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Page No. 2 POLICE UNIFORM BID REQUIREMENTS 1. Bid Requirements Bids not conforming with the following requirements may be rejected. (a) (b) (c) (d) (e) Bids must be made on the blank bid form provided. Bids must be complete and specific. All documents and bid forms required by the specifications shall be submitted in the original bid. Bids will be free of alterations and erasures. Bids will be properly signed by the bidder or by a legally authorized officer or agent of the bidder and notarized. The sealed envelope must be addressed to: City of Vestavia Hills Office of the City Clerk 1032 Montgomery Highway Vestavia Hills AL 35216 (f) (g) (h) (i) (j) (k) The bid will be enclosed in a sealed envelope marked SEALED BID --- Police Uniform. The buyer will not be responsible for bids opened in error, which are incorrectly or inadequately marked. Bid must include all delivery fees, installation costs, etc. All name brands listed in the bid specifications can be changed to an approved equivalent. The approved equivalent must be listed on the bid returned to the City of Vestavia Hills by September 29, 2017 at 10:00 a.m. in a sealed envelope as mentioned above. A certified check or bank draft, payable to the City of Vestavia Hills or a satisfactory Bid Bond executed by the Bidder and an acceptable surety, in an amount equal to five percent (5%) of the Base Contract, but in no event more than $10,000.00, shall be submitted with each Bid on a guaranty that if the proposal is accepted, the Bidder will execute the Contract. The officials of the City reserve the right to accept the bid they deem is in the best interest of the department.
Page No. 3 (l) (m) (n) (o) The City will be the final authority in determining compliance with the specifications. The City reserves the right to reject any or all bids with or without cause. If you have any questions regarding the bid specifications or to get an equivalent approved, please contact Brian Gilham, Captain, at 978-0194. Restriction of Communication - From the issue date of this RFP/Bid until respondents are selected and notified by the City, respondents to this RFP/Bid are not allowed to communicate their proposal or discuss the RFP/Bid with any member of the City Council or City staff, except for submission of questions as instructed herein. If a respondent is found in violation of this provision, the City reserves the right to reject the respondent s submission.
Page No. 4 City of Vestavia Hills Police Department General Conditions 1. Restriction of Communication : From the issue date of this RFP/Bid until respondents are selected and notified by the City, respondents to this RFP/Bid are not allowed to communicate their proposal or discuss the RFP/Bid with any member of the City Council or City staff, except for submission of questions as instructed herein. If a respondent is found in violation of this provision, the City reserves the right to reject the respondent s submission. 2. This contract is for a period of (1) year to begin October 1, 2017 and end September 30, 2018. The decision on selecting the winning bid will take into consideration price, quality of item, service, and past history of vendor performance. The City has the option to extend the contract for (2) additional years based on a review of the prices, services rendered, and merchandise supplied. Any price increase must be submitted in writing to the Chief of Police at least 120 days in advance of the renewal date to allow time for re-bid if deemed necessary by the Chief of Police. 3. Items are to be furnished on an as needed basis during the life of this contract. All items are to be available in both male and female sizes. All items, except those which are tailor made, will be delivered within 30 days. Failure to deliver bid items within 30 days on two or more occasions will result in bid award being cancelled/forfeited. 4. Each item must be quoted or bid will be disqualified. Each bidder must submit samples no more than (5) working days before bid opening to the Chief of Police. No bid will be opened without samples. Any specific brands or styles listed in this bid remain subject to sample review and the final determination on the item being accepted will be made based on that review. Samples from the winning bid will remain in the possession of the Police Department for the duration of the contract. Any alternate bid items must have specifications submitted with the sample. 5. Vendor must have a fully operational business with a seamstress to handle alterations within a thirty-mile radius of the City of Vestavia Hills. 6. All alterations and exchanges of items shall be at the expense of the successful bidder. Alterations or exchanges shall not be handled as a no charge exchange, but shall be credited to the account and reentered as a new order. Attaching of emblems, chevrons, and/or insignia shall be done at the expense of the bidder. 7. Employee may order any item approved by the Chief of Police. The City will issue a purchase card for each employee to be used from November 1 st until May 1 st of each year. It will be the responsibility of the successful bidder to keep accounting records on each individual. The City will be responsible only for the employee s allowance
