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Res. No. 048-09-12857RESOLUTION NO:. 48 -09 -12857 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE PURCHASE OF POLICE UNIFORMS FROM HARRISON UNIFORMS USING FUNDS NOT TO EXCEED $35,000.00 THAT WERE APPROVED AND ALLOCATED IN THE 2008 -2009 BUDGET, FROM ACCOUNT NUMBER 001- 1910 -521 -5220 POLICE UNIFORMS, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of South Miami has always taken pride in the professional dress code of our Police Officers; and WHEREAS, Harrison Uniform has been selected due to pricing, quality of garments and equipment, convenient location and excellent service, and WHEREAS, Competitive pricing is available by piggybacking on City of Miami's competitively bid contract NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA: Section 1 That the City Manager is authorized to purchase police uniforms from Harrison Uniforms with the funds corning from account # 001 - 1910 -521 -5220 police uniforms, with a current balance of $37,884.75. Section 2 That this resolution be effective immediately after the adoption hereof. PASSED AND ADOPTED this a day of 2009. ATTEST: OI��.: L_... I, a 11037 01r /IlIT 4'� Mayor Commission Vote: 4 -0 Mayor FeHu: Yea Vice Mayor Beasley: Yea Commissioner Palmer: absent Commissioner Beckman: Yea Commissioner Newman: Yea South Miami AA- Ame�4caCfty CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER - OFFICE MEMORANDUM zoos Agenda Item # /7.— To: The Honorable Mayor Feliu and Members of the City Commission Via: W. Ajibola Balogun, City Manager From: Robert F. Richardson II, Chief of Police °- Date: March 17, 2009 Subject: Open P.O. for Police Uniforms Resolution: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI, FLORIDA, AUTHORIZING THE PURCHASE OF POLICE UNIFORMS FROM HARRISON UNIFORMS USING FUNDS NOT TO EXCEED $35,000.00 THAT WERE APPROVED AND ALLOCATED IN THE 2008 -2009 BUDGET, FROM ACCOUNT NUMBER 001- 1910 -521 -5220 POLICE UNIFORMS, PROVIDING FOR AN EFFECTIVE DATE. Request: Authorizing the purchase of police uniforms from Harrison Uniforms due to their quality of service, uniforms and equipment, convenient location and competitive pricing. Reason/Need: To maintain the professional appearance of our police officers, adequate and durable uniforms and equipment must be provided and replaced when necessary and as required by union contract. Cost: $ 35,000 Funding Source: Funds were budgeted in account number 001 -1910 - 521 -5220, with a current balance of $37,884.75. Backup Documentation: Draft Resolution, Miami Bid Documents & Pricing Info. p r pmy N 3 m x O N N WD (1_v o =3 o0mo.a NoyvN}'B O o v v o y 0000000 m ` m o ppvm,69 � O r90=) 490 9= (D 49 v0 v O v Nom . 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HERNANDEZ, P.E. City Manager Please be informed that the City of Miami has extended the contract with your firm for the provision of Police Uniforms and Accessories, for the period of December 22, 2008 through December 21, 2009. Pursuant to Section 2.7, Schedule of Escalation, this first renewal (second year of the contract) reflects a 30/p increase to the unit prices of the awarded items. Enclosed is the Contract Award (Renewal) sheet for your reference. Should you have any questions regarding this matter, please contact Yusbel Gonzalez, Sr. Procurement Specialist, at (305) 416 -1958. The City of Miami appreciates your participation in servicing our needs. GM1 R G /db cc: Bid File Sincerely yoursz6z- Glenn �. Marcos, CPPO, CPPB, FCPM, FCPA Director /Chief Procurement Officer DEPARTMENT OF PURCHASING 444 S.W. 2nd Avenue, 6* Floor Miami, E Address: purch FIL 33130 1305) 416-1900 ase Fax m305i 416-1925 s ebsi Bailing Address: O.Box 330708 Miami, Florida 33233 -0708 ,IT-fij of Opp �`1TY F � Oun,i iiO1 Q' y `4 dg�,0. X0'4 December 12, 2008 Ms. Elizabeth Cowen Harrison Uniforms 3420 NW 7' Street Miami, FL 33125 Re: CONTRACT AWARD (FIRST RENEWAL) Police Uniforms & Accessories Bid No. 45014(12) Dear Ms. Cowen: PEDRO G. HERNANDEZ, P.E. City Manager Please be informed that the City of Miami has extended the contract with your firm for the provision of Police Uniforms and Accessories, for the period of December 22, 2008 through December 21, 2009. Pursuant to Section 2.7, Schedule of Escalation, this first renewal (second year of the contract) reflects a 30/p increase to the unit prices of the awarded items. Enclosed is the Contract Award (Renewal) sheet for your reference. Should you have any questions regarding this matter, please contact Yusbel Gonzalez, Sr. Procurement Specialist, at (305) 416 -1958. The City of Miami appreciates your participation in servicing our needs. GM1 R G /db cc: Bid File Sincerely yoursz6z- Glenn �. Marcos, CPPO, CPPB, FCPM, FCPA Director /Chief Procurement Officer DEPARTMENT OF PURCHASING 444 S.W. 2nd Avenue, 6* Floor Miami, E Address: purch FIL 33130 1305) 416-1900 ase Fax m305i 416-1925 s ebsi Bailing Address: O.Box 330708 Miami, Florida 33233 -0708 101itij of CO N T R A C T A W A R D FIRST RENEWAL BID NO: DESCRIPTION: 45014(12) POLICE UNIFORMS AND ACCESSORIES WITH OTR FOR FOUR (4) ADDITIONAL ONE -YEAR PERIODS TERM