CITY OF VESTAVIA HILLS 513 MONTGOMERY HIGHWAY VESTAVIA HILLS AL 35216

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1 INVITATION TO BID Police Uniform Re-Bid Page Number 1 CITY OF VESTAVIA HILLS 513 MONTGOMERY HIGHWAY VESTAVIA HILLS AL BIDS TO BE OPENED AT THE CITY OF DATE: September 5, 2014 VESTAVIA HILLS ON SEPTEMBER 15, 2014 BID: Police Uniform Bid AT 2:00 PM. BIDS TO BE TURNED IN NO LATER THAN 2:00 PM ON THIS DATE. Ladies and Gentlemen: Sealed bids will be received by the City of Vestavia Hills, Alabama, in the Office of the City Clerk at the Municipal Center until the above time and date, and opened as soon thereafter as practical. Please return in a sealed envelope marked with the bid name as listed above. Bids must be returned by 2:00 PM by the date listed above. Bids received in the Office of the City Clerk either by hand delivery or mail after the specified date and hour will not be considered. ************************************************************************************************** NAME OF COMPANY: BIDS GOOD THROUGH**: *See Specifications Enclosed. **The Vestavia Hills Police Department reserves the right to extend this bid for an additional two years based on a review of the prices, services rendered and merchandise received. I hereby affirm that I have not been in any agreement or collusion among bidders or prospective bidders in restraint of freedom of competition, by agreement to bid at a fixed price or to refrain from bidding or otherwise. This form must be notarized. FIRM Sworn and Subscribed before me this the day of, 20. Notary Public My Commission Expires. BY ADDRESS PHONE DATE ************************************************************************************************************* ALL BIDDERS MUST USE OFFICIAL BID FORMS. COMPLETE IN INK OR TYPE. THE CITY RESERVES THE RIGHT TO REJECT OR WAIVE ANY AND ALL BIDS OR PORTIONS THEREOF. QUESTIONS SHOULD BE ADDRESSED TO THE OFFICE OF THE CITY CLERK, PHONE (205) Rebecca Leavings, Purchasing Agent

2 Page Number 2 1. Bid Requirements POLICE UNIFORM BID REQUIREMENTS Bids not conforming with the following requirements may be rejected. (a) (b) (c) (d) (e) (f) Bids must be made on the blank bid forms provided. Bids must be complete and specific. Bids will be free of alterations and erasures. Bids will be properly signed by the bidder or by a legally authorized officer or agent of the bidder and notarized. The bid will be enclosed in a sealed envelope marked SEALED BID --- POLICE UNIFORM BID. The sealed envelope must be addressed to: City of Vestavia Hills Office of the City Clerk 513 Montgomery Highway Vestavia Hills AL (h) (i) (j) (k) The Vestavia Hills Police Department reserves the right to extend this bid for an additional two years based on a review of the prices, services rendered and merchandise received. Bid price should be per unit, including delivery. The City of Vestavia Hills is a tax exempt municipality; all prices bid should reflect tax exempt status. If you have any questions regarding the bid specifications or to get an equivalent approved, please contact Chief Rary at

3 Page Number 3 City of Vestavia Hills Police Department General Conditions 1. This contract is for a period of (1) year to begin October 1, 2014 and end September 30, The decision on selecting the winning bid will take into consideration price, quality of item, service, and past history of vendor performance. The City has the option to extend the contract for (2) additional years based on a review of the prices, services rendered, and merchandise supplied. Any price increase must be submitted in writing to the Chief of Police at least 120 days in advance of the renewal date to allow time for re-bid if deemed necessary by the Chief of Police. 2. Items are to be furnished on an as needed basis during the life of this contract. All items, except those which are tailor made, will be kept in stock for immediate delivery. Tailor made items will have a 30 day delivery deadline. All items are to be available in both male and female sizes. Failure to comply with this condition will result in the termination of the contract at the discretion of the Chief Of Police. 3. Each item must be quoted or bid will be disqualified. Each bidder must submit samples of any substitutions, no more than (5) working days before bid opening to the Chief of Police. No bid will be opened without samples. Any specific brands or styles listed in this bid remain subject to sample review and the final determination on the item being accepted will be made based on that review. Samples from the winning bid will remain in the possession of the Police Department for the duration of the contract. Any alternate bid items must have specifications submitted with the sample. 4. Vendor must have a fully operational business with a seamstress to handle alterations within a thirty-mile radius of the City of Vestavia Hills. 5. All alterations and exchanges of items shall be at the expense of the successful bidder. Alterations or exchanges shall not be handled as a no charge exchange, but shall be credited to the account and reentered as a new order. Attaching of emblems, chevrons, and/or insignia shall be done at the expense of the bidder. 6. Employee may order any item approved by the Chief of Police. The employee may make purchases from November 1 st until May 1 st of each year. It will be the responsibility of the successful bidder to keep accounting records on each individual. The City will be responsible only for the employee s allowance and approved items. Any items purchased by the employee will be at the bid pricing. 7. Successful bidder must furnish the City with a report of current purchases quarterly, and at any other time upon request. A sample report must be included with the bid. 8. There will be a three-part delivery ticket for accounting purposes. One copy will be for the employee s records, one copy to be submitted to the city with the invoice, and

