department Policy and Procedure Manual, Article 5 #5-16.
SECTION 2: SPECIFICATIONS
2.1 Brand Requirements
Any manufacturers' names, trade names, brand names, or catalog numbers used in the specification are there for the
purpose of establishing and describing general performance and quality levels. The City requires uniforms and
accessories purchased under this contract to have an appearance that is consistent with existing City uniforms. Such
references are not intended to be restrictive, and bids are invited on these and comparable brands or products of any
manufacturer.
Police Department uniforms shall be in compliance with their policy 1046, attachment A, and the Fire Department
uniforms shall comply with their policy #5-16, attachment B. Exceptions to, or deviations from, a particular
manufacturer’s brand in this specification shall be evaluated and considered by the City so long as those deviations
are cross referenced and fully explained with regard to their equality with the preferred manufacturer. The City may
require descriptive literature and/or samples for evaluation. All samples must be provided within three (3) days of
request and at no cost to the City. The City shall return all samples.
The determination as to whether any alternate product is, or is not, equal shall be made by the City and such
determination shall be final and binding upon all bidders.
The successful vendor shall not be allowed to make unauthorized substitutions after award is made.
All uniforms and accessories shall be new and unused.
The items listed in section 8, Price List, are a sample of uniform items typically ordered. The City’s purchases will
not be limited to this list.
2.2 Order Authorization Process
No “minimum orders” are permitted. Proposals indicating a minimum order requirement shall be rejected.
2.2.1 Police Department: The Administrative Sergeant currently manages the police uniform
authorization process. Orders shall be placed individually by City officers and shall be authorized by a City
of Santa Cruz Police Department Uniform Authorization Form. A sample of this form shall be provided to
the successful vendor. If an officer wants to purchase anything not listed on the Authorization Form, they
may do so at their own expense.
2.2.2 Fire Department: The Fire Captain currently manages the fire uniform authorization process.
Individual orders shall be called into the Vendor.
2.3 Fittings
The vendor shall either 1) have the ability to provide individual fittings at their place of business located within forty
miles of the City of Santa Cruz or, 2) shall send an experienced representative to City Hall as needed for
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measurement of personnel. The Contractor shall measure each individual and provide a set of uniforms
specifically for that individual, providing the proper size, adequate fit and mark each garment and accessory to
assure ready identification.
2.4 Initial Order Tailoring
The City shall pay for general tailoring to ensure individual fit and an appearance that conforms to the specifications
detailed in the City’s policies, Attachments A and B. Charges for custom tailoring shall not be paid by the City but
shall be the responsibility of the individual officer. Custom tailoring is defined as any modifications that are not
specifically required in the City’s policies, Attachments A and B (i.e. a zipper in a police uniform shirt).
2.5 Police Officer Requested Substitutions
Items not listed on the City of Santa Cruz Police Department Uniform Authorization Form may be purchased at the
officer’s request. Any items purchased that exceed the dollar amount of the authorization form are the
responsibility of the requesting officer and are not to be billed to the City.
2.6 Other Alterations and Repairs
After the initial purchase of uniforms and other clothing items, alterations or repairs may be required. The
successful vendor shall provide alteration and repair services to uniforms throughout the duration of the contract
as described in the vendor’s proposal.
2.7 Adequate Stock
The vendor shall maintain adequate stock of uniforms, accessories and miscellaneous equipment to accommodate
City’s needs throughout the length of the contract. Failure to maintain adequate stock may be deemed a breach of
contract and may result in termination of the contract.
2.7.1 Alternative Sources: Orders for items covered in this contract shall be placed with the successful
vendor. In the event the vendor is unable to supply the item(s) when needed, the City reserves the right to
order the item(s) from any source offering the lowest price and the needed availability. Any such items
shall be ordered from the vendor the next time they are required. Recurring instances of stock-out may be
cause for contract cancellation.
2.8 Delivery
The City shall not pay any delivery charges.
2.9 Warranty
The successful vendor shall guarantee the clothing, accessories and equipment against defective workmanship and
materials as described in the vendor’s proposal. Should any failure occur within the guarantee period, the
successful vendor shall replace or repair, without cost to the City, any clothing, accessories, or equipment that is
defective.
2.10 Return Policy
The successful vendor shall accept the return of unused items as described in the vendor’s proposal.
2.11 Subcontractors
Work shall not be subcontracted without prior approval of the City. If at any time, the City determines any
subcontractor is incompetent or undesirable, the successful vendor shall be notified and shall take immediate steps
for cancellation of the subcontract.
