City of New Rochelle New York

Department of Finance Tel (914) 654-2072 515 North Avenue Fax (914) 654-2344 New Rochelle, NY 10801 Writer's Tel (914) 654-2353 Howard Rattner Commissioner City of New Rochelle New York REQUEST FOR PROPOSAL, Spec. 5009 Supply and Distribution of Work Clothing The City of New Rochelle is soliciting qualified firms or individuals to Supply and Distribute Work Clothing as detailed herein. The approximate annual expenditure is $25,000.00 It is our intent to contract with a vendor who can supply and distribute, via a retail type operation, work clothing as listed herein. This Request for Proposal document includes a listing of clothing that is required for sale. Proposals shall incorporate the pages titled Cost Summary Sheet indicating your price quote for the listed items. The manufacturers indicated are for example and standard, alternate manufacturers are acceptable. Proposals shall clearly detail how and from what location you pan to provide the services required. Proposals shall include and address at least the following items as addressed in the Scope of Services section below. It is the city s intent to contract for a term of one (1) year with an option to renew the agreement for an additional FOUR (4) years in 1-year intervals upon mutual consent. The agreement resulting from the request for proposal shall commence on or about January 6, 2014. PROPOSAL DUE DATE Proposal will be accepted up until 3:00 pm December 19, 2013 in the Purchasing Office, City of New Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and mailed to the attention of Sandi Nunez, CPPB, Purchasing Specialist. SCOPE OF SERVICES The work clothing described herein is to be purchased by City of New Rochelle Department of Public Works staff. Each Staff member shall be allotted an annual apportionment which they can only use to purchase items specified thru this contract. The Department of Public Works staff number approximately 110 persons. All items shall be furnished to employees during normal working hours at a location within 5 miles of the Department of Public Works facility at 224 E. Main Street, New Rochelle or delivered to the aforementioned address unless otherwise specified. This includes items expected to be stocked or ordered. 1

Contractor shall be responsible for tracking of employee purchases by employee number to ensure that billed amount is lower than City allotment for the calendar year. Staff are permitted to purchase ONLY items included herein. The contractor may sell the items listed herein to only those authorized by the Deputy Commissioner of Public Works or his designee. List of valid employee numbers shall be provided to the contractor upon award. Contractor shall be responsible for tracking of employee purchases by employee number to ensure that billed amount is within his/her City allotment for the calendar year. The contractor shall invoice on a monthly basis upon submission of a clearly detailed invoice accompanied by a completed City of New Rochelle Standard Claim Form and a detailed list of items purchased by each employee number along with a copy of the pick-up ticket with employees signature and employee number. Payment will be made monthly throughout the life of this contract for items accordance with the price schedule submitted by the successful bidder. Included herein is a listing of required work clothing which shall be offered. Proposals shall indicate your price for each item and the manufacturer if an alternate is bid. TERMS OF AWARD The City reserves the right to waive any minor deviation in responses received when such waiver is in the best interest of the City, and reserves the right to modify any requirements, terms or conditions as outlined in this request for proposal when such modification(s) is in the best interest of the City. Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder. Proposals will only be accepted from thoroughly competent, experienced and financially qualified firms as determined solely by the City of New Rochelle. Samples: The City of New Rochelle will require submission of samples of each item bid prior to formal award of contract. Samples maybe picked up in the Purchasing Office or shipped back to the vendor at no cost to the City. AWARD CRITERIA The award of a contract for the described services will be made by the City s RFP Evaluation Committee and shall be based on the respondent s qualifications including, but not limited to the following: references, knowledge and interpretation of the City s needs and experience with similar services. Respondents may be required to make a presentation of their qualifications to the committee. QUALIFIATION REQUIREMENTS The following list is the minimum vendor qualification requirements At least 5 years experience providing contracted services At least 3 references for clients currently/previously served 2

