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HomeMy WebLinkAboutRFP - 8085 POLICE UNIFORMS (2)RFP- 8085 Police Uniforms Page 1 of 23 REQUEST FOR PROPOSAL 8085 POLICE UNIFORMS The City of Fort Collins (City) is requesting proposals from qualified firms or companies to supply police uniforms and components for purchase to the Fort Collins Police Department (Police), per the specifications referenced herein. Proposals submission via email is preferred. Proposals shall be submitted in 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 30, 2015 and referenced as Proposal No. 8085. 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 or national origin. Questions concerning the scope of the project should be directed to the Project Manager, Gordon La France, 970-221-6279, email: glafrance@fcgov.com. Questions regarding proposals submittal or process should be directed to Jill Wilson, Buyer, 970-221-6216, email: jwilson@fcgov.com. The deadline for submitting questions is on March 20, 2015 no later than 5:00 PM (our clock). Please submit your questions via email to Gordon La France, with a copy to Jill Wilson. Responses to all questions submitted will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. 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. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. 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, 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 RFP- 8085 Police Uniforms Page 2 of 23 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Service Provider shall be expected to sign the City’s Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Director of Purchasing & Risk Management RFP- 8085 Police Uniforms Page 3 of 23 REQUEST FOR PROPOSAL 8085 POLICE UNIFORMS I. SCOPE OF SERVICES The City of Fort Collins (City) is requesting proposals from qualified firms or companies to supply police uniforms and components for purchase to the Fort Collins Police Department (Police), per the specifications referenced herein. The anticipated number of Police personnel to be outfitted with uniforms is approximately two hundred (200), with the option to expand the program to approximately one hundred (100) civilian Police personnel. A. Uniform Specifications: Only Blauer manufactured uniforms are acceptable. No substitutes will be considered! Uniform specifications, including size requirements, color and styles are referenced on attached Exhibit “A” – Uniform Specifications, consisting of six (6) pages and incorporated herein by this reference. In addition, vendor shall supply for purchase, all patches, stripes, emblems, etc. as per Exhibit A. The sizing listed on the Uniform Specifications exhibit is not meant to be all inclusive; vendor shall comply with additional sizing requirements if requested by Police. B. Uniform Measuring: Vendor shall be available to measure Police personnel in Fort Collins when needed, schedule to be determined by the Fort Collins Police Department. The City will make every effort to work with the vendor on a schedule but due to the 24/7 nature of police business and the timeliness of needing uniforms measured for Police personnel, Police will make the final decision on the schedule. C. Cost Structure: Using the Pricing Schedule provided in Section VI, submit pricing in the format presented. The Pricing Schedule includes a column to list pricing for add-ons; including, but not limited to, patches, stripes, emblems, and the installation on to garments, as indicated on Exhibit A. Proposed pricing must include alternation and/or tailoring costs as well as shipping, freight and handling costs. Pricing is to remain firm for twelve (12) months from the contract effective date. D. Uniform Complement and Quantities: Garments covered in this RFP shall be selected by Police from the items represented on the Pricing Schedule. If additional items are requested by Police, they will be priced using the vendor’s same pricing multipliers that are used for similar item categories on the Pricing Schedule. Police will determine the quantities of each type of approved garment that can be purchased by the employees. Police may add or delete uniform pieces from the Agreement at any time during the Contract Term. Vendor shall have the ability for Police personnel to place orders by phone and have the Officer pay by personal credit card. If an Officer places a personal order, the vendor shall use the same cost structure given to Police. E. Extended Sizes: An average of 5-10% of Police personnel require oversized uniforms (i.e., Big and Tall sizes). No additional cost is to be charged for oversized and/or