2.12 Exclusions
Excluded from this specification are all items purchased separately on other City contracts; including, but not limited
to, protective clothing and safety equipment. The City also reserves the right to contract separately any item or items
where it is determined by the Purchasing Manager that:
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1. A substantial savings in cost shall result due to a large quantity purchase, or
2. The commodity is not appropriately classified under this specification.
SECTION 3: PROCESS INSTRUCTIONS
3.1 RFP Schedule
The City shall make every effort to adhere to the following schedule:
Action
1. Issue RFP
DATE
07/13/10
2. Acknowledgement of Receipt Form due
07/26/10
3. Proposal due date
08/03/10
4. Proposal evaluation period
08/04/10 – 08/23/10
5. Notice of intent to award
08/24/10
3.2 Format and Content
Vendors are invited to submit proposals to supply uniforms and accessories to the City of Santa Cruz. Proposals
should include answers to all the questions (in the order presented) in the RFP Questionnaire, Section 7, and a
complete price list (in the order listed) detailed in Section 8.
Vendors shall deliver one original of the complete proposal and five copies before the due date. The City prefers for
proposals to be printed on recycled paper and bound in an easily recyclable format. The City shall not be liable for
any expenses incurred by participants responding to this solicitation.
Proposals should be organized as follows:
1.
RFP Cover Page, Section 6: Shall contain vendor’s contact information; firm name, address, phone
number, fax number, primary contact name and title, and primary contact’s email address. Shall also contain
authorized signature acceptance to City’s terms and conditions as stated in this solicitation.
2.
Vendor Response to RFP Questionnaire, Section 7: Responses should be numbered to match
questionnaire and shall be complete and unequivocal in nature. The total RFP Questionnaire response
should not exceed 15 pages.
3.
Price List, Section 8: Provide pricing for all uniforms and accessories as listed in section 8. Pricing shall be
all inclusive and no additional charges for, including but not limited to, delivery, transportation, boxing,
packaging, crating or returnable containers shall be paid by the City unless separately stated in the price
list. All sales, use, excise or similar taxes to be paid by the City shall not be included in the price list and
shall be itemized separately on future invoices.
The items listed in section 8 are a sample of uniform items typically ordered. The City’s purchases will not
be limited to this list.
4.
Optional Appendices or Exhibits: If applicable, vendors must submit a copy of any sales and/or service
agreement that the vendor shall require during the execution of any contract resulting from this
solicitation. Any agreements terms that contradict the City’s terms and conditions, or contain provisions
that are determined not to be in the best interest of the City may disqualify the vendor.
Vendor may also include sample reports, peer review reports, letters of recommendation, or other exhibits
that shall assist the City in favorably evaluating the firm. Do not include promotional materials.
3.3 Non-Response to RFP
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In the event your company decides not to submit a proposal, please return the Acknowledgement of Receipt Form,
Section 5. It would be helpful if you indicated why your business did not wish to submit a proposal. Failure to
respond to this RFP may result in the removal of your business from future bid lists.
3.4 Acceptance of Specifications and Terms
Submission of a proposal indicates acceptance by the vendor of the conditions contained in this Request For
Proposals, unless clearly and specifically noted in the proposal submitted.
3.5 RFP Addenda
The City may determine that it is necessary or advisable to revise any part of this solicitation. If revisions are made,
it shall be provided in the form of a written addendum emailed to all vendors who submitted the Acknowledgement
of Receipt Form, Section 5, showing intent to submit a proposal. However, E-mail notifications of addenda sent to
known potential vendors are a convenience only.
It is each vendor’s responsibility to understand and comply with any addenda to this solicitation. Addenda may be
posted on the City’s website, www.cityofsantacruz.com, under Bidding Information or vendors may contact
Malissa Kaping, Buyer II, at phone: 831/420-5083, fax: 831/420-5312, or email: [email protected] to
determine whether addenda have been issued.
3.6 Collusive or Sham Proposals
No person, firm, or corporation shall make or file or be interested in more than one proposal for the same work,
except so far as alternate proposals may be called for. Nor shall any person, firm, or corporation submit a collusive
or sham proposal, per se, directly or indirectly, to induce any other firm to submit such a proposal, or to refrain from
responding, or seek in any way to fix the price, or any portion of the proposed price, in order to secure an advantage
against the owner or any person interested in a proposed contract. However, a person, firm, or corporation
submitting a sub-proposal to a vendor or quoting prices on materials for a vendor, is not hereby disqualified from
submitting sub-proposals or quoting prices to other vendors.
3.7 Subcontracting
Should any vendor submitting a proposal consider subcontracting portions of the engagement, that fact shall be
clearly identified in the proposal along with the name of the proposed subcontracting vendor(s).
3.8 Selection Procedure
The selection of the vendor for this contract shall be based on the best value to the City and shall include an
evaluation of the overall price, vendor's qualifications, and the vendor's ability to provide police uniforms and
accessories according to the needs of the City.
RFP responses shall be reviewed, evaluated, and ranked by an evaluation committee composed of City staff. The
evaluation committee shall open and review the proposals in confidence. All information and proposals shall be
available to the public after contract award. The proposals shall be evaluated and ranked in accordance with the
evaluation criteria described below.