4 Page Number 4 the third copy to be kept by the vendor. Samples of all forms to be submitted with bid. 9. The Vestavia Hills Police Department has made every effort to have a uniform appearance. To this purpose only specified items will be accepted. All items are to match the style and color of uniforms currently being worn by the Vestavia Hills Police Department. All duty gear to be basket weave finish. 10. Bidders shall submit three (3) references for this evaluation. The references should be from customers approximately the same size of the Vestavia Hills Police Department. 11. Bidders shall offer a percentage discount on other items on attached form. By signing this bid sheet, the bidder agrees to meet all the conditions and specifications set forth above. 12. The prices in this bid are for manufacturer s in stock sizing. 13. Any questions regarding this bid should be directed to Chief Dan Rary, (205) Please complete the following information: Bidder: Address: Telephone: Web Address: Address: Date:

5 Page Number 5 Vestavia Hills Police Department ITEM MANUFACTURER PRICE Class A Trousers 100% POLYESTER (See Spec Sheet) Class A L/S Shirt 100% POLYESTER (See Spec Sheet) Class A Hat Air Force Style Patrol, BAYLY #97110 Only Approved Substitutions W/8525 Hat Band Class A Hat Air Force Style Command BAYLY # Only Approved Substitutions W/#6307 Visor and #8525 Hat Band Name Plate Blackington J1 Silver Only Approved Substitutions Shirt Badge Blackington A2688 X SILVER OXIDE W/ Black Banners Only Approved Substitutions Hat Badge Blackington B720 R Rohglo Black Banner Only Approved Substitutions Tie Samuel Broome 900 BO Navy or Equal Class B Trousers POLY/RAYON Feichiemer #39300 Class B L/S Shirt POLY/RAYON with Monogrammed name and Embroidered Badge Fleicheimer #48W3986 Class B S/S POLY/RAYON with Monogrammed Name and Embroidered Badge Feicheichmer #98R3986 Class B Cap Black Pro Style with Patch (See Spec Sheet) Class B Dickie Mock Turtleneck with Embroidered VHPD (See Spec Sheet) Class C Polo Shirt TRU SPEC Dark Navy #4340 with Monogrammed name and Embroidered Badge Class C Trousers Khaki PROPPER (See Spec Sheet) Class C Button Down Shirt PROPPER Light Tactical F with Monogrammed name and Embroidered Badge Jacket All Weather 5.11, 5 in 1 Jacket #48017 W/Panels Embroidered Only Approved Substitutions Rain Pants 5.11 #48057 Dark Navy Only Approved Substitutions Vest Carrier SHIRT STYLE Blauer 8370 Traffic Vest HI VIZ Yellow (See Spec Sheet)

6 Page Number 6 Leather Jacket TAYLOR LEATHER #4461Z Indianapolis MDL PATROL Only Approved Substitutions Leather Jacket TAYLOR LEATHER #C1Z 91 Commercial Pilot ADMIN Only Approved Substitutions Leather Jacket TAYLOR LEATHER #4473Z Pittsburgh MDL MOTORS Only Approved Substitutions Motorcycle Riding Breeches 5.11 #7440 Only Approved Substitutions Motorcycle Riding Boots with zipper All American 905L Only Approved Substitutions Boots Black Bates Gore Tex Only Approved Substitutions Boots Tan Desert Bates Only Approved Substitutions Chevrons (Sergeant & Corporal) Dark Navy and Silver (Set of 2) Collar Insignia Embroidered each Collar (LT and above) TOTAL Patches Shoulder 500 quantity (See Spec Sheet) Patches Cap 200 quantity (See Spec Sheet) TOTAL Patches

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