OTHER REQUIREMENTS The successful contractor must also comply with the following additional operating requirements. 1. The Contractor shall designate a representative to act as a coordinator between the City and Contractor. 2. The Contractor shall be responsible for providing quality services in accordance with standards established by the City. 3. Contractors shall be responsible for all damages to persons and property which may be caused by them in the execution of the proposed work. Further, the Contractor shall indemnify and hold harmless the City for damages to persons or property caused by the Contractor while fulfilling its duties under this contract if applicable. 4. The City shall be held harmless by the successful bidder(s) for any lost revenue, lost profit, or any other hardship due to actual quantities required during the award period. 5. Supplier must provide a guarantee that the items supplied meet or exceed the specifications as listed herein. Please provide your guarantee statement with your response. 6. Any violation of the terms, conditions, requirements and/or non-performance of the agreement resulting from this RFP shall result in immediate cancellation. The City for any other reason(s) upon 10 days written notice may cancel this agreement LIABILITY REQUIREMENTS The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless the City of New Rochelle, its officers, employees and agents from and against any and all liability, damage claims, demands, costs, judgments, fees, attorney s fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful bidder must furnish the City with Certificate of Insurance prior to commencement of work. The required coverage shall not be less than the following: Workers Compensation Statuary Requirements NY State Disability Statuary Requirements General Liability $2,000,000 Automobile Liability $1,000,000 Contractual Liability Must be printed on Certificate INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY OTHER INSURANCE COVERAGE HELD BY THE CITY The City of New Rochelle is named as an additional insured party for all general and excess liability coverage based on the contractual liability of the named insured. Such general and excess liability coverage shall be primary to any other coverage carried by the City of New Rochelle with respects to acts or omissions of the named insured. It is intended by the parties hereto that the general and excess liability insurance provided by the contractor shall be primary to any other coverage carried by the City of New Rochelle with respect to liability coverage arising out of any act or omissions by the contractor. The City of New Rochelle will be named as an additional insured. Nothing contained herein shall be construed as making said general and excess liability insurance primary insurance for acts or omissions of the City of New Rochelle. 3

New York Law and Venue. This contract shall be construed under the laws of the State of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought in the Supreme Court of the State of New York, Westchester County. In addition, please require all City contractors which are not incorporated in the State of New York to produce a Certificate to Do Business in the State of New York from the New York Secretary of State prior to executing their contract with the City. We need this so we can serve process on the New York Secretary of State, instead of having to serve the contractor out of State, in the event of lawsuit. Iran Divestment Act By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law. CLOTHING SPECIFICATIONS/ REQUIREMENTS Contracted vendor shall supply work clothing as specified herein or equal. Equal as determined soley by the City of New Rochelle. Items must be machine washable. The vendor shall include the cost of preparing and affixing embroidered emblem and as required and detailed herein. All items shall be constructed in accordance with the best practices of the trade as to insurer the best wearing qualities, best appearance and a minimum of pulling, twisting or puckering. All items shall be new and of first quality. Group 1 Work Pants- Estimated Quantity 400 A. Dickie work pants 65% polyester 35% cotton Number 874 B. Dickie work pants 65% polyester 35% cotton Summer Weight Number 846 C. Dickie work pants 100% cotton Number PC10 D. Dickie Work Pants Flannel Lined 65% polyester 35% cotton Number 2874 E. Carhartt Carpenter Pants Number B13DST F. Carhartt Carpenter Pants, Flannel Lined Number B14DST 4

Group 2 Work Shirts. Estimated Quantity: Long Sleeve-225, Short Sleeve-150 A. Dickie Long Sleeve Work Shirts button down 65% poly 35% cotton Number 574 B. Dickie Short Sleeve work Shirts Button Down 65% poly 35% cotton Number SP24 C. Codet Quilted Insulated shirt Number 220Q Group 3 Tee Shirts- Estimated Quantity- 300 A. Anvil 50/50 blend short sleeves w/w out pocket Number 911, 911P Colors: Navy Blue, Orange B. Gildan 100% cotton short sleeves with pocket Number G230 C. Jerzees 100% Cotton long sleeves Number 29L Group 4 Coveralls- Estimated Quantity - 100 A. Dickie Coveralls Short Sleeves 64% poly 35% cotton Number 3399nv Color: navy B. Dickie/Codet coveralls long sleeve unlined 65% poly 35% cotton Color: Orange, Navy Number 4861dnv/410 C. Codet Insulated coveralls long sleeve Number 837 Group 5 Sweats Estimated Quantity- 300 A. Russell Sweat shirts: Crewneck pullover long sleeve 50% poly, 50% cotton Number 69809MO B. Carhart Thermal Lined Hooded zip sweat jacket Number K149 C. Jerome mfg. Heavy Thermal Lined hooded zip sweat jacket Number 5000 Colors: Orange, Navy D. Safety Line Polar Fleece Hooded sweat shirt with zipper Number PJ0154 Color: Orange E. Russell Sweat Jacket: Pullover with hood, unlined Number 69509MO 5

Group 6 Reflective Jackets- Estimated Quantity-400 A. Safetyline Light Drizzler not insulated Number LDO111 B. Safetyline super jacket ANSI Class 3 Human Form Number AJO759sc3 Color: Orange with reflective tape C. Safetyline Towing Jacket Number TJO644 Color Safety orange with black denim Group 7 Vests- 100 A. Safetyline Liner vest Number TLO151 Color: Orange Group 8 Rain Gear A. Typhoon 300d polyester canvas outer 29 Jacket with tuck away hood. Number 1400-8000 Color hi-vis green B. Typhoon 300d polyester canvas outer 29 Jacket with tuck away hood. Number 1400-8001 Color hi- vis orange C. Typhoon Ansi 107-2004 class e certified plain front Pants Number 1400-8120 Color hi-vis green D. Typhoon Ansi 107-2004 class e certified plain front Pants Number 1400-8121 Color hi-vis orange EMBLEMS All shirts, jackets and overalls shall have emblem as detailed herein, sewn to the garment above the left breast pocket or in that location when there is no breast pocket. Tee shirts may have the emblem printed thereon. Emblem, 4inch by 2 inch, shall be white with black text CITY OF NEW ROCHELLE DEPARTMENT OF PUBLIC WORKS 6

PROPOSAL FORMAT Please provide one original and one copy of your proposal response. Your proposal should include the following: 1. Detailed information on how you or your firm meets the qualification and scope of work requirements as listed herein. 3. Examples of other similar projects. 4. A completed and signed Exhibit A attached hereto. 5. Cost Summary Sheets CITY CONTACT PERSON If there are any questions concerning this Request for Proposal, please contact Joseph Cotroneo, Deputy Commissioner, Department of Public Works (914) 654-2129. 7

The sizes that will be required by the City will be XL 5XL Indicate sizes that constitute additional cost for larger sizes. Spec. #5009 - Cost Summary Sheet, page 1 Please quote your price to include all delivery costs. Item Price Per Description Each Group 1 Item A. Dickie work pants 65% polyester 35% cotton Number 874 Group 1 Item B. Dickie work pants 65% polyester 35% cotton Summer Weight Number 846 Group 1 Item C. Dickie work pants 100% cotton Number PC10 Group 1 Item D. Dickie Work Pants Flannel Lined 65% polyester 35% cotton Number 2874 8

Spec. #5009 - Cost Summary Sheet, page 2 Please quote your price to include all delivery costs. The sizes that will be required by the City will be XL 5XL Indicate sizes that constitute additional cost for larger sizes. Item Price Per Description Each Group 1 Item E. Carhartt Carpenter Pants Number B13DST Group 1 Item F. Carhartt Carpenter Pants, Flannel Lined Number B14DST Group 2 Item A. Dickie Long Sleeve Work Shirts button down 65% poly 35% cotton Number 574 Group 2 Item B. Dickie Short Sleeve work Shirts Button Down 65% poly 35% cotton Number SP24 9