Page No. 5 and approved items. Any items purchased by the employee will be at no tax and the bid pricing. 8. Successful bidder must furnish the City with a report of current purchases quarterly, and at any other time upon request. A sample report must be included with the bid. 9. There will be a three-part delivery ticket/invoice process for accounting purposes. One copy will be for the employee s records, one copy to be submitted electronically to the police department Admin Clerk, and the third copy to be maintained by the vendor. Samples of all forms to be submitted with bid. 10. The Vestavia Hills Police Department has made every effort to have a uniform appearance. To this purpose only specified items will be accepted. All items are to match the style and color of uniforms currently being worn by the Vestavia Hills Police Department. All duty gear to be basket weave finish. 11. Bidders shall submit (3) references for this evaluation. The references should be from Customers approximately the same size as the Vestavia Hills Police Department. 12. Bidders shall offer a percentage discount on other items on attached form. By signing this bid sheet, the bidder agrees to meet all the conditions and specifications set forth above. 13. Any questions regarding this bid should be directed to: Chief Dan Rary - (205) 978-0140 Bidder: Address: Telephone: Web Address: E-mail Address: Terms:
Page No. 6 Exceptions: **By signing this Contract, Bidder represents and agrees that it is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or doing business with a jurisdiction with which the State of Alabama can enjoy open trade.** Signature: Date: Notarized by:
Page No. 7 Vestavia Hills Police Department Please indicate below the percentage discount from the MSRP for the following items. This discount will apply to all items without a specific bid price. Item % Discount from MSRP Duty Gear Footwear Outerwear/Gloves Flashlights Enforcement Gear Bags/Organizers BIDDER:
VESTAVIA HILLS POLICE DEPT - Uniform Page No. 8 List Name - Invitation to Bid - Police Uniforms Item Quantity Class A Hat - Bayly 971110 1 Class A Hat - Bayly 971112 W/6307 Visor 1 Bid Price Hat Band #8525 1 Ball Cap - 6577CD (sew on patch) 1 Class A L/S - 42W8486Z/142W8486Z - PATCH BOTH ONLY - NO EMBROIDERY Class A Pants - 47780/47780W 1 Class B S/S Shirt - 92R84Z-86/192R84Z-86 w/embroidery 1 Class B L/S Shirt - 42W84Z-86/142W84Z-86 w/embroidery 1 Class B Pants - 47680-86/47680W-86 1 Class "C" Elbeco Polo Shirt K5134 1 Class "C" Pants 1 Vertx Tactical Pants (Cotton) 1 5.11 Tactical Pants (Cotton) 1 5.11 Tactical 5 in 1 Jacket #48017 1 5.11 Patrol Rain Pants #48057 1 5.11 Sabre Jacket #48112 1 Blauer RN78845 Style: 4605 Pull-over 1 Belleville TR960Z Boots 1 Blauer 8119X Mock T-Neck Dickey 1 Fechheimer 52186 Mock T-Neck Dickey 1 Tie 90010/90043/90063 1 Name Plate - J1 RHOD 1 Shoulder Patch 1 Hat Patch 1 Monogram--Name 1 Embroidered Badge 1 All American Boot #905 (Motor Scout Boots) 1 5.11 Motorcycle Breeches #7440 1 Traffic Vest - 339P 1 Armor Skin-8370-Do Not Embroider Until FITTED WITH VEST!! 1 56096-019 MED KIT 1 56026-019 BAIL OUT BAG 1 Total Cost 1
Page No. 9 Class A Service Hat & Ball Cap The Class A Service hat is a Midnight Blue, Air Force style, hat with a Black Bill and Silver style P buttons on the side with a silver cloth hat band for Patrol. The Class A Service hat for Command Staff (Lieutenants and above) is the same style hat but with Oak Leaf Clusters on the Black Bill. Air Force Style Service Hat, Mid Blue Cloth with Black Bill and Silver P Buttons and Silver Cloth Hat Band: Bayly Item #971110, W/#8525 hat band Bid Price: Air Force Style Service Hat, Mid Blue Cloth with Black Bill and Oak Leaf Embroidery and Silver P Buttons and Silver Cloth Hat Band. Bayly Item #971112, W/#6307 Visor and #8525 hat band Bid Price: Ball Cap- 6577CD (or approved equivalent) Bid Price:
Page No. 10 Class A Uniform The following items have been approved pending sample review by the Police Chief as bid items for Class A uniforms. Pants and shirts must be available in Men s and Women s sizes. Pants and shirts must be dark navy in color. Shirt will have Department patch on both shoulders. Sergeants and Corporals will have appropriate insignia (stripes) on both sleeves, silver in color. All shirts will include front zipper. Pants- Fechheimer Brothers Company 47780/47780W (or approved equivalent) Bid Price: Shirt (Long Sleeve)- Flying Cross by Fechheimer, Item 42W8486Z/142W8486Z Patch both/no Embroidery Bid Price: (or approved equivalent)
Page No. 11 Class B Uniform The following items have been approved pending sample review by the Police Chief as bid items for Class B uniforms. Pants and shirts must be available in Men s and Women s sizes. Pants and shirts must be dark navy in color. All shirts prices will include front zipper, embroidered last name on right side, embroidered badge on left side, silver chevrons on both sleeves for sergeants and corporals, and rank insignia on collar for Lieutenants and above. All embroidered lettering will also be silver. Pants- Flying Cross by Fechheimer 47680-86/47680W-86 (or approved equivalent) Bid Price: Shirt (Long Sleeve)- Flying Cross by Fechheimer, Item 42W84Z-86/142W84Z-86 w/embroidery (or approved equivalent) Bid Price: Shirt (Short Sleeve)- Flying Cross by Fechheimer, Item 92R84Z-86/192R84Z-86 w/embroidery (or approved equivalent) Bid Price: Chevrons (Silver, Both Sgt and Cpl) Bid Price
Page No. 12 Class C Uniform Class C uniform polo shirt is to be dark navy in color with the Officer s name embroidered in silver on right chest and the badge embroidered on the left chest. Patrol Officers will have the Department Patch on right shoulder. Sergeants and Corporals will have Department Patch on right shoulder and appropriate insignia (silver stripes) on both shoulders. The following items are approved pending sample review. Shirt: Elbeco UFX Tactical Polo K5134 Bid Price: Pants: Vertx Tactical Pants Bid Price: 511 Tactical Pants Bid Price: Acceptable (pending sample review) bid item:
Page No. 13 ALL WEATHER JACKET(S), PULL-OVER(S) AND PANTS The following items are approved pending sample review. 5.11 Tactical Series 5 in 1 Jacket#48017 Bid Price: 5.11 Patrol Rain Pant # 48057 Bid Price: 5.11 Sabre Jacket #48112 Bid Price: (Admin Only) Blauer RN 78845 Style: 4605 Pull-over Bid Price:
Page No. 14 Boots The following items are approved pending sample review. Belleville TR960Z (or approved equivalent) Bid Price:
Page No. 15 Mock Turtleneck Dickey, Tie & Name Plate The following items are approved pending sample review. Dickey will include the letters VHPD embroidered in silver stitching on neck. Blauer 8119X Mock Turtleneck Dickey Bid Price: Fechheimer 52186 Mock Turtleneck Dickey Bid Price: Tie: 90010/90043/90063 Bid Price: Name Plate JR RHOD Bid Price:
Page No. 16 Department Shoulder and Hat Patch Patch is to have dark navy background with silver outline and letters. Emblem is to be silver and gray as shown. Shoulder Patch Dimensions: 5 inches at widest point and 3 inches center top to bottom. Ball Cap Patch Dimensions: 3 inches at widest point and 2 inches center top to bottom. Bid Price: On Site? Yes No Number of Stitching Patch on Ball Cap- Is to be a replica of Department shoulder patch pictured below with dimensions being 3 inches at widest point and 2 inches center top to bottom. Bid Price: On Site? Yes No Number of Stitching Background- Dark Navy Letters and Boarder- Silver Emblem- Silver and Gray
Page No. 17 Embroidery and Monogram Monogrammed Name- Silver stitching Price: On Site? Yes No Embroidered Badge- Replica of Blackington A2688-X Silver Oxide with black banners, silver stitching, and matching size. Price: On Site? Yes No Number of Stitching
Page No. 18 Motorcycle Boots This bid is for black leather Riding Boots for Motorcycle Officers, these are the traditional calf length boot. They are to be of high quality black leather with a zippered rear seam, leather lined shaft and an oil resistant lug sole and heel. They are to be adjustable at instep and calf. All American Boot Item #905L W/Zipper Bid Price:
Page No. 19 Motorcycle Pants Pants are of the specific style designed for use by Police Motorcycle Officers and are to be Midnight Blue in color. 5.11 Motorcycle Breeches, Item #7440 Bid Price:
Page No. 20 TRAFFIC VEST Color: Hi-Viz yellow with two inch 3M Scotchlite. Breathable and lightweight, equipped with firearm side cut-outs, fully adjustable side closures, Velcro front closure, super lightweight mesh back, two mic tabs on each shoulder, badge tab on left chest area, reflective POLICE center of back. Exceeds ANSI CLASS 2 hi-way safety standards. Sizes small thru 6XL. Bid Price:
Page No. 21 BODY ARMOR SKIN/OUTER CARRIER Armor Skin 8370 (or approved equivalent) Bid Price:
Page No. 22 MED KIT & BAIL OUT BAG Med Kit 56096-019 Bail Out Bag 56026-019 Bid Price: Bid Price: