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HomeMy WebLinkAboutRFP - 7566 POUDRE FIRE AUTHORITY UNIFORMS (2)7566 Poudre Fire Authority Uniforms Page 1 of 30 REQUEST FOR PROPOSAL 7566 Poudre Fire Authority Uniforms The City of Fort Collins is requesting proposals from qualified firms to for Uniform components for purchase, per the specifications referenced herein. Proposals submission via email is preferred. Proposals shall be submitted n Microsoft Word or PDF format and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, four (4) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), March 7, 2014 and referenced as Proposal No. 7566. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. The City encourages all disadvantaged business enterprises to submit proposals in response to all requests for proposals and will not be discriminated against on the grounds of race, color, national origin for all proposals for negotiated agreements. Questions concerning the scope of the project should be directed to Project Manager, Dan Santillanes at dsantillanes@poudre-fire.org with a copy to Ed Bonnette at ebonnette@fcgov.com . Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 or ebonnette@fcgov.com. Questions must be submitted in writing via email to Dan Santillanes, with a copy to Ed Bonnette, no later than 5:00 PM (our clock) on Friday, February 21, 2014. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing 7566 Poudre Fire Authority Uniforms Page 2 of 30 forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, Gerry S. Paul Director of Purchasing & Risk Management 7566 Poudre Fire Authority Uniforms Page 3 of 30 7566 POUDRE FIRE AUTHORITY UNIFORMS I. INTRODUCTION The City of Fort Collins, on behalf of the Poudre Fire Authority, is requesting proposals for Uniform components for purchase, per the specifications referenced herein. The Poudre Fire Authority is dedicated to the protection of lives, property and the quality of life for all of the citizens we serve. Our employees are highly motivated, highly trained professional men and women who take their service to the community very serious. The foundation of our success is based on our commitment to continuous quality improvement at all levels of service delivery. Poudre Fire Authority Administration and the Fire Prevention Bureau are located in downtown Fort Collins at the intersection of Mountain Avenue and Remington Street. Our mailing address is 102 Remington Street Fort Collins, CO 80524. The Poudre Fire Authority (PFA) is a consolidated full-service fire prevention, fire protection and emergency service agency serving the City of Fort Collins and the Poudre Valley Fire Protection District. 183 full-time employees staff ten (10) fire stations and operate ten (10) engine companies, two (2) Trucks, Administration and the Community Safety Services Division. It additionally operates three volunteer fire stations with 30 volunteers. The total service area is 235 square miles completely encompassing the city and fire district. Within the district are the smaller communities of LaPorte, Timnath and Bellvue. In 2009, an estimated 189,000 people lived in PFA's jurisdiction with an estimated property value in excess of 15 billion dollars. The PFA was organized in 1981 with the consolidation of the City of Fort Collins and the Poudre Valley Fire Departments. At that time, both the city and district adopted an intergovernmental agreement establishing the authority. This contract outlines the governance, funding and operation of the authority. A five-person Board of Directors appointed by the City Council and District Board governs PFA. Its members are two city council members and two district board members. The fifth member is chosen jointly by these four and has historically been the Fort Collins City Manager. The Board appoints Poudre Fire Authority's Fire Chief and is currently held by Chief Tom DeMint. Also, the City of Fort Collins allows other Public Agencies the opportunity to purchase off the Award for this Bid, at the option of the Awarded Vendor(s). Other public agencies that are members of the Colorado Multiple Assembly of Procurement Officials (MAPO) cooperative purchasing group and/or the Northern Colorado Fire Consortium may contact the awarded vendor(s) with a desire to piggyback on the resulting contracts as a cooperative user. II. SCOPE OF WORK/DELIVERABLES: A. It is PFA’s preference to work directly with Uniform manufacturer on all service and sales related matters, as opposed to through a third-party supplier. 7566 Poudre Fire Authority Uniforms Page 4 of 30 Continuity of supply and uniform appearance for the ensemble selected is a primary concern for PFA. Proposers are to describe in detail their structure for servicing the resulting Services Agreement. The intent is that a large Initial Stocking Order for BDU Pants for approximately 200 employees of PFA (at 2 per) will be placed upon award of the Services Agreement for Year 1; followed by a large Initial Stocking Order for long (2 per) & short-sleeve (1 per) shirts and BDU shorts (2 per) in Year 2; with smaller Replenishment Orders to be made annually over the course of the Agreement. The intent is to award a one-year agreement that can be renewed annually up to four times (for a maximum of five years total). B. Vendors submitting proposals are to provide four (4) samples of each garment piece proposed along with their written Proposal (preference is for the written Proposal to be submitted electronically); the garments to be shipped to arrive by the Due Date indicated in the RFP Invitation letter. C. Service Provider with the highest score from the written proposal and sample evaluation may be asked to provide uniforms to wear test a group of 22 personnel with all components of solicited uniform (see listing of components below). 1. Wear testing will be for a period of 30 days. 2. MEASUREMENT: Service Provider must provide fit measuring for initial sizing of all personnel (including wear test). Service Provider shall negotiate schedule for these events with the PFA Project Manager. D. Manufacturer will submit documentation to confirm whether or not they meet ISO-9001 requirements for quality assurance. E. PROFESSIONAL APPEARANCE: It is a prime requirement of this RFP that PFA maintain a quality and professional appearance; meaning that the awarded apparel must match in color and the style remains consistent with the initially provided samples. For duration of contract, Service Provider must provide guarantee of ongoing quality, color fastness, sizing, service, etc. F. Selected Service Provider will provide work uniforms to PFA personnel (approx. 200 people) for a period of up to 5 years. G. Service Provider shall describe the Ordering Process in detail in their submitted Proposal, including Lead Time for delivery. H. UNIFORM COMPLEMENT AND QUANTITIES: Garments covered under this Program will be selected by the Project Manager from the items represented on the Pricing Schedule. If additional items not covered on the Pricing Schedule are requested by the Project Manager as the Agreement progresses past the Initial Stocking Orders in Year 1 and Year 2, they will be priced using the Service Provider’s same Pricing Multipliers that are used for similar item categories on the Pricing Schedule. Project Manager will determine the quantity of each item to be provided for each employee in their department. Project Manager may add or delete uniform pieces from the 7566 Poudre Fire Authority Uniforms Page 5 of 30 Contract at any time during the Contract Period. I. OVERSIZE UNIFORMS: Service Provider should be aware that an average of 5-10% of PFA employees require oversized uniforms (i.e., Big and Tall sizes). No additional cost is to be charged for oversized garments. Also, the Service Provider is required to provide female-size apparel at no additional cost; it is estimated that 8-10% of PFA employees will be female. Service Provider is to make every effort to see that oversize and female employees receive their uniform pieces in the same time frame as regular-size male employees. J. The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct oral interviews or a secondary evaluation round. K. All contract extensions after Year 1 are subject to annual appropriations of funds. L. Service Providers are required to furnish the required samples of the uniform pieces that are specifically requested by the City (via the Purchasing representative), at no cost to the City. The City will retain the samples provided by the awarded Service Provider in order to create an express warranty that the whole of the good provided shall conform to the sample submitted; samples provided by non-awarded vendors shall be returned to them after contract has been signed. M. Sustainability: Vendors shall include the following documentation in their submitted written proposal: a. Verification that apparel is manufactured using Sweatshop-Free Labor. b. Cleaning instructions for each uniform piece submitted; it is the City’s preference that garments can be wet-laundered. c. Estimated lifespan of each proposed garment given normal wearing conditions. III. PROPOSAL SUBMITTAL REQUIREMENTS The City’s intent is to choose the most qualified firm/team based upon approach, methods, qualifications and experience, availability, and general cost estimate. Of prime importance is the firm’s flexibility in responding to services as requested by City staff during the term of the Services Agreement. For Initial Proposal Submittal: All respondents are required to include the following information in the submittal as a minimum. Respondents are to number and name each section as follows: a. Methods and Approach - Describe your relationship with Manufacturer of the garments proposed for this Project. Include how you plan to guarantee continuity of supply, quality, uniformity of appearance, and color match 7566 Poudre Fire Authority Uniforms Page 6 of 30 throughout the life of this resulting Services Agreement. Is manufacturer ISO- 9001 certified? If Yes, supply confirming documentation. i. Include your response to the following: Does the garment proposed Comply with Poudre Fire Authority Specification enclosed in Appendix A. Respond YES or NO. If NO, explain deviation. 1. Poudre Fire Authority First Responder Shorts 2. Poudre Fire Authority Tri-Certified Pant 3. Poudre Fire Authority Uniform Shirt Specification ii. Supply four (4) samples of each garment proposed on the Pricing Schedule as part of your submitted Proposal. Each sample is to be clearly tagged with supplier’s Name and Product Number that corresponds with submitted Pricing Schedule. b. Qualifications and Experience - Provide relevant information regarding previous experience related to delivering similar services to the ones listed under our Scope of Work/Deliverables above:  Number of years in the business.  Overview of services offered, qualifications  Names and location of similar projects. Three references of such projects, to include: a) Service provided b) Date of service c) Client organization d) Contact name and title, phone, and e-mail address of public agency reference(s) overseeing the Delivered Services. c. List of Project Personnel - This list should include the identification of the contact person with primary responsibility for this contract. d. Availability/Lead Time – What is the Lead Time required to deliver the product After Receipt of Order (ARO)? e. Cost Structure – Using the Pricing Schedule grid provided, please submit your Cost to provide the Initial Orders described in the Scope of Work. Pricing is to remain firm throughout the term of the resulting Services Agreement; for both Initial Orders (placed in Year 1 and Year 2) and for subsequent reorder quantities. f. Sustainability: i. What assurances does the Vendor provide that the apparel is manufactured using Sweatshop-Free Labor? ii. Submit garment care instructions for each proposed item. 7566 Poudre Fire Authority Uniforms Page 7 of 30 iii. Submit estimated lifespan for each garment proposed, given normal wearing conditions. If Vendor is selected for optional secondary evaluation round: a. Measurement: i. Wear Testing: 1. Service Provider with the highest score from the written proposal and sample evaluation will provide uniforms to wear test a group of 22 personnel with all components of solicited uniform (see listing of components below) at no charge to PFA. i. Wear testing will be for a period of 30 days. ii. MEASUREMENT: Service Provider must provide fit measuring for initial sizing of all personnel (including wear test). Service Provider shall negotiate schedule for these events with the PFA Project Manager. 2. Assuming successful Wear Testing; Service Provider shall arrange for fit measuring for all PFA personnel prior to submittal of Initial Order at no charge to PFA. Service Provider shall negotiate schedule for these events with the PFA Project Manager. 3. If Wear Testing should prove to be unsuccessful, PFA reserves the right to proceed to Wear Testing of the next highest scored proposal. PFA and the City reserve the right to determine what constitutes successful Wear Testing. IV. CLOTHING DESCRIPTIONS: o BDU Pant, color Navy Blue, Nomex, Tr-certified to meet NFPA 1975 Stationwear, NFPA 1951 Technical Rescue, & NFPA 1977 Wildland specifications (or equivalent) o Poly/Cotton Job Shirt or work shirt, safety panel front with hidden six button closure, 2 front breast pockets, dress collar, no shoulder epaulets, color Navy Blue, short sleeve, NFPA 1975 compliant (or equivalent) o Poly/Cotton Job Shirt or work shirt, safety panel front with hidden six button closure, 2 front breast pockets, dress collar, no shoulder epaulets, color Navy Blue, long sleeve, NFPA 1975 compliant (or equivalent) o 100% Cotton BDU shorts, color Navy Blue, pleated front, NFPA 1975 compliant (or equivalent), unpleated See Appendix A for additional Clothing Specifications. All Goods proposed are to meet all Specifications contained in Section IV and Appendix A. 7566 Poudre Fire Authority Uniforms Page 8 of 30 V. PRICING SCHEDULE – PURCHASE PROGRAM ITEMS; INITIAL ORDER: ITEM # DESCRIPTION BIDDER’S PRODUCT # ESTIMATED QUANTITY PER UNIT PURCHASE PRICE EXTENDED TOTAL 1 BDU Pant (Initial Order, Year 1) 400 2 Poly/Cotton Job Shirt or work shirt, short sleeve (Initial Order, Year 2) 400 3 Poly/Cotton Job Shirt or work shirt, long sleeve (Initial Order, Year 2) 200 4 100% Cotton BDU shorts, unpleated (Initial Order, Year 2) 400 Total Cost for Year 1 & Year 2 Initial Orders: 1400 pieces VI. VENDOR STATEMENT: I have read and understand the specifications and requirements for this bid and I agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my company. I also agree to complete a Services Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. FIRM NAME: ADDRESS: EMAIL ADDRESS: PHONE: BIDDER’S NAME: SIGNATURE: PRIMARY SERVICES ISSUES CONTACT: TELEPHONE: CELL: EMAIL: 7566 Poudre Fire Authority Uniforms Page 9 of 30 PLEASE GO TO www.fcgov.com/purchasing TO REGISTER IN OUR E- PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE COMMODITY CODES. COMMODITY CODES USED FOR THIS RFP: 200-72 Uniforms, Cotton, Blends and Synthetic: Band, Fire, Guard, Police, Service, etc. 200-75 Uniforms, Woolen: Band, Fire, Guard, Police, Service, etc. 200-85 Uniforms, Blended Fabric 200-87 Uniforms, Synthetic Fabric Compensation and Contract Process A. After contract award, progress invoices shall be billed in monthly installments, subject to review and approval by the City’s Project Manager. City payment terms will be Net 30 Days from receipt of invoice. B. The selected Service Provider shall be expected to sign the City’s standard Services Agreement prior to commencing Services (see sample attached to this RFP). C. The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct secondary evaluations. D. The City reserves the right to negotiate with any vendor as meets the needs of the City. The City reserves the right to reject any or all proposals, and to waive any irregularities. 7566 Poudre Fire Authority Uniforms Page 10 of 30 VII. REVIEW AND ASSESSMENT Proposers will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and any optional interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 3.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 1.0 Assigned Personnel/Sales Support Do the persons who will be working on the project have the necessary skills to support delivery of product meeting the quality specifications as outlined in this RFP? Are sufficient people of the requisite skills assigned to the project? 1.0 Availability What is the Lead Time required to deliver the product After Receipt of Order (ARO)? 1.0 Sustainability What assurances does the Vendor provide that the apparel is manufactured using Sweatshop-Free Labor? Can the apparel be wet-laundered? What is the estimated lifespan of the proposed garment? 2.0 Cost Does the proposed cost compare favorably with the Project Manager's estimate? 2.0 Firm Capability Has the firm done previous projects of this type and scope? Is the proposing firm the apparel manufacturer; or a third-party distributor? 7566 Poudre Fire Authority Uniforms Page 11 of 30 Reference Evaluation (Top Ranked Firm) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? Appendix A: Poudre Fire Authority Uniform Specifications 7566 Poudre Fire Authority Uniforms Page 12 of 30 Specification: Poudre Fire Authority First Responder Shorts COMPLIES YES NO General Description: Shorts designed for compliance to NFPA 1975, 2009 edition. This protective clothing is not proximity, entry or structural fire fighting gear, and is not designed to be kept in direct contact with flames. Fabric: The trouser shall be manufactured with the following fabric to assure absolute consistency of color and performance. Name: Cotton Content: 100% Cotton Weight: 7.75 oz.yd2 Twill Finish: Wrinkle & Fade Resistant Color: Navy Thread: All thread is Nomex® IIIA Internal Construction Fabric: Pockets and waistband shall be 100% Cotton. Sizing: First Responder short is fully graded to assure fit across the full range of response personnel Stitching: All thread tension is evenly maintained to eliminate tight or loose stitching. All seam allowances are maintained so that there are no raw edges, run offs, twists, pleats, puckers, or open seams. Front Closure One 30 ligne, four hole, black melamine button shall be mounted on the waistband. Slide fastener (fly zipper) shall consist of solid brass hardware on colorfast Nomex® III 7/16” tape. Chain size #45Y, style 45YGS5 slider, ratcheting chain to prevent breakage of chain teeth. Fly Construction: Right and left fly are joined together at the base of the fly and this joint is horizontally bar-tacked for reinforcement. Belt Loops: Seven belt loops, not less than 5/8" wide and 2 1/4" long, double-needle stitched, bartacked onto waist at top and bottom. Crotch and Seat Assembly: The crotch is formed below the fly at the intersection of the four foundation panels of the short: left front, right front, left rear, and right rear. The short is assembled to form this crotch by first sewing the left front to the left rear thus making the left side of the short; and the right front to the right rear to form the right side. The left side of the short thus formed is then joined together to the right side by means of the seat seam. The short is not assembled by the alternate whole front to whole back method due to the unreliability of that method during extended wear life. 7566 Poudre Fire Authority Uniforms Page 13 of 30 Specification: Poudre Fire Authority First Responder Shorts COMPLIES YES NO Pockets: FRONT (2): Left and right quarter top bi-swing type pockets with 8" openings and 11” depth. Openings are bar-tack reinforced at top inside waistband and at bottom across side seam. Front pocket bottoms (3.5”) reinforced with a second layer of pocketing fabric. REAR (2): Left and right welt bi- swing type pockets with 5 1/2" openings and 6 1/2" depth. Pockets are bar-tack reinforced at both ends. SIDE (2): LEFT SIDE SEMI BELLOWS (1) : There shall be a 8” high X 7 1/2” wide semi bellows pocket on the left. Pocket will be bartacked at the top. The pocket shall be set 10 1/2” below the top of the waist and centered on the side seam. Flaps are 2 1/2" high X 7 1/2" wide with three concealed Velcro tabs each 1” long x 1” wide. RIGHT SIDE UTILITY POCKET (1): There shall be a 8” high X 7 1/2” wide pocket with a semi bellows at the right side to allow for expansion. On the exterior of the pocket there shall be another 5” X 7 1/2” patch pocket topstitched with two vertical divider stitches spaced to create three slots for tools. This pocket shall also have two 1” X 6 1/4” utility loops with snaps placed inside the main pocket. The strap can either be concealed in the main pocket or lifted over the top of the main pocket so that it hangs on the exterior of the pant. Flaps are 2 1/2" high X 7 1/2" wide with two concealed Velcro tabs each 1” long x 1” wide. The upper corners of the pockets and flap shall be bar- tack reinforced for added strength at stress points. The top of the pocket shall be approximately 10” down from the waistband, with the pocket centered on the side seam. 7566 Poudre Fire Authority Uniforms Page 14 of 30 Specification: Poudre Fire Authority First Responder Shorts COMPLIES YES NO Leg Construction: The short legs are fully cut for ease of movement and assembled using a four- thread safety stitch. Independent Third Party Certification And Labeling: All shorts will be labeled in accordance with Section 2-2.3 of NFPA 1975, 2009. All shorts will bear all labels mandated by the Federal Trade Commission at the date of manufacture. All products must be listed as classified by Underwriter’s Laboratories as being compliant with the requirements of NFPA 1975-2009. Use, Care, Maintenance, And Wearer Training: Every garment as required by NFPA 1975-2009 shall have securely attached instructions regarding the care of the garment. Applicable cautions to the wearer will be included. Workmanship And Quality Control: All garments shall be made in a craftsman like manner and shall be inspected during manufacturing, final trimming, and packing to insure consistent quality and adherence to this specification. All garments shall be warranted against defects in materials and workmanship for the useful life of the product 7566 Poudre Fire Authority Uniforms Page 15 of 30 Specification: Poudre Fire Authority Tri-Certified Pant COMPLIES YES YES General Description: Trouser, 3rd party certified to NFPA 1975, 2009 Edition, NFPA 1977, 2011 Edition, and NFPA 1951 Utility, 2012 Edition. This protective clothing is not proximity, entry or structural fire fighting gear, and is not designed to be kept in direct contact with flames. Fabric: The trouser shall be manufactured with the following fabric to assure absolute consistency of color and performance. Name: NOMEX® IIIA Content: 93% Nomex®/ 5% Kevlar®/ 2% Carbon Weight: 6.0 oz.yd2 Color: Navy Thread: All thread is Nomex® III Internal Construction Fabric: Waistband shall be self-fabric. Pockets shall be composed of 4.5oz. Nomex with front pocket bottoms reinforced (3½”) with a second layer of pocketing for increased durability. Sizing: The trouser pattern is fully graded such that all vital dimensions change according to waist size. The grade applies not only to seat, front rise, back rise, and thigh measurements, but also to the knee and bottom measurements. Grades are designed to assure fit across the full range of response personnel body types. Slide Fastener: Slide fastener (fly zipper) shall consist of solid brass hardware on colorfast Nomex®III 7/16" tape. Chain size #45Y. Style 45YGS5 slider and ratcheting chain to prevent breakage of chain teeth. Waist Closure: Closure is a button hole and a button, sewn through the waistband and reinforcement with Nomex thread. The button hole shall be centered on the waistband ¾” from the front edge. Waistband: The waistband is assembled from self fabric to finish 1 ½” wide and shall be topstitched leaving a 1/8”margin at top and bottom edges. After assembly, the waistband is set on jean using 1 ¼” gauge double-needle chain stitch, bond folded to finish 1 ½”. 7566 Poudre Fire Authority Uniforms Page 16 of 30 Specification: Poudre Fire Authority Tri-Certified Pant COMPLIES YES YES Waist Detail: Belt Loops: Seven belt loops bartacked onto waist at top and bottom. Waist Adjusters: There shall be left and right take-up straps comprised of a continuous strip of Nomex measuring 3½” x 1¼” affixed to each side of waistband between second and third belt loops from front. Closure mechanism shall be a single strip of 2½” x 1” loop Velcro sewn onto end of take-up strap which is affixed to waistband, and a single strip of 2½” x 1” hook Velcro sewn onto moving end of take-up strap. Crotch And Seat Assembly Method: The crotch is formed below the fly at the intersection of the four foundation panels of the trouser: left front, right front, left rear, and right rear. The trouser is assembled to form this crotch by first sewing the left front to the left rear thus making the left side of the trouser; and the right front to the right rear to form the right side. The left side of the trouser thus formed is then joined together to the right side by means of the seat seam. The trouser is not assembled by the alternate whole front to whole back method due to the unreliability of that method during extended wear life. Reinforced Seat Pockets: Front (2): Left and right quarter top bi-swing type pockets. Openings are bar-tack reinforced at top and reinforced by a 3”x 1¼” trapezoid piece of Nomex which is folded in half and sewn into bottom corner of pocket opening. Rear (2): Left and right welt bi-swing type pockets bar-tack reinforced at both ends. Flaps measuring 5¾”x 2¼” shall cover the rear pockets. Pocket closure shall be hook and loop. Right Leg Pocket (1): There shall be an EMS style pocket on the right leg. Design shall be a “cargo” style pocket with a two-section interior pocket, and a three-section exterior pocket. Cargo pocket shall be mitered, semi-bellows and measure 9”wide x 8”deep with two 1”x 2” strips of hook Velcro placed vertically along top of pocket and 1¾” from each outer edge. There shall be a 9”x 2¼” mitered flap set with a two-needle stitch located directly above cargo pocket. Flap shall have two 1”x 1¾” strips of loop Velcro placed horizontally, 1¼” from each outer edge. Stitching used to secure Velcro to flap may not be visible on outer side of flap. Visible stitching shall be cause for rejection. Cargo pocket closure is accomplished by aligning loop Velcro strips on flap and hook Velcro strips on cargo pocket. Since vertical and horizontal placement of Velcro strips is essential for adjustable pocket closure, any other cargo pocket closure design shall be cause for rejection. Two-section interior pocket shall measure 6½ “wide by 5½” deep and be divided into two sections each measuring 4¾” and 1¾” wide. Top edge of interior pocket shall be not more than 2” from top of cargo pocket and vertically centered. Top corners of interior pocket shall be reinforced with bartacks. Reinforced Seat 7566 Poudre Fire Authority Uniforms Page 17 of 30 Specification: Poudre Fire Authority Tri-Certified Pant COMPLIES YES YES Three-section exterior pocket shall be a complete, 2-piece pocket attached to the front of the cargo pocket. Placement shall be 1½” from each side edge, and 5/8” from bottom edge of cargo pocket. An exterior pocket formed by a single piece of cloth sewn onto the front of cargo pocket shall be cause for rejection. Exterior pocket shall be secured by two rows of stitching on all four sides and a minimum of six-bar tacks. Overall exterior pocket dimension shall be 5”x 5” and pocket shall be divided into 3 sectional pockets measuring 1½”, 1 3/8” and 1½” wide by 4¾” deep. Each 1½” pockets shall have a 1”x 8” strap set vertically behind it and secured with a bartack. Straps shall have a 1”x3” strip of hook Velcro applied horizontally at moving end which can be secured to a 1”x3” strip of loop Velcro applied vertically to front of exterior pocket. Length strap is adjustable to accommodate various types of EMS equipment. Left Leg Cargo Pocket (1): There shall be a semi-bellows pocket on the right leg. Design shall be a “cargo” style pocket with a two-section interior pocket. Cargo pocket shall be a mitered and measure 9”wide x 8”deep with two 1” x 2” strips of hook Velcro placed vertically along top of pocket and 1¾” from each outer edge. There shall be a 9”x 2¼” mitered flap set with a two-needle stitch located directly above cargo pocket. Flap shall have two 1”x 1¾” strips of loop Velcro placed horizontally, 1¼” from each outer edge. Stitching used to secure Velcro to flap may not be visible on outer side of flap. Visible stitching shall be cause for rejection. Cargo pocket closure is accomplished by aligning loop Velcro strips on flap and hook Velcro strips on cargo pocket. Since vertical and horizontal placement of Velcro strips is essential for adjustable pocket closure, any other cargo pocket closure design shall be cause for rejection. Cargo pocket shall have eyelets at the bottom corner for drainage. Two-section interior pocket shall measure 6½ “wide by 5½” deep and be divided into two sections each measuring 4¾”and 1¾” wide. Top of edge of interior pocket shall be not more than 2” from top of cargo pocket and vertically centered. Top corners of interior pocket shall be reinforced with bartacks. Leg Construction: The pant legs are fully cut for ease of movement. Reinforcements: Knees and seat shall be reinforced with self fabric on the exterior of the pant. Reinforced Knees 7566 Poudre Fire Authority Uniforms Page 18 of 30 Specification: Poudre Fire Authority Tri-Certified Pant COMPLIES YES YES Independent Third Party Certification And Labeling: All pants will be labeled in accordance with Section 2-2.3 of NFPA 1975, 2009, Section 5.1.1 of NFPA 1977, 2011 edition and Section 5.1 of NFPA 1951, 2012 edition. All pants will bear all labels mandated by the Federal Trade Commission at the date of manufacture. All products must be listed as classified by Underwriter’s Laboratories as being compliant with the requirements of NFPA 1975-2004, NFPA 1977-2005, and NFPA 1951-2007. Use, Care, Maintenance, And Wearer Training: Every garment as required by NFPA 1975- 2009, NFPA 1977-2011, and NFPA 1951-2012 shall have securely attached instructions regarding the care of the garment. Applicable cautions to the wearer will be included. Workmanship And Quality Control: All garments shall be made in a craftsman like manner and shall be inspected during manufacturing, final trimming, and packing to insure consistent quality and adherence to this specification. All garments shall be warranted against defects in materials and workmanship for the useful life of the product. 7566 Poudre Fire Authority Uniforms Page 19 of 30 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of ( ) page and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Professional shall be solely responsible for performance of all duties hereunder. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page , and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for an additional period of one (1) year at the 7566 Poudre Fire Authority Uniforms Page 20 of 30 rates provided with written notice to the Professional mailed no later than ninety (90) days prior to contract end. 5. Contract Period. [Option 2] This Agreement shall commence , 200 , and shall continue in full force and effect until , 200 , unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 6. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 7. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 7566 Poudre Fire Authority Uniforms Page 21 of 30 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 8. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, ($ ) as per the attached Exhibit " ", consisting of page , and incorporated herein by this reference. 9. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 10. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 11. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor 7566 Poudre Fire Authority Uniforms Page 22 of 30 will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 12. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 13. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 14. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and 7566 Poudre Fire Authority Uniforms Page 23 of 30 workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 15. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. 16. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non-defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non-defaulting party for the non-defaulting party's reasonable attorney fees and costs incurred because of the default. 17. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 18. Indemnity/Insurance. 7566 Poudre Fire Authority Uniforms Page 24 of 30 a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 19. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 20. Law/Severability. The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent 7566 Poudre Fire Authority Uniforms Page 25 of 30 jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 21. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the “e-Verify Program”) or the Department Program (the “Department Program”), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre-employment screening of job applicants while this Agreement is being performed. 7566 Poudre Fire Authority Uniforms Page 26 of 30 d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the “Department”) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. 7566 Poudre Fire Authority Uniforms Page 27 of 30 g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 22. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit " " - Confidentiality, consisting of ( ) pages, attached hereto and incorporated herein by this reference. 7566 Poudre Fire Authority Uniforms Page 28 of 30 CITY OF FORT COLLINS, COLORADO a municipal corporation By:_______________________________ Gerry Paul Director of Purchasing and Risk Management Date:_____________________________ ATTEST: _________________________________ City Clerk APPROVED AS TO FORM: ________________________________ Assistant City Attorney By:_______________________________ __________________________________ PRINT NAME __________________________________ CORPORATE PRESIDENT OR VICE PRESIDENT Date:_____________________________ 7566 Poudre Fire Authority Uniforms Page 29 of 30 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. 7566 Poudre Fire Authority Uniforms Page 30 of 30 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law.