Spec. #5009 - Cost Summary Sheet, page 3 Please quote your price to include all delivery costs. The sizes that will be required by the City will be XL 5XL Indicate sizes that constitute additional cost for larger sizes. Item Price Per Description Each Group 2 Item C. Codet Quilted Insulated shirt Number 220Q Group 3 Item A. Anvil 50/50 blend short sleeves w/w out pocket Number 911, 911P Colors: Navy Blue, Orange Group 3 Item B. Gildan 100% cotton short sleeves with pocket Number G230 Group 3 Item C. Jerzees 100% Cotton long sleeves Number 29L 10

Spec. #5009 - Cost Summary Sheet, page 4 Please quote your price to include all delivery costs. The sizes that will be required by the City will be XL 5XL Indicate sizes that constitute additional cost for larger sizes. Item Price Per Description Each Group 4 Item A. Dickie Coveralls Short Sleeves 64% poly 35% cotton Number 3399nv Color: navy Group 4 Item B. Dickie/Codet coveralls long sleeve unlined 65% poly 35% cotton Color: Orange, Navy Number 4861dnv/410 Group 4 Item C. Codet Insulated coveralls long sleeve Number 837 11

Spec. #5009 - Cost Summary Sheet, page 5 Please quote your price to include all delivery costs. The sizes that will be required by the City will be XL 5XL Indicate sizes that constitute additional cost for larger sizes. Item Price Per Description Each Group 5 Item B. Carhart Thermal Lined Hooded zip sweat jacket Number K149 Group 5 Item C. Jerome mfg. Heavy Thermal Lined hooded zip sweat jacket Number 5000 Colors: Orange, Navy Group 5 Item D. Safety Line Polar Fleece Hooded sweat shirt with zipper Number PJ0154 Color: Orange Group 5 Item E. Russell Sweat Jacket: Pullover with hood, unlined Number 69509MO 12

Spec. #5009 - Cost Summary Sheet, page 6 Please quote your price to include all delivery costs. The sizes that will be required by the City will be XL 5XL Indicate sizes that constitute additional cost for larger sizes. Item Price Per Description Each Group 6 Item A. Safetyline Light Drizzler not insulated Number LDO111 Group 6 Item B. Safetyline super jacket ANSI Class 3 Human Form Number AJO759sc3 Color: Orange with reflective tape Group 6 Item C. Safetyline Towing Jacket Number TJO644 Color Safety orange with black denim Group 7 Item A. Safetyline Liner vest Number TLO151 Color: Orange 13

Spec. #5009 - Cost Summary Sheet, page 7 Please quote your price to include all delivery costs. The sizes that will be required by the City will be XL 5XL Indicate sizes that constitute additional cost for larger sizes. Item Price Per Description Each Group 8 Item A. Typhoon 300d polyester canvas outer 29 Jacket with tuck away hood. Number 1400-8000 Color hi-vis green Group 8 Item B. Typhoon 300d polyester canvas outer 29 Jacket with tuck away hood. Number 1400-8001 Color hi- vis orange Group 8 Item C. Typhoon Ansi 107-2004 class e certified plain front Pants Number 1400-8120 Color hi-vis green Group 8 Item D. Typhoon Ansi 107-2004 class e certified plain front Pants Number 1400-8121 Color hi-vis orange Please state your discount offered for other items included in your catalog but are not listed herein which may be purchased by the City of New Rochelle % This and the proceeding 5 pages titled Spec. #5009 - Cost Summary Sheet are submitted for consideration by as authorized representative for Reps signature Company Name 14

EXHIBIT A: REQUEST FOR PROPOSAL SPECIFICATION # 5009 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes No If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. #5009 except as identified. Company Name and Address Signature Date Email Address Name & Title Phone Number Fax Number 15