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Criteria
1. Pricing
2. Vendor's Qualifications and Experience
3. Vendor’s Execution of Contract
Weight
40%
30%
30%
Discussions may be conducted with the most qualified vendors for the purpose of clarification to assure full
understanding of, and conformance to, the solicitation requirements. Revisions may be permitted after submissions,
and prior to award, for the purpose of obtaining best and final offers. The committee shall rank the semi-finalists
and shall be responsible for negotiating a vendor contract with the highest ranked respondent. If no agreement can be
reached, negotiations may begin with the next ranked respondent.
3.9 Proposal Evaluation Criteria Definitions
1.
Pricing (40%), Section 8
The total cost of the contract shall affect 40% of the overall evaluation. Pricing shall be all inclusive and
no additional charges for, including but not limited to, delivery, transportation, boxing, packaging, crating
or returnable containers shall be paid by the City unless separately stated in the price list. All sales, use,
excise or similar taxes to be paid by the City shall not be included in the price list and shall be itemized
separately on future invoices.
The items listed in section 8 are a sample of uniform items typically ordered. The City’s purchases will not
be limited to this list.
2.
Vendor’s Qualifications and Experience (30%), RFP Questionnaire, Section 7, [Questions 1 - 7]
Vendor’s history, staffing levels, inventory, available equipment, and experience with similar contracts
shall be evaluated within this criterion.
3.
Vendor’s Execution of Contract (30%), RFP Questionnaire, Section 7, Questions [8 – 24]
Proposals shall be evaluated for the vendor’s ability to provide police uniforms and accessories to the City
as desired; this includes an analysis of hours open, turn-around times, available services, quality
guarantees, and environmental conservation and sustainable living policies.
3.10 Contract Implementation
The contract resulting from this solicitation is tentatively scheduled to begin September 2010. Upon award
notification and prior to final contract approval, the successful proposer shall be required to submit:
1. Proof of insurance as specified in Section 4.1, of this solicitation;
2. A completed W9 form if not already on file with the City;
3. Proof of a current City of Santa Cruz business tax certificate, if applicable; and
4. A complete price list describing each type of uniform item available and prices. Prices must be consistent with
those quoted in section 8, Price List, and will not change during the contract term.
The finalized contract shall include the Specifications as listed in Section 2, the Terms and Conditions as listed in
Section 4, the Vendor’s response to Section 6 (RFP Cover Page), the Vendor’s response to Section 7 (RFP
Questionnaire), the Price List as described in Section 8, and any negotiated modifications agreed to by the parties.
3.11 Public Record
Proposals received shall become the property of the City. All proposals and any subsequent contracts shall be subject
to public disclosure per the “California Public Records Act,” California Government Code, sections 6250 – 6270,
once the City has awarded the contract resulting from this solicitation.
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SECTION 4: TERMS AND CONDITIONS
4.1 Insurance
The successful vendor only shall be required to submit a certificate of insurance (before commencement of work), if
the successful vendor shall make deliveries using a private company vehicle.
1. Without limiting the foregoing in any way, vendor shall carry standard form Commercial Automobile Liability
Insurance acceptable to the City in an amount not less than One Million Dollars per occurrence combined single
limit Bodily Injury and Property Damage coverage.
2. For all insurance provided above, policies shall provide that the same cannot be canceled except upon thirty
days' written notice to City.
3. Insurance provided above shall name the City of Santa Cruz, its officers, agents and employees as an additional
insured and shall include cross liability in favor of the City, its officers, agents and employees.
4. A certificate of insurance shall be furnished to the City as evidence of the above coverages and conditions prior
to the commencement of work. Any statements that relieve the insurance company from liability if notice of
cancellation is not sent are not acceptable.
6. Vendor agrees to provide City at or before the effective date of this contract with a certificate of insurance of the
coverage required. The certificate shall be sent to City of Santa Cruz Risk & Safety Management, 809 Center St
Rm 7, Santa Cruz, California, 95060.
4.2 Indemnification
Proposer agrees to indemnify, defend, and hold harmless the City, its officers, agents and employees, from and
against any and all claims, demands, actions, damages, or judgments, including associated costs of investigation
and defense arising in any manner from proposer’s negligence, recklessness, or willful misconduct in the
performance of this agreement.
4.3 Liquidated Damages
The parties agree that in litigation or arbitration resulting from either party’s breach, the amount of loss would be
extremely difficult or impracticable to prove. Accordingly, the parties wish to make a commercially reasonable
estimate of the damages they would incur in the event of a breach by the other party and to establish that estimate as
liquidated damages. In the event of a breach by the seller, the buyer shall recover as liquidated damages and as the
buyer’s exclusive remedy for the seller’s breach, the amount of $50.00 per day for failure to deliver or perform
within the specified time limit.
4.4 Assignment
The vendor shall under no circumstances assign the agreement without the written permission of the City of Santa
Cruz.
4.5 Safety
Vendor shall conform to the rules and regulations pertaining to safety established by the California Division of
Industrial Safety. Furnished equipment, materials, and services shall comply with all OSHA standards and
regulations, and all applicable governmental laws and orders. Vendor shall provide proof of compliance, if requested
by the City.
4.6 Government Regulations
Vendor shall comply with all federal, state, and local regulations/ licenses/ permits related to providing police
uniforms and accessories.
Upon notice of intent to award contract, Vendor shall provide proof of a current City of Santa Cruz business tax
certificate if:
1. Vendor is located in the City of Santa Cruz;
2. Shall physical work in the City of Santa Cruz; or
3. Shall use company vehicles to deliver within the City of Santa Cruz.
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For additional information and licensing requirements, please call the Revenue and Taxation division at
831/420-5070.
4.7 Competitive Quotes
The City reserves the right to obtain competitive quotes for contract items. The successful vendor may offer to
match any lower price. If the successful vendor is not consistently the low bidder for contract items, the City
reserves the right to terminate the contract.
4.8 Term of Contract
The term of the contract shall commence upon full execution of contract and continue for a period of one year, plus
any renewals agreed to by the parties.
4.9 Contract Renewal
At the option of the City, this contract may be renewed annually under the same contractual terms and conditions
and at the same price or price basis. On each anniversary date, the City may consider Vendor requested price
increases. Increases may not exceed the previous 12 month change in the San Francisco-Oakland-San Jose
Consumer Price Index (all items, not seasonally adjusted, for all urban consumers) or percentage increases in
vendor's published prices, whichever is lower. In all cases, the City may cancel the contract if a requested price
increase is not acceptable.
4.10 Termination of Contract
City shall have the right to terminate this contract at any time upon giving ten days written notice to vendor. If the
City terminates the contract, all finished or unfinished work prepared by vendor under this contract may, at the
option of the City, become the City's property and vendor may be entitled to receive just and equitable compensation
for any satisfactory work.
Termination of the contract pursuant to this paragraph may not relieve the vendor of any liability to City for
damages sustained by City because of any breach of contract by vendor, and City may withhold any payments to
vendor for the purpose of set-off until such time as the exact amount of damages due City from vendor is
determined.
4.11 Receiving Inspection
Uniforms and accessories may be tested and inspected to confirm compliance with all specifications. If, upon
inspection for conformance to the requirements of this specification, deficiencies are detected, the uniform or
accessory shall be rejected and the vendor shall be required to make the necessary adjustments or replacements at
vendor's expense. If the uniform or accessory is rejected, it may be the vendor's responsibility to pick up the uniform
or accessory, make the necessary corrections and re-deliver for inspection and acceptance. Payment and/or the
commencement of a discount period (if applicable) shall not be made until the defects are corrected and the uniform
or accessory reinspected and accepted.
4.12 Acceptance
Uniforms and accessories may not be accepted until all deficiencies detected during initial and subsequent
inspections are corrected.
4.13 Payment
The City issues payment to the Vendor approximately thirty days after receipt of the commodity (merchandise
and/or service) and the correct original invoice, whichever arrives last; the net payment period and cash discount
period shall extend to the date that the invoices are paid. Invoices are processed for payment once every two weeks.
It is understood and agreed that no additional charge shall accrue against the City if the City does not make payment
within any time specified by the vendor.
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All invoices must contain the proper pricing as specified by the offeror in the proposal response. In addition, all
invoices must include the appropriate purchase order number. Invoices not including the proper purchase order
number may experience delayed payment.
The City reserves the right to audit contractor’s records when deemed necessary to verify correct pricing. Should the
Vendor become delinquent with any fees, assessments or charges due to the City, the City shall reduce any
amount owed to the seller by the delinquent amount owed to the City.
Purchase orders shall be issued for the expected need of the full term of the contract or shall be issued on an "as
needed" basis when the order is made. However purchase orders are required for all items purchased. Issuing
purchase orders on an "as needed" basis in no way nullifies the pricing agreement as set forth for the term specified.
4.14 Usage Report
Upon request, the successful vendor must provide a report of items purchased by the City for the previous six
months. This report shall be in order of most frequently ordered items to the least frequently ordered items. The
following information must be included in the report: product description, total quantity ordered for the period, and
total amount spent on the item for the period.
4.15 Optional Piggyback Provision
Vendors are requested to indicate on the RFP Cover Page, Section 6, if they are willing to extend the pricing, terms
and conditions of their proposal to other government agencies, if the Vendor is awarded the contract. If the
successful Vendor agrees to this provision, participating agencies may enter into a contract with the successful
Vendor for the purchase of the same services based on the terms, conditions, and prices, offered by the successful
Vendor to the City of Santa Cruz for this bid. Minor changes in terms and conditions may be negotiated by
participating agencies and the successful Vendor. This offer shall be made available to participating agencies for up
to six months following the award of this contract by the City of Santa Cruz to the successful Vendor.