OF CONTRACT: CONTRACT PERIOD: ONE (1) YEAR DECEMBER 23, 2007 THROUGH DECEMBER 22, 2008 FIRST RENEWAL: .DECEMBER 22, 2008 THROUGH DECEMBER 21,.200b COMMODITY CODE: 20085 -00 SECTION #1 — VENDOR AWARD Harrison Uniforms 3420 N.W. 71h Street Miami, FL 33125 Contact: Elizabeth Cowen Phone: (305) 642 -1820 Fax: (305) 642 -1886 Cell /Pager: N/A E -mail Address: ecowen0ftchheimer.com SECTION #2 — AWARD /BACKGROUND INFORMATION / APPLICABLE ORDINANCE I NOTES CC AWARD DATE:. December 13, 2007 N: INSURANCE D A REQUIREMENTS: ONT: N /A' O'' RESOLUTION NO: R -07 -0705 TOTAL CONTRACT AMOUNT: SEE BELOW PERFORMANCE BOND: N Funds allocated from the various sources of funds APPLICABLE ORDINANCE: N/A subject to the availability of funds and budgetary approval at the time of need NOTE: ' Please find enclosed a copy of the recently approved first term Contract for the purchase of Police Uniforms and Accessories. Pursuant to Section 2.7, Schedule of Escaiation,.this first renewal (second year of the contract) reflects a 3% price increase to the unit prices of the awarded items. CITY DEPARTMENTS — POLICE DEPARTMENT Contract Administrator: JAY POLLEN Phone: (305) 579 -6458 Fax (305) 579 -3493 SECTION #4 - PROCURING AGENCY CITY OF MIAMI, DEPARTMENT OF PURCHASING Sr. Buyer: Yusbel Gonzalez Phone: 305 - 416 -1958 Fax: 305 - 400 -5104 Prepared By: Deborah Buchanan, 12 /12/08 NOTE: This contract has been reassigned from Commodity Team 3 to Commodity Team 2; therefore, Maritza Suarez is.no longer the buyer. This contract has been reassigned to Yusbel Gonzalez. A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDEYO ASSIST YOU WITH THE INFORMATION CONTAINED HEREIN IS AVAILABLE IN THE ISUPPLIER INFORMATION SECTION OF OUR WEBPAGE AT: WWW. MIAMIGOV.COMIPR000REMENT N W K W U Q F- Q W N 2 � (n � O Q Z QU a P m m O N a u R oa N � o � C N � N fn N `2 a m m a m w 6 N O. 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N d O � C � O � d N N by c �a n d o m O a� N W O N N W U U d Z F- d W N W G` 00 aZ d U J O a a N O m LL m F a ro O N �a a� N y O q N Np W � R 7 @ N o @ T II a a� @ as d a R � 6 N d J \\ }( | §f In )\ {\ \\ \ \ 0 } \ \ \ k �\} \ , "'I "I" , - � ) /( )n({)\ �Eak \_ly fw -W ) /fi{ ) \<;r) a ` !,$a,(£!- 111111111,-0-0-0-0-0-0-0-0-0-0. !! . & | §f In )\ {\ \\ TO FROM CITY CF 1VIEAMI, FLORIDA INTER-OFFICE 1010110 ANK)l. M John Timoney, Chief DATE: December 20, 2007 FILr_ : Police Department SUBJECT: police Uniforms &Accessories Bid No. 45014(12) Glenn Marcos, Director REFESrNCE$ Department of Purchasing aNcE.osunES: Please find enclosed a copy of the recently approved term contract for the purchase of Police Uniforms and Accessories. The Police Department is urged to carefully review the contract in detail to become familiar with its prices, terms, and conditions, and items awarded. If your department is unable to locate a particular item on the contract, please contact the appropriate Buyer for assistance. No other goods or services can be purchased under this agreement except those specified in the contract. When requesting this commodity or service, the Bid and Resolution Nos. should be cited in the requisition. It shall be the responsibility of the using department to properly administer the contract to ensure that the contractor and the City perform all contractual obligations. In the execution of this responsibility, departments should monitor vendor performance, inspect goods at time of delivery and check for accuracy in billing. Should your department encounter any problems with the contractor, please document the problem and immediately advise Maritza Suarez, Procurement Supervisor, at (305) 416 -1907 for assistance. c: Bid File i C O N T R A C T of A W A R D BID NO: 45014(12) DESCRIPTION: POLICE UNIFORMS AND ACCESSORIES CONTRACT PERIOD: DECEMBER 23, 2007 — DECEMBER 22, 2008 TERM OF CONTRACT: ONE (1) YEARS PLUS OTR FOR FOUR (4) ADDITIONAL ONE -YEAR PERIODS COMMODITY CODE: 20085 -00 ECTION #1 - VENDOR AWARD HARRISON UNIFORMS 120 NW 25T11 STREET MIAMI, FLORIDA 33127 Contact: ELIZABETH COWEN Phone: (305) 572 -1240 Fax: (305)572 -1245,- Cell /Pager: (305) 458.0120 E -mail Address: Miami(a)fechheimer.com CC AWARD DATE: December 13, 2007 INSURANCE AMENDED AMOUNT: R R REQUIREMENTS: NO RESOLUTION NO: R -07 -0705 TOTAL CONTRACT AMOUNT: SEE BELOW PERFORMANCE BOND: N/A Funds allocated from the various sources of funds subject to the availability of funds and budgetary approval at the time of need SECTION #3 - REQUESTING DEPARTMENT CITY DEPARTMENTS —POLICE DEPARTMENT Contract Administrator: JAY POLLEN Phone: (305) 579 -6458 Fax: (305) 579 -3493 SECTION #4 - PROCURING AGENCY CITY OF MIAMI, DEPARTMENT OF PURCHASING Sr. Buyer: Maritza Suarez Phone: 305 - 416 -1907 Fax: 305 -416 -1925 Prepared By: Anna Medina, 12 /20/07 O� 0 0 Pik O apt ° N O N O H Q O a l0 O y a N y v 2 E •a O N I O 2mEv a`-y Ev4u>.E °°- ? >p °'•-I °i rno wo wo ar a d y a o a` 2-w w z C O N N_ m N N d C L a D L a} L (0 } N Q = y b H r 'y N y y R T? ro C T H > C y-' N Y C y .0 r •C 'C ,CC •C X mGVNCq'C ro c'VC NG'OC L Ow Ow OH ON O N a 0 Z'o17 o E'O^ E° av E� m 0 0- 0 0 ° ° ° S--o 3 E` E z cv° } turn turn cvN.