extended sized garments. Also, the vendor is required to provide female-size apparel at no additional cost; it is estimated that 15-20% of Police are female. Vendor 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. RFP- 8085 Police Uniforms Page 4 of 23 F. Delivery: Vendor shall deliver orders in 2-3 weeks After Receipt of Order (ARO) to City of Fort Collins Police Services, ATTN: Gordon La France, 2221 S. Timberline Road, Fort Collins, CO 80525. An order is considered complete when all patches, stripes and emblems are installed. All orders shall be shipped with the Officer’s name attached to each uniform package or if there are multiple uniform orders that are shipped at the same time, each uniform order shall be included in its own packaging and labeled with the Officer’s name. G. Ordering Capabilities: In addition to the traditional service requirements of this proposal the vendor shall develop, operate and maintain a web-based system for the ordering of uniforms by Fort Collins Police personnel. This web based system will be the primary ordering instrument for the yearly authorized uniform program for Fort Collins Police. It shall allow periodic purchases of the awarded items throughout the year to Police personnel as well. The vendor's web site is to improve the accuracy and efficiency of the uniform ordering process and is to operate in real time. The web site must be fully integrated with the vendor's inventory control, customer service information and accounting systems. During the evaluation process the vendor(s) may be asked to demonstrate a similar web site to the one being requested in this RFP solicitation. The following are guidelines the Fort Collins Police anticipates will be incorporated into the successful vendor's web-ordering program: 1. Secure log- in for authorized Police personnel. 2. This website will deal exclusively with Fort Collins Police. 3. Website to be operational for the entire life of the contract. 4. Ability for the Police Supply Technician to create, change and delete individual profiles for ease of ordering that includes Officer’s name, size measurements and the ability to update and store measurements as needed. 5. Ability for authorized Police personnel to place orders for all Blauer items and size options that are listed on EXHIBIT A. a. Police personnel are to be able to select a category and see thumbnail images of all items contained in that category. By clicking on the thumbnail image a larger image is to be displayed as well as a short product description that is to include, but not be limited to, fabric content and sizing. 6. Shopping cart: Selected items are to appear in a "shopping cart" where the authorized individual may review and adjust the order prior to finalizing the order for shipment. 7. On- line order tracking capabilities that include estimated delivery dates. a. Order Completion: Once an order is completed and the authorized individual has submitted his/her order, the site will automatically generate a final summary of the order to be printed out by the individual. An e-mail confirmation will be sent to the individual to confirm the order. The order confirmation is to reflect the items ordered along with quantity, price, delivery location and the order number that may be used by both Police personnel and the vendor to track the order. The RFP- 8085 Police Uniforms Page 5 of 23 web site will automatically keep historical data of member orders for the life of the contract. b. Procurement Card Payments: The site shall have the ability to accept both City issued credit cards and authorized individuals’ personal credit cards for purchases. 8. Web site Implementation: The vendor is to have the above defined site tested and available for use by Fort Collins Police personnel no later than 20 calendar days after receipt of the award from the City. This timeframe may be adjusted to 35 calendar days after receipt of award, if agreed to by Fort Collins Police. However, if the site is not operational and functioning properly in that timeframe, the City reserves the right to award the Services Agreement to the next highest ranked vendor. 9. Training: The vendor is to provide training in the form of a simple bullet type instruction sheet on the on- line ordering process that may be distributed to Police personnel using the site. The vendor may also provide onsite training on the proper usage of the web site for key Police personnel. It is also recommended that there be a link on the website that will have a brief overview on how to use the site and what information must be provided or completed by the authorized individual. 10. Phone/In Store Assistance: During normal business hours, Monday through Friday from 9 a.m. to 5 p.m. MST, the vendor is to have someone available to provide assistance to site users and answer any questions Police personnel may have when placing an order. 11. Administrative Reports: The web site shall have the ability to provide ad- hoc reports to authorized Police personnel to enhance the accuracy and efficiency of the on- line ordering program. These reports shall provide usage details and performance information and be accessible on demand by authorized Police personnel. All of these reports shall be able to be exported to Excel documents. The reports shall include, but not be limited to, the following: a. Order summary: Shows individual member orders and total amount spent for a designated time frame. b. Order details: Shows member orders with details of each item ordered for a designated time frame. c. Backordered items: Shows backordered items for all member orders for a designated time frame and can be sorted by manufacturer, item, name and date. d. Item quantity summary: Shows total items for all orders for a designated time frame. e. Individual item quantity summary: Shows items ordered by an individual user for a designated timeframe. II. SUBMITTAL REQUIREMENTS A. Required Documents: The following information must be included in the proposal. Required proposal documents must be arranged in the order listed below. RFP- 8085 Police Uniforms Page 6 of 23 1. Company name and address, as well as the name and direct contact information of the primary and secondary account representatives. Briefly describe the primary and secondary account representatives’ experience delivering services to Police organizations similar in size and scope of those listed under the Scope of Services in this RFP and years of service at your company. 2. Does your company currently provide secure on- line ordering systems equivalent to the requirements listed in Section I.G of this RFP for agencies of similar size and scope? Confirm a secure website for on- line ordering can be established per the specifications of the Scope of Services within 20 calendar days of receipt of contract award. 3. What is the Lead Time to deliver product After Receipt of Order (ARO)? 4. Can your firm/company be available to measure Police personnel in Fort Collins when needed, schedule to be determined by the Fort Collins Police Department? 5. Describe your relationship with the Manufacturer of the garments proposed for this RFP. Include how you plan to guarantee continuity of supply, quality and uniformity of appearance throughout the life of the resulting Services Agreement. 6. Provide documentation that apparel is manufactured using Sweatshop-Free Labor. What is the estimated lifespan of each proposed garment given normal wearing conditions? 7. Complete and return the Pricing Schedule provided in Section VI of this RFP. Acknowledge your consent to adhere to the Scope of Services and sample Agreement outlined in this solicitation by signing the Pricing Schedule, unless otherwise noted in proposal. 8. List three (3) references whom the Project Manager can contact, from agencies of similar size that have purchased police uniforms from your company within the last two (2) years. Include the name and address of each referenced organization, as well as the name, title, and phone number of the contact person. The City reserves the option to check references at its sole discretion. B. Samples: At the City’s option, top ranked firms/companies may be requested to supply sample garments for review prior to contract award. III. PROPOSAL GUIDELINES Proposals shall be limited to ten (10) pages. The City reserves the right to reject any proposal exceeding ten pages. The City assumes no responsibility for liability for any costs vendors may incur in responding to this RFP; including samples, site visits and/or contract negotiations. The City expects to enter into an Agreement with the awarded vendor. The anticipated terms and conditions of the Agreement are set forth in attached Exhibit “B”, consisting of eight (8) pages and incorporated herein by reference; however, the City may negotiate additional terms and conditions in the Agreement after award. RFP- 8085 Police Uniforms Page 7 of 23 This RFP may be amended and/or revoked at any time prior to final execution of an Agreement with the City. Deviations from Scope of Services: It is intended that the vendor shall conform to the Scope of Services. Any deviations from the Scope of Services must be clearly identified and explained separately in the proposal. IV. TIMETABLE The following is a proposed timetable developed for this project. Firms will be notified of any significant changes which might occur. Item: Date: Questions due to the City March 20, 2015 by 5:00 P.M. (our clock) Written proposals due to the City March 30, 2015 by 3:00 P.M. (our clock) Finalist Service Providers notified Week of April 6th, 2015 Finalists interviews (at the City’s option) Week of April 13th, 2015 Contract negotiations (completed) Week of May 4th, 2015 RFP- 8085 Police Uniforms Page 8 of 23 V. REVIEW AND ASSESSMENT Firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. The City may, at its option, choose the highest ranked firm based on the written proposals only. 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 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the Scope of Services or Agreement? 2.0 Assigned Personnel Do the account representatives have the necessary skills and years of experience delivering service of similar scope? Are sufficient people of the requisite skills and qualifications assigned to the project? 1.0 Availability Can the target Lead Time be met? Are other qualified personnel available to assist Police personnel when needed? Is the vendor available to measure Police personnel as required by the Scope of Services? 1.0 Sustainability Did vendor include documentation that apparel is manufactured using Sweatshop-Free Labor? What is the estimated lifespan of each proposed garment given normal wearing conditions? 2.0 Cost Does the proposal include detailed cost break-down for each cost element as applicable and are the line item costs competitive? Do the proposed costs compare favorably with the Project Manager's estimate? 2.0 Firm Capability Does the firm have the resources, capacity and support capabilities required to successfully deliver quality service and product? Can the website be operational in the necessary time? Does the firm provide on- line ordering systems equivalent to the requirements listed in the Scope of Services for agencies of similar size and scope? RFP- 8085 Police Uniforms Page 9 of 23 VI. PRICING SCHEDULE Description and Style Cost per Each Garment Add- on Costs (See Exhibit A for details) Deliverable Cost Per Each 6001 B.Dry Reversible Duty Jacket 8436 Men's Long Sleeve Super Shirt Worsted Wool Blend 8446 Men's Short Sleeve Super Shirt Worsted Wool Blend 8436W Women's Long Sleeve Super Shirt Worsted Wool Blend 8446W Womens's Short Sleeve Super Shirt Worsted Wool Blend 8560 Men's ClassAct™ Poly/Wool Uniform Trouser, Class A 8567 ClassAct™ 6-Pocket Trousers Specialty Pocket Options 8565 Men’s Pants Side Pocket Wool Blend 8560W Women's ClassAct™ Wool Blend Trousers 8567W Women's ClassAct™ Wool Blend Trousers with Pocket Options Reversible Hat Cover 125 Watch Cap 26990 Reversible Raincoat 8137 HI-VIS Polo Shirt Yellow 8147 LS HI-VIS Polo Shirt Yellow Vendor Statement: I have read and understand the Scope of Services for RFP 8085 and I agree to comply with such specifications and requirements. I also agree to sign the attached 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. _________________________________________________________ SIGNATURE DATE _________________________________________________________ NAME AND TITLE OF PRIMARY CONTACT __________________________________________________________ EMAIL OF PRIMARY CONTACT __________________________________________________________ COMPANY NAME (AREA CODE) TELEPHONE __________________________________________________________ ADDRESS: STREET CITY STATE ZIP RFP- 8085 Police Uniforms Page 10 of 23 EXHIBIT A UNIFORM SPECIFICATIONS All uniforms listed on this exhibit are Blauer brand. 1) 6001 B.Dry Reversible Duty Jacket per Fort Collins Police specification a) Reflective “POLICE” on the hi-vis side of the jacket. b) Black "P" buttons. c) Fort Collins Police shoulder emblems or K-9 shoulder patches 1 inch down on each sleeve on Navy side of jacket. d) Sergeant stripes as required. e) Remove badge tab on the Navy side and install Fort Collins badge emblem on left chest over where the badge tab was removed on Navy side. f) Color: Dark Navy. g) Sizes: i. XS(32-34) Short, Regular ii. S(36-38) Short, Regular iii. M(40-42) Short, Regular, Tall iv. L(44-46) Short, Regular, Tall v. XL(48-50) Short, Regular, Tall vi. 2XL(52-54) Short, Regular, Tall vii. 3XL(56-58) Regular, Tall viii. 4XL(60-62) Regular, Tall 2) 8436 Men's Long Sleeve Super Shirt Worsted Wool Blend a) Shoulder patches to be determined at time of order (K-9 or Fort Collins Police patch to be supplied by Fort Collins Police). b) Sergeant stripes as required and supplied by Fort Collins Police. c) Longevity stripes as required and supplied by Fort Collins Police. d) Colors: LAPD navy and gray. e) Sizes: i. Neck Size and Sleeve length: 1. 14.5 32-33 2. 15 32-33 3. 15.5 32-33, 34-35 4. 16 32-33, 34-35 5. 16.5 32-33, 34-35, 36-37 6. 17 32-33, 34-35, 36-37 7. 17.5 32-33, 34-35, 36-37 8. 18 34-35, 36-37 9. 18.5 34-35, 36-37 10. 19 34-35, 36-37 11. 19.5 34-35, 36-37 RFP- 8085 Police Uniforms Page 11 of 23 3) 8446 Men's Short Sleeve Super Shirt Worsted Wool Blend a) Shoulder patches to be determined at time of order (K-9 or Fort Collins Police patch to be supplied by Fort Collins Police). i. Sergeant stripes as required and supplied by Fort Collins Police. b) Color: LAPD Navy. c) Sizes: i. S(14-14.5) Regular ii. M(15-15.5) Regular, Tall iii. L(16-16.5) Regular, Tall iv. XL(17-17.5) Regular, Tall v. 2XL(18-18.5) Regular, Tall vi. 3XL(19) Regular, Tall. 4) 8436W Women's Long Sleeve Super Shirt Worsted Wool Blend a) Shoulder patches to be determined at time of order (K-9 or Fort Collins Police patch to be supplied by Fort Collins Police). b) Sergeant stripes as required and supplied by Fort Collins Police. c) Longevity stripes as required and supplied by Fort Collins Police. d) Color: LAPD navy and gray. e) Sizes: i. Neck Size and Sleeve length: 1. 32 Reg, Long 2. 34 Reg, Long 3. 36 Reg, Long 4. 38 Reg, Long 5. 40 Reg, Long 6. 42 Reg, Long 7. 44 Reg, Long 5) 8446W Women’s Short Sleeve Super Shirt Worsted Wool Blend a) Shoulder patches to be determined at time of order (K-9 or Fort Collins Police patch to be supplied by Fort Collins Police). b) Sergeant stripes as required and supplied by Fort Collins. c) Color: LAPD navy. d) Sizes: i. 32 Regular ii. 34 Regular iii. 36 Regular iv. 38 Regular v. 40 Regular vi. 42 Regular vii. 44 Regular viii. 46 Regular 6) 8560 ClassAct Poly/Wool Uniform Trouser traditional Class A appearance RFP- 8085 Police Uniforms Page 12 of 23 a) Colors: LAPD Navy and Black. b) Sizes: i. 28 30, 31, 32, 33, 34 ii. 30 30, 31, 32, 33, 34, 35 iii. 31 30, 31, 32, 33, 34, 35, 36, unhemmed iv. 32 30, 31, 32, 33, 34, 35, 36, unhemmed v. 33 30, 31, 32, 33, 34, 35, 36, unhemmed vi. 34 30, 31, 32, 33, 34, 35, 36, unhemmed vii. 35 30, 31, 32, 33, 34, 35, 36, unhemmed viii. 36 30, 31, 32, 33, 34, 35, 36, unhemmed ix. 37 30, 31, 32, 33, 34, 35, 36, unhemmed x. 38 30, 31, 32, 33, 34, 35, 36, unhemmed xi. 40 30, 31, 32, 33, 34, 35, 36, unhemmed xii. 42 30, 31, 32, 33, 34, 35, 36, unhemmed xiii. 44 30, 31, 32, 33, 34, 35, 36, unhemmed xiv. 46 30, 31, 32, 33, 34, 35 xv. 48 30, 31, 32, 33, 34 xvi. 50 30, 31, 32, 33, 34 7) 8567 6-Pocket Trousers Specialty Pocket Option a) Available Colors: LAPD Navy and Black. b) Sizes: i. 28 30, 31, 32, 33, 34 ii. 30 30, 31, 32, 33, 34, 35 iii. 31 30, 31, 32, 33, 34, 35, 36, unhemmed iv. 32 30, 31, 32, 33, 34, 35, 36, unhemmed v. 33 30, 31, 32, 33, 34, 35, 36, unhemmed vi. 34 30, 31, 32, 33, 34, 35, 36, unhemmed vii. 35 30, 31, 32, 33, 34, 35, 36, unhemmed viii. 36 30, 31, 32, 33, 34, 35, 36, unhemmed ix. 37 30, 31, 32, 33, 34, 35, 36, unhemmed x. 38 30, 31, 32, 33, 34, 35, 36, unhemmed xi. 40 30, 31, 32, 33, 34, 35, 36, unhemmed xii. 42 30, 31, 32, 33, 34, 35, 36, unhemmed xiii. 44 30, 31, 32, 33, 34, 35, 36, unhemmed xiv. 46 30, 31, 32, 33, 34, 35 xv. 48 30, 31, 32, 33, 34 xvi. 50 30, 31, 32, 33, 34 8) 8565 Men’s Pants Side Pocket Wool Blend a) Colors: LAPD Navy and Black. b) Sizes: i. 28 30, 31, 32, 33, 34 ii. 30 30, 31, 32, 33, 34, 35 RFP- 8085 Police Uniforms Page 13 of 23 iii. 31 30, 31, 32, 33, 34, 35, 36, unhemmed iv. 32 30, 31, 32, 33, 34, 35, 36, unhemmed v. 33 30, 31, 32, 33, 34, 35, 36, unhemmed vi. 34 30, 31, 32, 33, 34, 35, 36, unhemmed vii. 35 30, 31, 32, 33, 34, 35, 36, unhemmed viii. 36 30, 31, 32, 33, 34, 35, 36, unhemmed ix. 37 30, 31, 32, 33, 34, 35, 36, unhemmed x. 38 30, 31, 32, 33, 34, 35, 36, unhemmed xi. 40 30, 31, 32, 33, 34, 35, 36, unhemmed xii. 42 30, 31, 32, 33, 34, 35, 36, unhemmed xiii. 44 30, 31, 32, 33, 34, 35, 36, unhemmed xiv. 46 30, 31, 32, 33, 34, 35 xv. 48 30, 31, 32, 33, 34 xvi. 50 30, 31, 32, 33, 34 9) 8560W Women's ClassAct™ Wool Blend Trousers a) Colors: LAPD Navy and Black. b) Sizes: i. 2 30, 31, 32, 33, 34, Unfinished ii. 4 30, 31, 32, 33, 34, Unfinished iii. 6 30, 31, 32, 33, 34, Unfinished iv. 8 30, 31, 32, 33, 34, Unfinished v. 10 30, 31, 32, 33, 34, Unfinished vi. 12 30, 31, 32, 33, 34, Unfinished vii. 14 30, 31, 32, 33, 34, Unfinished viii. 16 30, 31, 32, 33, 34, Unfinished ix. 18 30, 31, 32, 33, 34, Unfinished x. 20 30, 31, 32, 33, 34, Unfinished xi. 22 30, 31, 32, 33, 34, Unfinished xii. 24 30, 31, 32, 33, 34, Unfinished 10) 8567W Women's ClassAct™ Wool Blend Trousers with Pocket Options a) Colors: LAPD navy and black. b) Sizes: i. 2 30, 31, 32, 33, 34, Unfinished ii. 4 30, 31, 32, 33, 34, Unfinished iii. 6 30, 31, 32, 33, 34, Unfinished iv. 8 30, 31, 32, 33, 34, Unfinished v. 10 30, 31, 32, 33, 34, Unfinished vi. 12 30, 31, 32, 33, 34, Unfinished vii. 14 30, 31, 32, 33, 34, Unfinished viii. 16 30, 31, 32, 33, 34, Unfinished ix. 18 30, 31, 32, 33, 34, Unfinished x. 20 30, 31, 32, 33, 34, Unfinished RFP- 8085 Police Uniforms Page 14 of 23 xi. 22 30, 31, 32, 33, 34, Unfinished xii. 24 30, 31, 32, 33, 34, Unfinished 11) Reversible Hat Cover a) Waterproof Tech-Lite urethane-coated 200 denier nylon oxford. b) Elastic edges holds it in place. c) Visor peak. d) One size fits all. e) Reversible Colors from Black to Yellow or Black to Orange. 12) 125 Watch Cap a) High-performance blend of 58% polyester, 21% worsted wool, and 21% low pill acrylic is comfortable, durable, and machine washable. b) Fleece liner. c) Traditional Navy watch cap style. 13) 26990 Reversible Raincoat a) One-ply Tech-lite urethane-coated 200-denier oxford nylon fabric reverses to hi-vis color. b) ANSI/ISEA 107-2004 Class II Certified (hi-vis yellow side only). c) 2" SCOTCHLITE™ reflective trim on hi-vis side around chest and cuffs. d) Seams sealed with thermal tape. e) Snap-over fly front. f) Snap equipment side opening. g) Special facings prevent yellow "peek through". h) Go-through hook-and-loop closed side openings. i) Badge tab on black side only. j) 49" long. k) 123 is a snap-on hood (order collar snaps on jacket). l) Fabric: B.DRY®. m) Sizes: i. S Regular ii. M Regular, Tall iii. L Regular, Tall iv. XL Regular, Tall v. 2XL Regular, Tall vi. 3XL Regular, Tall 14) 8137 HI-VIS POLO SHIRT Color: Hi-Vis Yellow Short Sleeve a) Sizes: i. XS Regular ii. S Regular iii. M Regular, Tall iv. L Regular, Tall v. XL Regular, Tall RFP- 8085 Police Uniforms Page 15 of 23 vi. 2XL Regular, Tall vii. 3XL Regular, Tall 15) 8147 LS HI-VIS POLO SHIRT Color: Hi-Vis Yellow Long Sleeve a) Sizes: i. XS Regular ii. S Regular iii. M Regular, Tall iv. L Regular, Tall v. XL Regular, Tall vi. 2XL Regular, Tall vii. 3XL Regular, Tall RFP- 8085 Police Uniforms Page 16 of 23 EXHIBIT B SAMPLE SERVICES AGREEMENT (For informational purposes, do not fill in or submit with proposal) 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, Service Provider shall be solely responsible for performance of all duties hereunder. 2. 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. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 3. 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. 4. 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 RFP- 8085 Police Uniforms Page 17 of 23 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. 5. 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. 6. 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. 7. 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. 8. 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 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. 9. 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. 10. 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. 11. Warranty. RFP- 8085 Police Uniforms Page 18 of 23 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 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. 12. 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. 13. 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. 14. 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. 15. Indemnity/Insurance. 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. RFP- 8085 Police Uniforms Page 19 of 23 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. 16. 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. 17. 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 jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 18. 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. 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: RFP- 8085 Police Uniforms Page 20 of 23 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. 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. 19. 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. RFP- 8085 Police Uniforms Page 21 of 23 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:_____________________________ RFP- 8085 Police Uniforms Page 22 of 23 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 reduce coverage or limits and will not be cancelled, except after thirty (30) 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 $1,000,000 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. RFP- 8085 Police Uniforms Page 23 of 23 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.