4.16 Environmental Conservation and Sustainable Living
The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living. This
includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean Ocean
Business Program, and General Plan goals which define greenhouse gas reduction objectives to reduce
community-wide greenhouse gas emissions 30 percent by 2020 and 80 percent by 2050 (compared to 1990
levels). Vendors are encouraged to include in their proposal information regarding any existing environmental
conservation goals or guidelines, Green Business certifications, existing alternative fuel service vehicles, superior
employee benefit policies, or other applicable policies.
4.17 Civil Rights Compliance/Equal Opportunity Assurance
Every vendor of materials and services and all vendors doing business with the City of Santa Cruz shall be in
compliance with the applicable provisions of the Americans with Disabilities Act of 1990, and shall be an equal
opportunity employer as defined by Title VII of the Civil Rights Act of 1964 and including the California Fair
Employment and Housing Act of 1980. As such, vendor shall not discriminate against any person on the basis of
race, religious creed, color, national origin, ancestry, disability, medical condition, marital status, age, or sex with
respect to hiring, application for employment, tenure or terms and conditions of employment. In addition, the City of
Santa Cruz, as defined in Resolution NS-20,137 and Ordinance 92-11, further prohibits discrimination on the basis
of sexual orientation, height, weight and physical characteristics. Vendors agree to abide by all of the foregoing
statutes, regulations, ordinances and resolutions.
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4.18 MacBride Principles and the Peace Charter
The City Council of the City of Santa Cruz approved Resolution No. NS-19,378 on the 24th day of July 1990,
endorsing the MacBride Principles and Peace Charter and encourages all companies doing business in Northern
Ireland to abide by the MacBride Principles and Peace Charter.
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SECTION 5: ACKNOWLEDGEMENT OF RECEIPT FORM
1. Acknowledgement of Receipt
This Acknowledgement of Receipt Form shall be signed and delivered to the Buyer, Malissa Kaping, no later
than 5 p.m. on Monday, July 26, 2010. Fax form to 831-420-5312 or email form to
[email protected].
The purpose of this form is to notify the City of vendors interested in submitting a proposal and confirming
receipt of all necessary information. Vendors who elect to return this form with the indicated intention of
submitting a proposal shall receive copies of the City’s response to questions and RFP addenda, if any are
issued. However, E-mail notifications sent to known potential vendors are a convenience only.
It is each vendor’s responsibility to understand and comply with any addenda to this solicitation. Addenda
may be posted on the City’s website, www.cityofsantacruz.com, under Bidding Information or vendors may
contact Malissa Kaping, Buyer II, at phone: 831/420-5083, fax: 831/420-5312, or email:
[email protected] to determine whether addenda have been issued.
In acknowledgement of receipt of this Request for Proposals the undersigned agrees that s/he has received a
complete copy; beginning with page 1 and ending with page 65.
This vendor
does
does not (check one)
intend to submit a proposal for Uniform Purchases.
If not, please provide reason (to assist City in planning future solicitations): ___________________________
_______________________________________________________________________________________
Vendor Name: ___________________________________________________________________________
Address:
Telephone Number:
Fax Number:
E-mail address:
Signature of Authorized Representative:
Printed Name of Authorized Representative:
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SECTION 6: RFP COVER PAGE
1. Due date and content
Proposals are due by Tuesday, August 3, 2010. All proposals shall be delivered to the Purchasing Division at
809 Center St, Rm 101, Santa Cruz, California, 95060 before 11:00 a.m. on that date.
Vendors shall deliver one original of the complete proposal and five copies before the due date. The City prefers
for proposals to be printed on recycled paper and bound in an easily recyclable format. The City shall not be
liable for any expenses incurred by participants responding to this solicitation.
See RFP section 3.2, Format and Content, for details regarding organization and content of proposals
2. Proposal Response Sheet
The undersigned, upon acceptance, agrees to furnish the following in accordance with terms and conditions as
per City of Santa Cruz "Request for Proposals for Uniform Purchases" dated July 2010.
Name of your organization:
Address:
Telephone Number:
Fax Number:
E-mail address:
Signature of Authorized Representative:
Printed Name of Authorized Representative:
3. If vendor is awarded contract, shall vendor extend contract terms and pricing to other government agencies?
Yes
No
4. Addenda
How many addenda were issued for this solicitation? ________
It is each vendor’s responsibility to understand and comply with any addenda to this solicitation. Addenda
may be posted on the City’s website, www.cityofsantacruz.com, under Bidding Information or vendors may
contact Malissa Kaping, Buyer II, at phone: 831/420-5083, fax: 831/420-5312, or email:
[email protected] to determine whether addenda have been issued.
_____________________________________
_______________________________________________
___________________________________________
July 2010
Page 12 of 65
City of Santa Cruz
______________________________________________
______________________________________________
_________________________________________________
SECTION 7: RFP QUESTIONNAIRE
Answer all of the following questions. Any omission may be cause for rejection of proposal. Answers should be
complete and in the order presented; generally, a simple “yes” or “no” answer is not adequate.
Qualifications and Experience
Business History
1. Describe your company’s history; be sure to include founding date (month and year), brief history of
business, facility/office location(s), and key products/services offered.
Current Employees
2. Describe current personnel; be sure to include total number of employees (full-time and part-time), brief job
descriptions (with number of employees per job description), and typical daily staffing levels at closest
facility/office.
Adequate Stock
3. Describe warehouse size and typical inventory. Include information regarding availability of non-standard
items, such as women-fit uniforms, tall sizes, petite sizes.
4. What percentage of City purchases shall be considered “in-stock?”
Available Equipment
5. Describe any specialized equipment to be used in providing police uniforms and accessories to the City.
Experience
6. Describe experience doing similar work for other public agencies.
7. Provide a list (a minimum) of three references that have purchased similar items/services from your business
during the last year. Provide company or agency name, contact name, and phone number for each
reference.
Execution of Contract
Accessibility
8. What are your normal business hours? Provide details regarding hours available for initial fittings,
alteration measures, and repairs.
9. What services can be provided during a “while-you-wait” visit?
10. What is a typical wait time for a “while-you-wait” visit?
Turn-around times
11. What is the typical turn-around time for an initial order of an in-stock uniform?
12. What is the typical turn-around time for an initial order of a custom item?
13. What is the typical turn-around time for alterations or repairs of existing uniforms?
14. Describe back-order process; how quickly shall the City be notified of back-ordered items and what is a
typical expected delivery time?
Delivery
_____________________________________
_______________________________________________
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July 2010
Page 13 of 65
City of Santa Cruz
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______________________________________________
_________________________________________________
15. Will deliveries be made by private company vehicle or via common carrier?
16. Do you provide “Overnight” or “Next Day” delivery? How much is an additional charge for “Overnight”
or “Next Day” delivery?
Available services
17. Describe fitting, tailoring, alteration, embroidery, or other services available. Include information regarding
any areas of expertise.
18. As stated in section 2.2, Orders, and section 2.5, Police Officer Requested Substitutions, personnel may
order products and custom tailoring at their own expense. Provide a list of typical custom tailoring
available and the associated price.
Quality Guarantees
19. What warranty shall be given to the City regarding defective items? Include a specific warranty period.
20. Describe any established “proactive” quality control procedures.
21. Describe your return policy.
Emergency Uniforms
22. Will you provide emergency garments on a temporary basis, if required (for example, a new hire is
waiting for a new uniform in a special size not in stock)? What would be the cost to supply emergency
uniforms?
Subcontracting
23. Will you subcontract portions of the work? If yes, indicate the name of the subcontractor(s) and the portion
of the work that shall be subcontracted in each case.
Environmental Conservation and Sustainable Living
24. Provide information regarding any existing environmental conservation goals or guidelines, Green
Business certifications, existing alternative fuel service vehicles, superior employee benefit policies, or
other applicable policies.
_____________________________________
_______________________________________________
___________________________________________
July 2010
Page 14 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
SECTION 8: PRICE LIST
Provide pricing for all uniforms and accessories as listed in section 8. Pricing shall be all inclusive and no additional charges for, including but not limited to,
delivery, transportation, boxing, packaging, crating or returnable containers shall be paid by the City unless separately stated in the price list. All sales, use, excise
or similar taxes to be paid by the City shall not be included in the price list and shall be itemized separately on future invoices.
The items listed in section 8 are a sample of uniform items typically ordered. The City’s purchases will not be limited to this list.
Description
Color
Current Manufacturer,
Item #
Annual
Estimated
Quantity
1.
Shirt: Wool long-sleeve
Navy
Flying Cross, #20W9586
32
2.
Shirt: Wool short-sleeve
Navy
Flying Cross, #70R9586
42
3.
Shirt: Poly / Lycra long-sleeve
Navy
2
4.
Shirt: Poly / Lycra shortsleeve
Navy
1
5.
Shirt: 65/35 Poly/Rayon
Deluxe Tropical long sleeve
Light Blue
4
6.
Shirt: 65/35 Poly/Rayon
Deluxe Tropical short sleeve
Light Blue
1
7.
Shirt: Fx W/W, long-sleeve
Tan
Blauer, #8450
4
8.
Shirt: Fx W/W, short-sleeve
Tan
Blauer, #8460
4
Unit Price
Extended
Price
Manufacturer Offered
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 15 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
9.
Shirt: 10.5 oz. bicomponent
Short Sleeve Knit Shirt
Black
Blauer, #8130
1
10.
Shirt: Pique Polo
Navy
Blauer, #8134X
2
11.