° E c) c E a ao°ty aayv aayv aay o... o..- CL G -U aavidAaa`nEvy'°E?IvEE o' ov od oy °°' o a E`.aE E E tia -4D 4p 4p W-Deco JEc °JE c_o JEco O O r l m O 1� h` O ,a M cli Oz U tO OQ Z 4 of N� m m M M N M� V M 4 (n U O U j c Eo v ?Pn WO1 ymci yE wOr u4 oN ti D Fa LW iO zi c W c m4 �i° o E� o cp i `o a 4 L_I �. a LLlaLN a ,w aQ v �a HQm HC g Ern9 Ewa C° y o ON a V L OV'Q N aQ y Ew yW a ' E'NW E d} �N EN O U a. 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Oi N N i0 � N � N O �p N O aG n m m N C O �ro N 6 d (0 O CL Q 0 ti m o: m a n O (V N O N d m 7 is TJ N m a ro a 45014,1 2. Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for the furnishing of Police Uniforms and Accessories, as specified herein, from a source(s) of supply that will give prompt and efficient service fully complilam with the terms, conditions and stipulations of the solicitation. 2.2. SUBMISSION OF BID RESPONSES Due to the large number of line items contained in this Invitation for Bid, the City will only accept responses submitted electronically via the Oracle System. Responses submitted in hardcopy format will be deemed non - responsive. For instructions on how to submit your bid electronically via the Oracle System, please access The ISupplier /Sourcing Uscr Guide at the following link: hitp: / /www.miamigov. corn /Procaemen t/docs /iSupplier- Sourcing %20Guidt.pd f 2.3. DEADLINE FOI2 RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the Purchasing Department, Attn: Maritza Suarez, CPPB; fax: (305) 400 -5025 or email: msuarez &i.mismi.fl.us. The solicitation title and number shall be referenced on all correspondence. All questions must be received no later than Tuesday, October 2, 2007 @ 5:00 p.m.. All responses'to questions will be sent to all prospective bidders /proposers in the form on an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE, 2.4. PRE - BID /PRE-PROPOSAL CONFERENCE None 2.5. TERM OF CONTRACT The Contract shall commence upon the date Of notice of award and shall be effective for one (1) year with the option to extend for four (4) additional one (I) year periods, subject to the availability of funds for succeeding fiscal years. Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.6. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (1) Continued satisfactory performance compliance with the specifications, terms and conditions established herein. (2) Availability of funds In the event the Contractor is unable to extend the contract for any subsequent period under the above conditions, or for whatever cause, advance written notice and explanation must be submitted to the Chief Procurement Officer, no later than ninety (90) days prior to the annual expiration date. Such notification is subject to the acceptance of the City, or the Contractor may be found to be in default. 2.7. SCHEDULE OF ESCALATION Page 91 of 100 45014,1 Bidders are requested to bid film, prices for each item, for as many years as possible, up to five years, but in all cases firm pricing must be given for the first year of the Contract. Additional contract year prices may be subject to escalation, to a maximum of 3% per year and bidders shall indicate on the Price Sheet the percentage increase for the 2nd, 3rd, 4th, and 5th year of the contract for each item. Percentage increases for the 2nd, 3rd, 4th, and Sth year of the contract will be considered in determining the low bidder. 2.8. EQUITABLE ADJUSTMENT The Purchasing Department may, in its sole discretion, make an equitable adjustment in the contract terms and/or pricing if pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due to circumstances beyond the successful bidder(s) control, (2) the volatility affects the marketplace or industry, not just the particular contract source of supply, (3) the effect on pricing or availability of supply is substantial, and (4) the volatility so affects the successful bidder(s) that continued performance of the contract would result in a substantial loss. Successful bidder(s) might have to supply documentation to justify any requested percentage increase in cost to the City of Miami. 2.9. NON - APPROPRIATION OF FUNDS In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to Contractor or his assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any particular or any project(s) will be awarded to any firm(s). 2.10. METHOD OF AWARD Award of this contract will be made to the lowest responsive and responsible bidder on a group by group basis, or on a total of the two groups, whichever is in the best interest of the City. In order to be considered for award of a group, bidders must bid on all items within that group. Failure to bid on all items within a group shalt deem yourbid non - responsive for that group. Group 1 Uniform Pants/Skirts and Shirts (Items 1 -20) Supplemental Uniforms (Items 21.43) Honor Guard, Staff/Civilian Clothing (Items 44 -61) Group 2 Outerwear (items 62 -78) • Accessories ( ITems 79 -109) Emblems, Insignias and Patches (Items 110-119) Duty Gear (Items 120.157) Footwear (Items 159.382) 2.11, BIDDER MINIMUM QUALIFICATIONS Bids will be considered only from firms that are regularly engaged furthermore, e, buss es bidder f prviding goods and/or services as described in this Bid for at least two (2) YMS; (1) Have sufficient financial support, equipment and organization to insure that they can satisfactorily provide the goods and/or services if awarded a Contract under the terms and conditions herein stated. Bidder shall: (2) Not have any member, officer, or stockholder that is in arrears or is in default of any debt or contract involving the City, is a defaulter surety otherwise, upon any obligation to the City, and/or has failed to perform faithfully on any previous contract with the City. (3) Have no record of pending lawsuits or criminal activities, and have never been declared bankrupt. Page 92 of I00 45014,1 2.12. DELIVERY A) Point: Delivery of the items shall be made to individuals either at the contractor's facility, or to the Police Department Central Headquarters or Substations, as may be required. The Contractor shall notify the Police Property Unit Quartermaster when the items are ready for pick-up or delivery. The successful bidder will be furnished with the addresses of the Central Headquarters and Substations, upon issuance of Purchase Order(s). B) Delivery Schedule: Bidders shall indicate on their response the number of calendar days required to complete and deliver (or have ready for pickup) the uniforms after measurements have been taken. Bidders shall indicate delivery days for uniforms requiring alteration, and for those requiring no alterations. C) Verification: The Contractor shall be responsible for dating the item request chit with the date of measurement and shall indicate whether alterations are required. Each chit shall then be initiated by the using officer. The Contractor shall further ensure that invoices are signed and dated by the individual officer upon final receipt of items. Chits and invoices shall be-submitted in duplicate to the City Police Department. D) Delays - Date of delivery or pick up may be extended for a specific period of time when the delay is the result of an Act of God, war, civil commotion, strike or any other condition beyond the control of the Contractor, and provided that written notice of such delay is given to the City Purchasing Agent, and verbal notice to the using department, immediately upon knowledge of delay. E) Liquidated damages - Bidder shall provide all items at the guaranteed delivery time specified by the City in the Delivery Section of this solicitation. If the successful bidder fails to deliver within the specified delivery time, it is understood that I % of the unit price per calendar day per item will be deducted, as liquidated damages, for each day beyond the specified delivery time (not to exceed the total amount of the contract), not as a penalty but as a form of compensation for the loss of not having the ability to use the product. F) Prohibition against the sale -The successful bidder will not sell or distribute any item or items with The City of Miami name or logo thereon to the general public. Police Department identification will be required for item pick -ups. The City of Miami fully intends to enforce liquidated damages for noncompliance of any portion of these specifications or Delivery Schedules. Bidders should carefully consider all terms before submitting their bid. 2.13. FAILURE TO PERFORM Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken within 48 hours of any failure to perform according to specifications, the City reserves the right to declare Contractor in default of the contract or make appropriate reductions in the contract payment. 2.14. EQUAL PRODUCT Manufacturer's name, brand name and model/style number when used in these specifications are for the sole purpose of establishing minimum requirements of levels of quality, standards of performance and design required and is in no way intended to prohibit the bidding of other manufacturer's brands of equal material, unless otherwise indicated. Equal (substitution) may be bid, provided product so bid is found to be equal in quality, standards of performance, design, etc, to item specified, unless otherwise indicated. Where equal is proposed, bid submittal must be accompanied by a sampe (see the listed item for specific requirements) and complete sets of necessary data (i.e. factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the quality of the item(s) bid. The City shall be the sole judge of equality and its decision shall be final. Samples shall be submitted no later than seven (7) calendar days after a formal request is made. NOTE: Substituted item(s) that are not deemed as "Approved Equal" by the City, shall cause the bid to be non - responsive. Page 93 of 1 OD 45014,1 2.15. METHOD OF PAYMENT Full payment will be made upon receipt and acceptance of a complete unit(s). No down or partial down payments will be made. 2.16. ADDITIONS/DELETIONS OF ITEMS /PRODUCTS Although this Solicitation identifies specific items /products to be supplied, it is hereby agreed and understood that any items /products may be added/deleted to /from this contract at the option of the City. When an additional item /product to the contract is required, the successful bidder(s) under this contract shall be invited to submit price quotes for these new items /products. If these quotes are comparable, competitive market prices for similar items /products, the item/product shall be added to the contract and an addendum and a separate purchase order shall be issued by the City 2.17. CONTRACT ADMINISTRATOR Upon.award, contractor shall report and work directly with the Police Quartermaster, who shall be designated as the Contract Administrator. 2.18. T1E BIDS Whenever two or more Bids which are equal with respect to price, quality and service are received by the City for the procurement of commodities or contractual services, a Bid received from a business that certifies that is has implemented a drug -free workplace program shall be given preference in the award process. Established procedures for processing tie Bids will be followed if none of the tied vendors have a drug -free workplace program. In order to have a dr ig -free workplace program, a business shall: (1) publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the action that will be taken against employees for violations of such prohibition. (2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. (3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in subsection (I.).. (4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. (5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any employee who is so convicted. (6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. 2.19.131D BOND All bids must be accompanied by a Bid Bond in the amount of $5,000.00, to be in the form of a Cashier's Check or Money Order made payable to the City of Miami; a bond written by a surety company authorized to do business in the Slate of Florida and shall comply with State Statute 287.0935. The bond, from all unsuccessful bidders, if in the form of a Cashier's Check, will be returned after bid award. Bidders are to submit the Bid Bond prior to the closing date and time to: h4aritza Suarez, City of Miami Page 94 of 100 45014,1 Purchasing Department, 444 SW 2nd Avenue, 6th Floor, Miami, Florida 33130. 2.20. PERFORMANCE BOND Within ten (10) working days following notice of award by the City, the successful bidder shall furnish to the'City, of Miami, a Performance Bond in the total amount of the Cost to the City for the period of the contract (to be determined at the time of award). The Performance Bond can be in the form of a Cashier's Check, made payable to the City of Miami; a bond written by a surety company authorized to do business in the State of Florida and shall comply with State Statute 287.0935; or an Irrevocable Letter of Credit. If the latter is chosen, it must be written on a bank located in Miarni -Dade County, be in the amount of the contract and should clearly and expressly state that it cannot be revoked until express written approval has been given by the City of Miami. The City, to draw on same, would merely have to give written notice to the bank with a copy to the successful contractor, 2.21. NO SUBSTITUTION When "No Substitution" is used in combination with a manufactures s name, brand name and/or model number that named item is the only item that will be accepted by the City. 2.22. PRODUCTICATALOG INFORMATION For substituted items, bidder must submit product information on the items they propose to furnish on this bid. Any bid received not containing this information may be rejected for that reason. If catalog numbers shown in this bid are incorrect or obsolete, it is the responsibility of the vendor to update or advise the City of this problem. The City will issue an addendum to correct and update catalog numbers, when applicable. The cataloe number vov show on yQu�b_id ' t e one the Ci willed to receive. 2.23. REFERENCES Each bid must be accompanied by a list of references, which shall include the name of the company, dates of contract, description of goods supplied, a contact person and the telephone number. NO DID WILL BE CONSIDERED WITHOUT THIS LIST. 2.24. TAILORING SERVICES A) Bidders will not be eligible for award unless they provide, within the City of Miami, the services of tailor to take measurements, fit and perform alterations as required for all garments during the term of the contract. Vendor's whose facility is located outside the jurisdictional boundaries of the City of Miami must provide a storefront service site physically located within the City of Miami within 15 days after bid award. The successful bidder shall provide tailoring and uniform pick -up services five days a week, Monday through Friday, 7:00 a.m. through 4:00 p.m. The tailor shall: 1. Be fully licensed. 2. Have a facility located within the City of Miami, and said facility shall have adequate dressing rooms. All bidders shall have in addition to a local office, a )oca) tailor to represent them. Such a local tailor shall be equipped to make all alterations and fittings required by the City during normal hours of operation. 3. Take al) measurements and perform all alterations at the local facility, with the exception of services provided for "C" Patrol which is detailed below, B) Bidders shall indicate on the Bid Response the name and City of Miami address of the tailor to be used for this contract and the number of calendar days required to complete alterations after the taking of measurements. C) Tailoring Procedure Page 95 of 100 45014,1 1, The Contractor shall make arrangements to begin taking measurements immediately upon notice of Performance Guarantee approval. 2. Upon measurement, the contractor shall indicate on each uniform request "chit ", any alterations required and shall have the officer /recipient initial those remarks. These chits shall be dated with the date measurements are taken. 3. Alterations shall be performed within the time stipulated in this bid, and shall notify the contract administrator upon completion, 4. Uniforms shall be tried on by the individual officer to assure satisfactory fit. The Contractor shall require each officer to sign the "chit" for any and all garments received indicating the date received. S. It is he Contractor's responsibility to insure that all uniforms fit properly and to (lie acceptance of the indiyidua officer. 2.25. SPECIFICATION EXCEPTIONS Specifications are based on the most current literature available. Bidder shall notify the City of Miami Purchasing Department, in writing, no less than ten (10) days prior to solicitation closing date of any change in the manufacturers' specifications which conflict with the specifications. Bidders must also explain any deviation from the specifications in writing as a footnote on the applicable specification page and enclose a copy of the manufacturers specifications data detailing the changed item(s) with his/her submission. Additionally, bidders must indicate any options requiring the addition of other options, as well as those which are included as a part of another option. Failure of bidders to comply with these provisions will result in bidders being held responsible for all costs required to bring the itenh(s) in compliance with contract specifications. 2.26. TERMINATION A. FOR DEFAULT If Contractor defaults in its performance under this Contract and does not cure the default within 30 days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Contractor shall be liable for damages including the excess cost ofprocuring similar supplies or services: provided that if, (1) it is determined for any reason that the Contractor was not in default or (2) the Contractor's failure to perform is without his or his subcontractor's control, fault or negligence, the termination will be deemed to be a termination for the convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when it is in the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so terminated for the convenience by the City of Miami the Contractor will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.27. ADDITIONAL TERMS AND CONDITIONS No additional terms and conditions included with the bid response shall be evaluated or considered, and any and all such additional terms and conditions shall have no force or effect and arc inapplicable to this bid. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General and Special Conditions in this bid solicitation are the only conditions applicable to this bid and that the bidder's authorized signature affixed to the bidder's acknowledgment form attests to this. 2.28. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS Page 96 of 100 45014,1 The Bidder hereby acknowledges and agrees that all materials /products, except where recycled content is specifically requested, supplied by the Bidder in conjunction with this Bid shall be new, warranted for their merchantability, and fit for a particular purpose. In the event any of the materialslproducts supplied to the City by the Bidder are found to be defective or do not conform to specifications, the City reserves the right to cancel the order and return such materials /products to the Bidder to replace the materials /products at the Bidder's expense. 2.29. EMERGENCY ORDERS During the term of the contract the Department will require the vendor to issue uniform pains, shirts that require alterations and any necessary items within 8 to 24 hours. 2.30. QUALITY AND SIZE STANDARDS The successful bidder shall provide uniforms of sizing USA and quality equal to the samples submitted to and accepted by the City. Any items not conforming to the samples submitted to and approved by the City will not be accepted and will be returned to the bidders as exchange for suitable merchandise or for full credit at no additional cost to the City. Failure on the bidder's part to immediately correct this problem will be. grounds for default and subsequent cancellation of contract. 2.31. STOCK PRODUCT To insure availability of style and color for the purpose of maintaining departmental uniformity for future purchases, bidders must provide evidence in the form of catalogs, price lists, or similar written material that this item is currently available on an "as needed" basis. The bid sample must be provided from current manufacturer's stock of the specified style. The successful bidder will be required to provide a full size run of try-on garments within /0 days for agency approval, sizing of personnel, and for further evidence of in -stock availability. 2.31 LIMITED WARRANTY All items will bewarranted against defects in materials, parts and construction for the duration of the contract. The sample and contract garments shall carry a manufacturers printed warranty hang tag. A sample warranty hang tag must accompany the bid package as well. The tag shall instruct the owner of their rights under the warranty. Warranty information not provided on an item's hang tag may be submitted on company letterhead. The Limited warranty shall contain at minimum thefollowing: Coverage: Manufacturer agrees to warrant to the original purchaser that the product will be free from defects in materials and workmanship for a period of one (1) year from date of purchase. Service: Should a covered product become defective during the warranty period, the garment shall be returned to the manufacturer with dated proof of purchase. The manufacturer agrees to repair or replace any item determined to be defective and will return to purchaser at no charge. Limitations: this warranty does not Over abnormal wear and tear, or the color fastness of fluorescent fabrics, nor damage from chemicals, fire, misuse, accident or negligence. 2.33. SAMPLES Prospective bidders are alerted to the submission requirements for samples or descriptive literature with pictures (see Bid Form/Specifications for each item bid). These requirements must be met at the time of bid, if required, failure to meet any of the submission requirements for samples or descriptive literature with pictures shall deem your bid non - responsive. Samples shall be submitted prior to the bid closing date and time to: Maritza Suarez, City of Miami Purchasing Department, 444 SW 2nd Avenue, 6th Floor, Miami, FL 33130. Page 97 of 100 45014,1 2.34. TESTING, INSPECTION AND ACCEPTANCE OF SAMPLE Samples submitted by bidders will be compared for tailoring, styling, construction, materials, and components with the standard sample on file with the department. Bid Samples may go under a complete testing program by an independent laboratory facility designated by the City of Miami to verify that items meet specifications in both fabric and construction as stated within this contract. Any bidder that submits products not conforming to specifications assumes financial responsibility for testing costs incurred by the City. All items bid "as equal" may be subject to rigid examination and inspection by the Chief of the Department of Police, or his designee, before final acceptance. Any uniforms not meeting specifications will be rejected at the contractors risk. 2.35. PATROL "C "!MIDNIGHT SHIFT The Contractor will measure these patrolmen at the station or shall arrange to adjust his business hours, whichever is more convenient to the City. The same shall apply to delivery. Page 98 of 100 45014,1 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK GROUP I (Items 1.21) All of the below listed specifications shalt be adhered to and are applicable regardless of fabric type. t` mzcommliance with these specifications shall deem your bid non -res oR nsive: • You are bidding on stock item with the below listed customizations. Substituted items shall be based upon the construction and consistency of the design of the listed model(s) for each item. Please check carefldly. Submitted equals that do not conform in the overall design of the listed model(s) will disqualify your bid. Two (2) samples of each item (I —21) shall be submitted at the time of bid submission. Each sample must be labeled with the corresponding item number. The sample shall be of the following sizes: en - shirt size is 15 -It2 ", sleeve length for long sleeve is 34 ", pants size is 34 ":un- hemmed; Women - shirt and pant size is 12 and pants are un- hemmed, skirt size is Med. The successful bidder will receive back one of the samples submitted for each item listed. The returned sample item will then become the bidder's reference standard from which all ordered garments would be made to. The second sample will be maintained by the police department who will periodically audit the ordered garments to insure compliance with the sample on record for specifications and requirements compliance as listed within the contract. All samples will be returned to unsuccessful bidders, once the evaluation of bid responses is complete and award of contract is made. All U.Sstandard manufacturer sizes will be available. No additional charge for oversize. Sizing and color shall be consistent throughout the life of the contract. For Items 1.21: Uniform pants and shirts, the reference standard from which the bid or manufactured garment shall be made from is the Fechheimer brand of the specified model/style numbers or approved equal. For skirts, any generic uniform brand of similar quality as above will be accepted as approved equal. The City is the sole judge of "approved equal" item(s). Emblems. Insienias and Patches (by Florida Embroidery, Inc. -no substitutions): Name tapes, patches, chevrons, insignias, or silk screening shall be included and attached to all police uniform shirts and shall be included in the per unit cost of the garment. Color Matching: all men's and women's midnight blue shirts, pants and skirts must match in color to the satisfaction of the Police Department for all fabrics. Sample items not m'ttchine will disqualify your bid. abric Weight: The 100% Texturized'fropical Polyester shirr must be of a weight between 9.5 —10 ounce per linear yard. Pants shall be] p0% Gabardine Polyester weighing between 12- 12.5 ounce per linear yard. Customization: The shirts will include a finished pen/pencil pocket in each of the two front pockets, The shirts will include a two ply collar satin or fabric (blue goods) The long sleeve shirts will include 2- horizontal buttons for adjustments Front pocket will be closed using Velcro, no snaps. The collar stay will be sewn parallel to the leading edge of the collar The shirts will come with a front zipper closure hidden beneath the shirt buttons. The epaulet, front pockets, and badge mount will be reinforced or stiffen to prevent curling and to provide a sturdy support for the attachment of corresponding equipment or insignia The )eft and right epaulet inside the shirt will provide a sling that covers the sewn button or P button from the outer side epaulet. Men's and Women's uniforms will be designed and cut to correspond to the proper anatomy. All stitching for the shirts except for the sides and shoulders of the shirt will be single stitched. Trousers will have "lint- track" in the crease. Trousers will have a stretch waist band. All U.S. standard manufacturer sizes will be available. No additional charge for oversize. The rear pant pockets will be reinforced with a triangular tack on each side of the Reese opening. Sizing and color shall be consistent throughout the life of the contract. Certification of Fabric Content Color from mill used with the mill number and color shade. A Page 99 of 100 45014,1 36 -inch by 36 -inch (square yard) sample swatch shall be included for each different material used in the below listed items. Each swatch must be labeled identifying the corresponding item. Creases - Two (2) permanent sewn in creased in the front of shirt, from epaulet to top of pocket flap and from bottom of pocket flap to tail of shirt for long and short sleeve shirt, to include pleated pocket and scalloped flaps. Three (3) permanent sewn in creases on back of shirt. Variations or additions beyond the specifications listed above may be cause for bid disqualification. CRt1 J(p t (Items 22 62} and GROUP 2 (items 6�-i$� In general, for each item, you are bidding on a specific stock model and or brand. Approved equal will be considered, when noted. Please check carefully. 6ds on epgrOVgd _gna/s Urat do not brrond/inodel shall deem vorrr bid non - responsive Unless noted, samples are not required. However, if the submitted item is of a different brand and or model number from those listed by the City, in Items 22.183 or a sample is required as listed for each of the items, then two (2) samples of each item shalt be submitted at the time of bid submission unless noted differently. Each sample must be labeled with the corresponding item number. If the �it.ern is a garment, the sample shall be of the following sizes: Men - shirt size is IS- 112", sleeve 7engtb for long sleeve is 34 ", pants size is 34" un- hemmed, Jackets 42 Regular or equivalent size; Women - shirt and pant size is 12 and pants are un- hemmed, skirt size is Mad, Jacket size 12 or equivalent. The successful bidder will receive back one of the samples submitted for each item listed. The returned sample item will then become the bidder's reference standard from which all ordered garments would be made to. The second sample will be maintained by the police department who will periodically audit the ordered garments to insure compliance with the sample on record for specifications and requirements compliance as listed within the contract. All samples will be returned to unsuccessful bidders, once the evaluation of bid responses is complete and award of contract is made. Emblems, Insignias and Patches (by Florida Embroidery, Inc. - no substitutions): Name tapes, patches, chevrons, insignias, or silk screening shall be included and attached to police uniform shirts, caps, athletic apparel and other garments, where and in the quantity required, specified, or otherwise indicated in this bid. The cost of these items, when supplied with a garment, shall be included in the bid price for the garment. There shall be no additional charge to the city for the furnishing (or for the attachment, silkscreen or direct embroidery) of these items, when suppliedwith the shirt, caps, athletic apparel or other garment. Additionally, the city will require spare and/or replacement emblems and insignias throughout the contract period. These items shall be identical to those supplied with garments. All U.S. standard manufacturer sizes will be available. No additional charge for oversize. Sizing and color shall be consistent throughout the life of the contract, Page 100 of 100