Shirt: Pique Polo
White
Blauer, #8134X
2
12.
Shirt: Dutymax Nanodry, 65%
polyester / 35% rayon
White
Elbeco, #540
2
13.
Shirt: 65% polyester / 35%
cotton, Stretch twill weave
with Nano-Tex Resists Spills
technology
Dark Navy
Elbeco, #G974
4
14.
Shirt: 4.5 oz Nomex IIIA
long- Sleeve Fire Chief Shirt
Midnight
Navy
Workrite, #705NX45
10
15.
Shirt: 4.5 oz Nomex IIIA long
Sleeve Fire Officer Shirt
Midnight
Navy
Workrite, #725NX45
2
16.
Shirt: 4.5 oz Nomex IIIA
short- Sleeve Fire Chief Shirt
Midnight
Navy
Workrite, #700NX45
12
17.
Shirt: TDU Shirt - Long
Sleeve, Ripstop
Black
5.11, #72002
1
18.
Sweater: Fleece-Lined VNeck
Black
Blauer, #225
4
19.
Pants: Wool, Serge
Navy
Fechheimer, #32289
34
Unit Price
Extended
Price
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 16 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
20.
Pants: 70% Poly/28% Rayon/
2% Lycra Blend, Deluxe
Tactical
Navy
Fechheimer, #39489
2
21.
Pants: 14.5 oz. serge weave
worsted wool blend with 10%
stretch
Black
Blauer, Class Act 8560
18
22.
Pants: Class A dress trousers
Black
Whaling, #229BL
2
23.
Pants: Motor Breeches w/
stripe
Navy
24.
Pants: Work pants
Khaki
Dickies
1
25.
Pants: Poly/Cotton Blend
Street Gear Trousers, cargo
pocket pant
Green
Blauer, #8810
4
26.
Pants: Poly/Cotton Blend
Street Gear Trousers, cargo
pocket pant
Black
Blauer, #8810
4
27.
Pants: 7.5 oz Nomex IIIA
Full-Cut Industrial
Midnight
Navy
Workrite, 402NX75
24
28.
Pants: GTX Gore-Tex Shell
Rain Pants
Black
Blauer, #9134
4
29.
Pants: 65/35 Poly/ Cotton RipStop BDU's
Black
Flying Cross,
#UD4000NV
1
Unit Price
Extended
Price
1
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 17 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
30.
Pants: Tactical Duty Uniform
Ripstop Pant
Black
5.11, #74003
1
31.
Pants, Bicycle: Alitta High
Impact Pants
Black
Fechheimer, #A340NV
1
32.
Pants, Bicycle: Alitta High
Impact Shorts
Black
Fechheimer, #A140NV
1
33.
Pants: Walking shorts
5.11
2
34.
Shoes: Mens 6” Plain Toe
Postal Approved Chukkas
Black
Rocky, #5005
4
35.
Shoes: military low quarter
with soft full grain leather
shineable
Black
Florsheim, #F910
2
36.
Boots: 5.11 8" Side Zip
Atac, #12001
2
37.
Boots: Men's 9” Stealth
SWAT Military
Black
Converse, #8875
2
38.
Boots: 8" Leather/ Cordura
Plain Toe
Black
Rocky, #2080
2
39.
Boots: Mens 10” Side Zip
Leather Combat
Black
Rocky, #2090
2
40.
Boots: Mens GX-8 Side Zip
GORE-TEX Slip Resistant
Assault
Black
Bates, #2268
8
Unit Price
Extended
Price
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 18 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
41.
Boots: Mens Classic 9” Side
Zip Combat
Black
Original Swat, #1152
6
42.
Boots: Original Mens SWAT
Air MT Tactical Waterproof
Black
Original Swat, #1234
2
43.
Boots: Warrior Wear Black
Ops
Black
Blackhawk
8
44.
Boots: Acadia Mens/ Womens
Uninsulated Uniform Boots
Black
Danner, #21210
2
45.
Boots: Mens Patrol 6” GORETEX Uninsulated Tactical
Black
Danner, #25200
2
46.
Boots: Telson GTX Uniform
Boots
Black
Danner, #43150
2
47.
Boots: 8” polishable leather
Black
Chippewa, #27422
2
48.
Boots: The Easy EscapeSlip-On Leather Boots
(steeltoe)
Black
Redback, #USBBK
2
49.
Boots: Rescue Boot, Full
Grain, Steel Toe
Black
Redback, #USFBF
2
50.
Boots: OSHA 9" Oblique Toe
Fire Boot, Vibram Lug
Outsole
Black
All American Boot Mfg,
#401
2
51.
Socks: 6”
Black
5.11 Level 1, #59047
12
52.
Socks: 9”
Black
5.11 Level 1, #59048
2
Unit Price
Extended
Price
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 19 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
53.
Belt: 1-3/4” Garrison
Blk BW
Boston, #6505-3
2
54.
Velcro pant belt
55.
Under Belt
Bianchi,
2
56.
Belt: 1-1/2" Off Duty Leather
Belt
Boston Leather, #6582
2
57.
Belt: Nylon 2-1/4" Duty Belt
w/ Buckle
Dutyman, #750
6
58.
Belt Keeper: Leather 3/4” w/
snap closure
Chrome
Aetco
20
59.
Gloves: Patrolman with
Sheepskin
Black
Hatch, #MW988S
10
60.
Gloves: SP100 Defender II
Gloves with Steel Shot
Black
Hatch, #SP100
40 pairs
61.
Gloves: 5.11 Patrol Glove
Black
Centurion, #59307
2 pair
62.
Gloves: Classic Neoprene
gloves (PULSE SERIES)
Black
Damascus, DNSIII-E
2 pair
63.
Tie
Black
Samuel Broome
2
64.
Jacket, Bike: Waterproof
patrol jacket
Black
Mocean, #6059A
2
65.
Jacket: Nylon 3-season jacket
with fleece lining
Navy/
Gray
Tri-Mountain, 8800
Mountaineer
26
Unit Price
Extended
Price
2
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 20 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
66.
Jacket: 3-Season Jacket w/
B.DRY Fabric
Navy
Blauer, #6120
6
67.
Jacket: Featherweight
Reversible w/ GORE-TEX
Blauer, #9691
8
68.
Jacket Hood: for Blauer,
#9691
69.
Jacket: Emergency Response
Unit Price
Extended
Price
8
Black
Blauer, 9845Z
4
Fechheimer
2
Jacket w/ Crosstech Fabric
70.
Jacket: Zip Front Ike Dress
Coat, 14-14½ oz, 55/45
Polyester/Wool
71.
Jacket: Class A 32" double
breasted dress coat
Black
Whaling, #226BL
2
72.
Dress Hat: Military A/F, black
braid frame, black high gloss
visor, silver expansion strap
White
Caplite
Bayly Inc, #09WB3C2
2
73.
Flexfit woolblend baseball cap
Navy
Richardson, #585
50
74.
Baton Ring: Single Snap
Police
Safariland, #67S
2
75.
Handcuff case: Top Flap
Double Handcuff Pouch w/
gold
Safariland, #290
4
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 21 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
76.
Holster: Level II Retention
Duty Holster, Mid-Ride
Safariland, #6280
2
77.
Sepra Holster
Blackhawk
2
78.
Lieutenant Bars, Large
Gold
Blackinton, #A5614
8
79.
Lieutenant Bars, Small
Gold
Blackinton, #A5573
2
80.
1” star insignia
Gold
Blackinton, #A5211-A
20
81.
I-3 Service Stars
Silver
82.
Sergeant Chevron
Gold
Blackinton, #A3782
59
83.
Fire Patch: 4" X 11"
Paramedic Patch
Navy
Premier, #E1731
8
84.
Fire Badge: Chief Officers
Karatclad
Blackinton, #B741R
1
85.
Fire Badge: All other ranks
Nickel
Blackinton, #B741
1
86.
Fire Badge: Parallel double
horn, 15/16”
Silver
Blackinton, #A3614
8
87.
Fire Badge: Single horn cutout hat piece
Silver
Blackinton, #A2909-2
2
88.
Hash Marks
162
89.
Sew on patch
6
90.
Remove patch
14
Unit Price
Extended
Price
4
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 22 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Description
Color
Item #
Annual
Estimated
Quantity
91.
Sew on star
2
92.
Embroider number in star
2
93.
Embroider badge number
6
94.
Tack on reflective tape
2
95.
Darts
4
96.
Take in sleeves, short-sleeve shirt
6
97.
Take in sleeves, long-sleeve shirt
4
98.
Taper shirt
16
99.
Take in sides & sleeves, short-sleeve shirt
12
100.
Take in sides & sleeves, long-sleeve shirt
12
101.
Shorten sleeve, short-sleeve shirt
4
102.
Shorten sleeve, long-sleeve shirt
1
103.
Shorten shirt, long-sleeve shirt
4
104.
Take in/out waist
4
105.
Shorten crotch 1”
4
106.
Zipper in shirt
8
107.
Oversize charges
1
Unit Price
Extended
Price
TOTAL:
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 23 of 65
City of Santa Cruz
_________________________________________________
______________________________________________
______________________________________________
Hourly rate for other alterations and repairs: _____________________________________________________________________________________________
Other standard charges not listed above: ________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________
_____________________________________ _______________________________________________
___________________________________________
July 2010
Page 24 of 65
City of Santa Cruz
Attachment A
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Request For Proposals for Uniform Purchases, July 2010
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_________________________________Request For Proposals for Uniform Purchases, July 2010
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NOTICE INVITING SEALED PROPOSALS FOR

Transcription

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