Request for Proposalgov.findrfp.com/docs/13713_RFP11-003.pdf · Commodity – 20085 - Band Uniforms ... a part hereof and hereby submits this proposal pursuant to such ... in the

POQUOSON CITY PUBLIC SCHOOLS Request For Proposal #11-003-PCPS Commodity – 20085 - Band Uniforms Issue Date: December 23, 2011 Open Date: January 6, 2012 2:00 PM

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Request for Proposal (RFP) Issue Date: December 21, 2011 Request for Proposal #11-003-PCPS Issuing Agency: Poquoson City Schools

500 City Hall avenue Suite 219 Poquoson Va, 23662

Using Department/Division And/Or Location: Poquoson High School. Sealed Proposals Will Be Received Until Friday January 6, 2012 at 2:00 p.m. local prevailing time For Furnishing The Goods/Services Described Herein And Then Opened In Public. Late proposals will not be opened. All Inquiries For Information Should Be Submitted in Writing and Be Directed To: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

For information please contact: Name Doug Spruill Band Director Telephone (757) 868-7123 Fax (757) 868-3141 Email [email protected] Web Site www.poquoson.k12.va.us

Deliver bids to: Poquoson City Public Schools Suite 219 (Attn, Doug Spruill) 500 City Hall Avenue Poquoson, Virginia 23662

This section must be fully completed by offeror BAND UNIFORMS _______________________________________________________________ Amendments Acknowledged Company Name _______________________________________________________________ Number_____ Dated______ Street Address _______________________________________________________________ Number_____ Dated______ City, State, Zip _______________________________________________________________ Number_____ Dated______ Area Code Telephone Number Bid is valid for 60 days unless a longer period is indicated here ______ days Vendor FEI#_____________________ Dun & Bradstreet#__________________________ Type of Ownership (Check all that apply): Minority Owned_____ Women Owned_____ Small Business_____ _______________________________________________________________ Name and Title of Authorized Signatory _______________________________________________________________ ___________________________________ Signature Date State Corporation Commission ID Number The signatory hereby certifies that he/she is authorized to sign on behalf of the offeror and that he/she has carefully examined all conditions of proposal and requirements attached hereto and made a part hereof and hereby submits this proposal pursuant to such instructions and requirements.


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TABLE OF CONTENTS FOR RFP # 11-003-PCPS

PAGE I. PURPOSE 3 II. SCOPE OF WORK/DESCRIPTION OF ITEMS (SPECIFICATIONS) 3-19 III. DELIVERY 19 IV GENERAL TERMS AND CONDITIONS 19-24 V. SPECIAL TERMS AND CONDITIONS 25-26 VI. METHOD OF PAYMENT 26 VII. PRICING SCHEDULE 27 VIII. ATTACHMENTS 28-33

Attachment 1: Bid Envelope Template Attachment 2: Debarment Statement Attachment 3: Anti-Collusion Statement Attachment 4: Qualifications & Reference Sheet Attachment 5: Deviation Form


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I. PURPOSE: Poquoson City Public Schools (PCPS) is soliciting proposals from qualified vendors to furnish

band uniforms as specified.

QUALIFICATIONS: Offeror shall have a minimum of five (5) years experience, a knowledgeable background, and qualifications in the area of marching band uniform design and production.

EVALUATION CRITERIA: The Selection Committee will base its initial and final evaluation on the following criteria:

Maximum Points Evaluation Criteria 45 Quality, Completeness, & Workmanship of Proposed Uniforms 25 Total Price (to include any prepayment discount offered). 15 Proposed Project Schedule and Delivery 10 References 5 Quality and completeness of proposal 100 The Selection Committee may arrange for discussion with Offerors submitting Proposals, if required, for the purpose of obtaining additional information or clarification. The Selection Committee may make such reasonable investigations as it deems proper and necessary to determine the ability of the Offeror to perform the work. The Selection Committee and/or its representative(s) reserve the right to inspect the Offeror’s physical premise prior to making a final selection.

II. SPECIFICATIONS//DESCRIPTION OF ITEM:

A. General Styling Specifications Materials for these uniforms are as follows:

7744-71637 maroon, 55% polyester – 45% wool. 7744 black, 55% polyester – 45% wool. Gold metallic glamour

1. Shako Hats: Shako style is special mold, C-114+1”. The shako fabrics are 7744-71637 maroon and

7744-black. Plume holder is placed center front. Visor is solid gold mylar and chin strap is clear with gilt buckle. Bottom band is 7744 black. The shako is a split pattern style. There is a diagonal split at the center front upper right to the center bottom of the front and the same angle diagonal split on the right side. The front diagonal runs adjacent to the right side of the triangular emblem. The front right from the center split to the right side is 7744 black. The left front and entire back is 7744-71637 maroon. The bottom band of the shako is 7744 black. The front strap is a custom made strap of 7744 black, ¾” wide with a ½” stripe of gold mylar centered on top with grommets each end to attach at the side. The side buttons are 45L Gilt Dome style. The front ornament is a custom made three layered triangle, set with the point at the bottom. The base of the triangle is gold glamour fabric. The middle layer is slightly smaller and is of 7744 black. The top layer is approximately 3” high and is of gold mylar. All shakos must have an ID pouch inside with removable name tags. Shakos must have chinstrap hook on the back of the shako. Shakos must be available in sizes Small thru XXLarge.

2. Plastic Shako Boxes: Shako-Mate style in black per attached specifications.

3. Plumes: 12” French Fountain, maroon to match 7744-71637 maroon with gold mylar.


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4. Coats: The bandsman coat is a waist length style canopy coat with special offset pointed front and overlapping front. The coat is also to have extended shoulders pattern. The upper right coat portion and then entire left side is 7744-71637 maroon and the lower right portion is 7744 black. The coat bottom front has two notches. Closure is a back concealed gilt zipper that zips down to close and has three sets of hand sewn snaps to secure the button flap. Coats are fully lined with front hair canvas and all taping for longevity. At the armhole area of the coat, the sleeve and body lining must be stitched all around the armhole. Simply tacking the lining to the top of the armhole will not be accepted. The collar has eight layers of construction. The collar lining and detachable collar liner are of XtremeDri black fabric. The collar is two-piece construction and is fully constructed with mylar backing. The collar liner must have eight caps and snaps, four each side and must be cut to fit the form of the collar. The outside collar material is 7744 black and there is one row of ¼” gold metallic glamour set down ¼” from the top edge of the collar. Each coat has an identification number, as well as a barcode. The coat back is 77454-71637 maroon. The shoulder straps are of 7744-71637 maroon and have a row of gold metallic glamour set in ¼” all around. The shoulder straps are fastened with 24L gilt dome buttons. The coat front is a three layer design. The bottom consists of 7744-black, black glitter and 7744 maroon at the top right portion over to the collar. The second layer is of gold metallic glamour which runs from the seam separating the maroon and black on the bottom layer, goes down to a point on the coat bottom and around to the left side seam. On the diagonal side of this gold stripe is a ¼” stripe of 7744 maroon that runs off the bottom. Approximately 2” of this gold is to show underneath the next layer. The top layer is maroon with a ½” stripe of 7744 black that runs from the coat opening, down the front opening and back to the left side seam. This ½” stripe of black is trimmed on both sides with a ¼” stripe of gold metallic glamour. Both sleeves are of 7744-71637 maroon. Each cuff if trimmed with a 1 ½” stripe of gold metallic glamour, set on a diagonal with a ½” stripe of black set flush to top edge. Set below the gold metallic stripe is continuous 7744-black that goes off the bottom of the cuff and goes all around the cuff. All the cuff trim is set all around, top and bottom. Stripe goes all around the cuff and matches at the 50/50 sleeve cuff seams. The sleeves are 50/50 pattern with “Freedom of Movement” feature and adjustable cuffs with snap tape.

5. Bib Trousers: Bib trousers are to be style 542-18 with high-rise front chest area and 18” cuffs. The

bib material is 7744 black. Jumpsuit trousers are fully constructed with 4-way crotch reinforcement. Bibs must have “easy alter” full-length “Browne outlet”, back seam altering system, 7 ½” top facing with darts and top stitching, taped fly at front zipper and two snaps at the top zipper. Shoulder strap slides must be nylon and must also have an elastic strip at the back for additional comfort. Shoulder straps must be of same material as trousers and must have pellon lining. Each bib must have special hem adjustment consisting of snap tape on both sides of the legs. There must be two post snaps on the inside seam and eight receptor snaps on the outside seam of the leg.

6. Gauntlet Cuffs: Gauntlet cuffs are based on MG-43, 9” long with rounded top. The lower portion of

the gauntlet is of 7744 black and the upper portion is of gold metallic glamour. The upper portion is attached to the back side of the lower portion. Each gauntlet part is self-lined and the lower section is stitched two additional times across the center dividing the gauntlet into thirds. The lower gauntlet section has reinforced backing and an additional layer of backing inner lining. Set parallel on the opening three 24L gilt dome buttons attached with discs and rings. Gauntlet closure is Velcro that runs the full length of the gauntlet, top to bottom. Gauntlets must be sized Small through XLarge.

7. Garment Bags: Garment Bag is 40” long, made of 200 denier nylon with IAP window and shoe

pouch. Front imprint of school choice and colors.

8. Plume case and cart: Plume case is DSI style to hold 68 plumes that are 15” long of heavy black nylon. Plume cart is also DSI style with telescoping handle.

B. Coat Specifications

1. GENERAL


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Due to the unique requirements of a band coat (relative to the number of different wearers, minimum care received, wearing conditions and life expectancy), special patterns, materials, design and construction methods must be applied.

2. PATTERNS

A. Coat patterns are special band uniform patterns with additional “ease” to allow for freedom of movement, wearing of clothing underneath and the convenient re-issue from year-to-year. Fashion or standard patterns do not allow enough room. Merely up-grading to oversized patterns will result in an unsightly and cumbersome fit.

B. Computer generated patterns will provide proper fit for all male and female band members, with

no restrictions or limitations as to chest size. Likewise, sizes will be assigned in needed “lengths” from XXS through XXL. Coats will be patterned for EACH even numbered chest size, rather than just generic S, M, L, etc.

C. Patterns are to be marked and graded using a computerized system to insure accuracy and

updated patterns. 3. SIZING A. Measurements will be taken by a factory-trained representative. B. Sizes are analyzed by a sizing computer system assigning the closest standard proportion size to

each wearer in order to permit re-issuing in subsequent years and to provide a reasonable fit for the initial wearer.

C. In the event the initial wearer cannot wear a standard proportion size, a special pattern will be

employed to insure a reasonable fit. 4. COAT A. Coat linings are cut from a separate set of patterns designed to fit each specific coat size and style.

Linings are not cut from coat shell patterns then cut down to try and fit. B. Linings are “FIRST” quality polyester twill, non-toxic, perspiration resistant and preshrunk to

washable standards. Linings will have no less than 124 x 72, 150 Denier in both the warp and fill, meeting government specifications. NOTE: “Patterned” linings of men’s fashions fabrics are not durable in the heavy duty uniform usage.

C. The coat lining has a ½” vertical pleat running up the center back. This allows fullness, fit and

comfort to the overall performance of the coat. D. In the armhole area, the coat lining is machine stitched to an ensemble including the outer coat

fabric, shoulder pad and sleeve head. Hand sewing or felling does not provide the durability required for armhole construction.

E. Linings are sewn to the coat bottom edge, and reinforced with pre-shrunk tailoring tape. Straight

cut long coats will have an additional ½” lining pleat all around the coat bottom. 5. BRAID

If braid is specified, only first quality braid shall be used for trim. Braid trim ¼” or wider, is sewn down with two rows of stitching on looped trims as well as straight line. In addition, looped trim is


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reinforced with a layer of non-woven fabric, permanently bonded to the inside coat fabric surface to inhibit puckering tendencies.

6. BUTTONS

High-quality metal buttons shall be used where specified and they shall be attached by sewing, ring and washer or toggle and washer.

7. BUTTONHOLES

All coat buttonholes are made with a CUT-FIRST automatic buttonhole machine. The hole is cut first, the edges covered with gimp, then completely sewn to “close” the buttonhole. The buttonhole back is secured and closed with bartack reinforcement. Gimp is 100% cotton glazed #8 and approximately 8 oz., color matched to the buttonhole thread.

8. ZIPPERS A. Zipper to be heavy duty YKK, 9/16” tape, auto locking pull-slide of brass, or equal. B. Coat zipper tape shall be bar-tacked top and bottom and sewn to the surface of the facing, not

sandwiched in between shell fabric and facing. 9. INTERLINING

A. The interlining has optimum four-layer construction. More than four layers creates “BODY” in the coat fronts, resulting in difficult and uncomfortable arm lift maneuvers in marching bands. Less than four layers results in flimsy construction and therefore a rumpled appearance and reduced durability. In keeping with individual patterns for coat shell fabrics and the linings, higher quality control and an elevated level of haircloth quality is obtained by these multi-layered interlinings being patterned, cut and assembled “IN HOUSE” at the uniform manufacturers facility. This basic construction practice enhances the fit and comfort of the individual uniform (as opposed to “making do” in purchasing these multilayered ensembles and cutting them down to fit the “hundreds” of patterns required for each coat style and chest size).


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B. The main layer of the interlining is a Hymo haircloth. This “hair canvas” is 35% genuine natural

hair, 47% rayon and 18% polyester fibers. It is sanforized and double pre-shrunk with A.V.S. water repellent application. This canvas is 100% soakable with no shrinkage nor loss of rigidity. The layer extends the complete length of the coat front, from shoulder seam down to the coat bottom.

C. The second layer is a resilient 27.6% rayon/72.4% polyester canvas “MONO-FLEX” chest piece

4.2 oz in weight. Its dimensions are 6” wide x 6 ¾” long and extends downward from the upper chest area.

D. The third layer is another piece of hair canvas (as per “B” above) 8” wide and 12” long, extending

downward from the upper chest area, and completely covering the MONO-FLEX. E. The fourth layer is a ¼” thick padding of 3.6 ounce 100% polyester non-woven material that is

soakable and non-shrinkable. This white chest piece pad extends approximately 6” below the armhole. NOTE: In white coats and other light color fabric shades, a piece of thin Poly-sil white curtain is added to prevent “shadowing” of the haircloth interliner through the outer coat fabric.


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F. This entire multilayered interliner shall be sewn together with a series of eight to ten rows (depending on chest size) of zig zag stitching spaced approximately 1” apart. This is the optimum number of rows as recommended by the garment industry standards. Too many rows will reduce the flexibility, comfort and fit. Too few rows will limit durability and lifetime.

G. The interliner is then secured to the coat shell fabric and coat lining, in the neckhole, armhole,

bottom front and along the coat closure edge. A tailoring tape is included in these seams for added durability. The interliner is NOT sewn into the shoulder seam nor the side of the coat. This allows flexibility and “give” to the entire coat front construction. NOTE: All tailoring tape is 100% PIMA cotton and triple cold water shrunk. Fused front interliners are not acceptable.

H. On soft collar concert/blazer coats the lapel portion of the canvas shall be padded to the lapel

section of the coat with a series of multi-rows of blind stitching at close intervals no more than ¼” apart. This section shall be hand shaped and a ¾” cotton bridle tape shall be applied by two rows of blind stitch to insure body contour, permanent lapel shape and reinforcement to prevent stretching. NOTE: The above construction is a time proven, traditional procedure. Under no circumstances are the haircloth and sewing operations to be substituted with a fusing or gluing operation. Certain areas of the coat should have a small reinforcement piece of pellon fused to the outer fabric. These will be designated and detailed later; they serve as essential parts in the overall durability and appearance of the garment. However, as previously stated, the large chest pieces and foundation interlining must NOT be fused.

10. ARMHOLES A. Armholes shall be oval shaped and allow sleeve to be pitched forward 3-4 degrees to maximize

comfort and ease of movement with minimum distortion to the coat. B. The armhole shall be reinforced with ¼” pre-shrunk cotton tape all around to prevent stretching in

the armhole. C. The entire armhole shall employ machine lock stitching. Hand or machine “felling” will not be

accepted. 11. SHOULDER PADS A. Shoulder pads shall be high quality, dry-cleanable and non-absorbent. B. Shoulder pad size shall be minimum 9” long x 4 ½” wide on regular width coat styles. Special

“extended width” shoulder coats will have a larger shoulder pad measuring 9” long x 6 ½” wide. C. Shoulder pads are a “hard form” construction, consisting of several layers of non-woven material.

The layers are permanently attached together with a “needle punch” process. Among the layers, near the top side, is a reinforcing ply of scrim, which adds dimensional stability to the assembly. A final layer of natural fiber is applied as a covering. The shoulder pads are guaranteed for the lifetime of the garment. Dry cleaning is recommended, but the shoulder pad is also compatible with water.

D. Shoulder pads consisting merely of PIMA cotton covered with a porous fabric and held together

with loose basting stitches, will not endure the many years of dry cleaning, exposure to the elements and the demands of marching band wear. The tendency is for a “wadding” of the cotton core. This type of shoulder pad is NOT acceptable.


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12. SLEEVE HEADS

This provides fullness and shape to the top of the sleeve as it is sewn to the coat body. It consists of a separate strip of material used for the white chest piece pad of the interliner (9E). The sleeve head has a length of 14” and is equally positioned over the shoulder, to the front and back of the upper sleeve seam. The finished width is 2 ¼” at lower front, and tapers to a 1 ¾” width at lower back. The construction consists of a ¾” turnback on the armhole edge, and has a seam spaced ½” from the edge. Sewn into the lower front portion of the white pad strip, is a 2 ½” x 4 ½” piece of “haircloth” as described in the Interliner section (9B). The result of this “IN HOUSE” manufactured sleeve head is a substantially improved “body” in the entire sleeve/shoulder area, particularly when lettering or other embroidery trim is specified.

13. SLEEVE STITCHING A. Sleeves shall be set with machine lock stitch to insure proper distribution of fullness and

durability. B. Fullness shall be sheered in by top-feed sewing machines. 14. ARMHOLE LINING FINISH A. The bottom of the sleeve armhole shall be lock-stitched through two layers of lining, two layers of

fabric and arm shield. B. The top shall be sewn through the coat lining, sleeve fabric, sleeve head, shoulder pad and

shoulder strap with lock stitching. C. The entire armhole has tailoring tape all around. D. “Felling” by hand or machine is not acceptable when closing the armhole. 15. TAPING A. All seams in high stress areas are reinforced with tailoring tape to prevent stretching, and add

durability to the seam. These tapes are pre-shrunk. B. Areas of this taping procedure include the following:

1.All around the neck opening where collar joins the coat.

2. Coat closure edges and completely around the bottom. 3. Complete circumference of the armhole. 4. Shoulder seams from collar (neck opening) to sleeve seam - except canopy coats.

16. POCKETS A. All inside pockets shall be constructed with a pocket welter and shall be reinforced with a non-

woven fabric. B. Pocketing material shall be 80/20 poly cotton, 100% poly fill, pre-cured finish, 3.05 YPP, 78/54

twill weave. C. Upper and lower welt of the inside breast pocket is to be 100% polyester material and pellon

backed.


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D. Pocket bag shall be constructed on one piece of pocketing with no open seams at the bottom. E. There shall be a tack at each end of pocket opening through all layers of pocketing. Tacks shall be

concealed. F. Pockets made of lining or lightweight material shall not be acceptable. 17. SLEEVE CUFF TURN UP A. Sleeves cuffs will have an approximate 2 ½” turn-up, which incorporates both the coat sleeve

fabric and lining. This turn back includes a 3/8” binding at the top edge. B. Sleeve length alterations are accomplished by removing the blind stitch and re-sewing at the

desired length. 18. SLEEVE CUFFS A. Sleeve cuffs without trim in the cuff area are reinforced with a 5” width of non-woven material,

bonded permanently to the inside of the coat fabric. As the sleeve is then turned back to form the let-out feature, this non-woven layer is equally divided to finish 2 ½” in the outside cuff edge, and 2 ½” on the inside. This procedure provides body to the sleeve cuff bottom edge, and maintains a full rounded finish.

B. Sleeves with extensive cuff trim (appliques, inserts, looped braid designs, embroidery) are given

the same reinforcement layer of non-woven material, but this layer is extended an additional 12” up toward the elbow area. This addition prevents puckering tendencies created by use of fabrics, braids, etc. which each have different coefficient of stretching.

C. Shoulder lettering and embroidered logo trim have a reinforced backing layer on the inside of the

sleeve. 19. ARMSHIELDS

A. The arm shield is engineered to minimize the long-term effects of perspiration over the lifetime of the garment. Perspiration consists of moisture, salts, weak organic acids and body oils. A whipcord fabric having WICKING properties is specified for use as the armshield. (“Felt-like” fabrics that retain perspiration are not in the best interest of the garment). In addition to the wicking property, this whipcord shield has soil release, high permeability for airflow, and exhibits rapid evaporation.

B. The arm shield is approximately 4” x 4” in dimension, bound with double folded bias rayon on

both sides and the bottom, then machine sewn into the armhole. C. Tensile strength and resistance to abrasion are additional advantages of whipcord arm shields as

compared to a “felt-like” material. The minimum abrasion quality is 10,000 on the STROLL FLAT test.


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20. SHOULDER STRAPS A. Both the upper and lower layers of the shoulder strap are innerlined with permanently bonded,

non-woven material. This four layer ensemble is secured with an inside hidden stitch then top-stitched all around the edge, set in approximately ¼”. These layers are die-cut to insure exact conformity in shape and size, throughout the lifetime of the garment.

B. Buttonholes are the CUT-FIRST style, having all raw edges reinforced with gimp, then solid stitching as described earlier in the Buttonhole section (item 7).

21. STANDING HARD COLLAR A. Collars are one of the highest stress areas in the coat. The following construction process and

features are the standard for the industry. Deviations and shortcuts will exhibit a lesser quality. The collar and matching removable collar liner are cut from curved patterns. This allows a front “drop” to fit the downward front slope of natural human body configuration. These items are NOT to be cut in a straight pattern.

B. From the inner collar lining to the outer coat fabric, there are a total of six layers in this quality

collar construction. From inboard to outboard, these layers are: 1. Collar lining of whipcord fabric-same as the Arm shield section (item 19) for durability,

wicking and tensile strength.

2. Non-woven material, permanently bonded to inside of collar lining, allowing a double layer for reinforcing the nine gripper fastener posts.

3.The next three layers consist of the heavy-duty mylar foundation base, which has a layer of non-woven, permanently bonded fabric to EACH side of the mylar. This triple layer foundation base is bound all across the top edge with a double folded, non-woven fabric tape, with stitching through and through.

4.The sixth layer is the outer coat fabric, which is that portion of the collar being readily visible.

C. The remaining three layers of the collar assembly consists of collar lining, bonded non-woven reinforcing layer and the outer coat shell fabric. These layers are sewn to the top edge of the triple layer foundation base. The outer coat fabric layer is cut to allow a double beaded fold over, along the top edge of the collar.

NOTE: All stitching and seams are “internal” and NOT visible. D. A heavy duty, nickel hook and eye hardware set if specified, is permanently riveted through the

inner five layers of the collar assembly (omitting the outer coat fabric), the hook at the right front


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with the eye at the left. This hardware is set at an angle to establish “tension” which keeps the hardware in a closed position, secured by its own weight. NOTE: The entire sewing operation in the construction of the collar is “machine-sewn”. Hand sewing simply cannot insure the required durability.

22. COLLAR LINER (REMOVABLE) A. This removable liner is constructed of two layers of whipcord fabric having a double folded bias

binding tape all around the entire liner. A bartack is added at each end. This liner fabric is the same as used to make the arm shields and collar lining. That is, it has properties of soil release, wicking, durability and breathability. The positioning of the gripper snap sets, provide for the liner to extend 1/8” above the top edge of the collar. This affords protection from perspiration, cosmetics, etc. getting into the collar fabric.

B. There are nine, nickel plated gripper fastener rings set into the removable collar liner. These are

positioned to match nine gripper fastener posts (eight in a two piece collar) built into the inside collar lining. The collar and liner are patterned having the top edge of the collar with a smaller circumference arc than the bottom edge of the collar. This results in an engineered curve to the collar ensemble, to better fit the shape of the neck and chest “drop” of the human body.

C. Each collar liner is cut from its own sized pattern, to fit the intended coat size. Since the collar

liner is washable, a “laundry-proof” permanent number is imprinted on the inside back portion of the liner. The number matches the identification number of the coat.

23. SEAMS

The center back seam and side body seams shall be 5/8”. Seams are to be plain with a minimum of 1 ½” total outlet in the side body seams and ¾” in the back seams. Coat is to be completely machine stitched except in areas where tailoring or appearance necessitates other methods. The ends of all seams and stitching shall be back-stitched not less than ¼”. Thread breaks of all stitch types must be secured by stitching back from break ½” to 1”. Coat is to be tailored with a four-piece back, comprised of a center


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back seam and two additional back body seams curving from sleeve seam downward and running out the coat bottom. Two-piece backs are also available as a buyers option, for a “sack” style coat.

24. THREAD

There shall be different types of thread used in various operations depending upon the need for strength, fullness, elasticity and smoothness. Padding of lapels and sewing of the bridle tape is to be done with three-cord cotton mercerized thread. Other sewing operations use perma cord size 50, two-cord thread. All threads used are to be heat resistant, vat dyed, sunfast, dry cleanable and moisture proof. In areas of multiple color trim panels, a monofilament thread may be indicated. This thread is a 330 denier and has a .008 diameter rating. The manufacturer’s warranty includes all threads used throughout the uniform construction.

C. JUMPSUIT/BIBBER SPECIFICATIONS

1. GENERAL

Jumpsuits/bibbers are special marching band construction and design, and shall not employ fashion tailoring techniques, materials or patterns that will not withstand the rigorous end use of band uniforms. Fashion pocketing, waistband material and construction, lightweight snaps and hooks are not acceptable.

2. PATTERNS A. The patterns and style must be in keeping with the end use of marching, with maximum capability to

be adjusted for fitting a variety of wearers from year-to-year. B. They must have ample room for movement and be nonrestrictive for marching, in the seat, thigh and

ankle area. The dimensions of a jumpsuit/bibber for a 38 regular male, shall not be less than 20 1/2” circumference at cuff and 26” at thigh.

C. There are both male and female patterns. D. There are two (2) rear waist darts to reduce fullness from the seat to the waist. Seat shaping is

accomplished by the pattern, not extended waist darts. Front darts are optional.

3. FRONT CLOSURE

A. There are two stainless snaps at the top of the fly. Jumpsuits/bibbers with merely one (1) snap at closure are unacceptable.

B. The fly zipper is brass “Y.K.K." with a double locking slide. There is a metal stop at the base of the

fly zipper. The fly teeth will extend completely up under the waistband to prevent the slide from coming off the top of the zipper. Short zippers with teeth not extending under waistband are not acceptable.

C. The outside fly consists of the outer shell fabric, an inner layer of shell fabric, and a middle reinforcing

layer of non-woven fabric. The lateral edge of shell fabric on the inside of this fly assembly is completely bound with a polyester bias tape.


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D. The inside fly is constructed with a layer of outer shell fabric having two layers of “four way” fabric

sewn to the inside. The “four way” material is 80/20 polycotton, 100% poly fill, 3.5 yards per pound, with a pre-cured finish. This inside fly extends down into the four-way crotch and finishes approximately 1 ¼” beyond the four-way. This fly lining is stitched down on both edges, to prevent “rolling”.

NOTE: Both the outside fly and the inside fly have three layer construction.

E There are two vertical bar tacks on the inside fly lining and one vertical bar tack on the outside of the base of the fly ¾” up from the bottom of the fly. The purpose of the outside bar tack is to eliminate stress on the zipper track and to prevent tearing when the trousers are being put on. This bar tack is vertical to insure maximum number of stitches on the seam, and positioned to be not noticeable.

F The outside, three layered front fly measures 1 ¾” in width. The inside, three layered front fly

measures 2” in width.

THIS SPACE INTENTIONALLY

LEFT BLANK


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4. CROTCH REINFORCEMENT A. There is a “four-way” crotch reinforcement consisting of 80/20 poly cotton, 100% poly fill, 3.5 yard

per pound, pre-cured finish fabric.


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B. There are four, two ply sections, one on each side of the intersection of the fly, seat seam and inseams. C. Crotch area is clean finished with no pieces extending from top of inseams.

5. POCKETS

A. Pants pocketing is high grade; acceptable for use by government agencies, 80/20 poly/cotton, 100% textured poly fill, pre-cured finish, 3.5 yards per pound.

B. Pockets are “bag” construction, consisting of one piece of pocketing turned and stitched. There are no

seams at the bottom of the pocket and no exposed serging stitches. C. If standard exposed hip pockets are used, they shall be double welt construction and reinforced with

interlining. 6. CUFF HEM – “EASY ALTER”

The bottom of the trouser leg has a 3” turn back on the inside, including a binding of flat polyester bias hem tape. This tape is a total width of 1 ½” before being applied to the trouser cut edge. It is folded over the cut edge and sewn down leaving a finished width of ¾”. This hem is now blind stitched back to the inside of the trouser leg.

7. SEAMS

A. The center back, seat seam is sewn with two rows of locked chain stitching. There is a 3” Browne outlet along this center back seam.

B. Inseams are sewn with a highly durable expansion stitch, allowing flexibility in this stress area. These seams are constructed with 5/8” seam allowances, and are of the “flat” style. Out seams are double folded over with the edges sewn together. NOTE: Jumpsuits/bibbers with the expandable gusset option are constructed with the inseam having the “flat” style seam with 5/8” allowance.

8. TRIM A. All jumpsuit/bibber stripes shall continue the full length of the leg through the turn-up and are

covered with tape at the raw edge of cuff. B. Stripes are set no more than 1/8” from side edge of adjustable “V” to minimize stripe distortion. C. All straight fabric stripes are double thickness to prevent shadowing and pressing marks. D. Trim shall be centered on and will cover the side seam for aesthetics and seam reinforcement. 9. PERMANENT SUSPENDERS

A. Suspenders are made of whipcord fabric. Color shall match jumpsuits/bibbers. Nylon webbing shall not be used because the adjusting slide will not remain in set position under tension from movement.

B. Suspenders are two-ply, topstitched, and have interlining for body. This will insure the adjustable

slide remaining in set position; suspenders will dry clean as well as jumpsuit.

C. All hardware is unbreakable nylon as used in parachutes and life vests; unbreakable, unbendable and

not subject to tarnishing or rusting. It will not cause undue abrasion on jumpsuit during dry clean tumbling.

D. Suspenders are self faced and interlined with pellon. 10. PERIMETER SERGING


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A. All exposed “raw” edges not covered with tape are serged with a “serging stitch of no less than 10 per inch, tight to edge, to prevent fraying.

B. Serging thread is polyester. 11. UPPER FACINGS

Inside upper facings are essential in providing body and dimensional stability to the curved cut all around the upper edge of the jumpsuit/bibber trouser, extending upwards to accommodate the shoulder strap. The following dimensions are standard:

Center Back Seam 7 ½” Deep

Underarm 5” Deep

Back Shoulder Strap Extension 11” Deep

Front Shoulder Strap Extension 9” Deep

D. SHAKO CONSTRUCTION SPECIFICATIONS 1. GENERAL It is important that the shakos be made by the manufacturer of the uniforms. This will insure that all the

manufacturer’s quality control practices will be followed. The practices include (but are not limited to), workmanship consistent with uniform, fabric matching, and timely delivery.

2. BODY

A. Shako body is vacuum-formed high impact styrene .135” gauge white plastic and has high rubber content to prevent cracking. Body is pliable and flexible to conform to wearer’s head, in an “oval” shape, rather than circular or round.

B. There is a separate shell size for each head size. C. Each hat has a clear ident-a-peek pocket in the inside top with the size imprinted in ¼” letters for

ease of issue. Each ident-a-peek contains a card to identify the wearer. A size sticker is also applied to the inside top.

3. COVERING A. The fabric side covering is pulled down to the bottom edge of the shako body, then turned back 1 ½”

up inside the shell. Two rows of stitching secures the side covering to the molded shell. One row is polycore poly wrap thread, lock stitched. The second row is Telex 135 poly tex thread, also lock stitched. This sewing operation extends all around the entire bottom edge of the molded shako body.

B. The two rows of stitching described in section A above, secure a total of six layers for maximum

durability. These layers, from the outside to inside, are: BOTTOM SIDE BAND, VINYL HEADLINER, SIDE COVERING, MOLDED SHAKO BODY, SIDE COVERING TURNBACK and VINYL HEADLINER TURNBACK.


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4. HEADLINER AND SPECIAL FEATURES

A. Headliner shall be cotton backed, expanded vinyl with embossed finish. There are six scallops with metal eyelets to receive drawstring for adjustability.

B. Headliner is turned and sewn with a lockstitch in such a manner to allow for adjustability. C. Headliner extends around the bottom edge of the plastic body, and stitched through. This results in two

layers of material (outer fabric and vinyl headliner) to secure and protect the bottom edge of the shako shell body.

D. There is a metal eyelet on each side of the hat body where the button prong passes through plastic. E. High density polyethylene plume sockets are included and riveted to the body. F. A metal spacer is used to affix the front chain to each side button.

5. VISOR A. Visor is non-breakable one-piece plastic, not laminated. It is secured to the shako body with lock-

stitch safety sewing. B. Visor color is molded through entire body of visor. The material is an engineering grade copolymer

with low-temperature toughness, stain proof, fade and discoloration proof, impervious to ultraviolet light (sunlight).

6. CHINSTRAP

A. Chinstrap is ¾” pliable plastic with metal buckle and roller, and has a ½” keeper.

B. There are metal eyelets at chinstrap ends where button attaches (to prevent strap from being torn by button shank).

C. There is a ¾” nickel-plated brass chinstrap hook at the rear of the shako, attached with a metal clip.

7. BUTTONS

A. Side buttons are three-piece metal.

B. Buttons consist of prongs, base plate, and face plate. Side buttons are metal with spread prongs. Plastic buttons are not acceptable.

E. SHAKO, HELMET AND BAND ACCESSORY CARRY CASE SPECIFICATIONS

Headwear carry case is” Shako-Mate” or equivalent.

1. MATERIAL: Co-Poly Polypropylene. This material is heat resistant, which prevents melting, and cold resistant, which resists breakage due to the material becoming brittle.

2. SIZE: 12” by 12” to accommodate headgear and plume as well as various accessory items. Smaller boxes

that prevent plume and accessories from being stored are not acceptable.

3. HANDLE: The handle is rounded with the latch placed behind the handle. Boxes with the handle on top, preventing ease in removal from stacked position, are unacceptable.


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A. Carry case has a pebble grain finish to compliment appearance and prevent scratching. B. Inside of box has reinforcement flanges to allow for stability, and aid in stacking when containers are

stacked in open position. C. Carry case is stackable to allow for storage. Stacking nodes are to be on underside of container with

receiving units on top. III. DELIVERY

A. All completed uniforms and accessories as specified must be delivered no later than 4:00 PM, Thursday, March 22, 2012. If delivery can be made prior to this date, please indicate the date on the Pricing and Delivery Schedule in Section VIII.

B. It shall be the responsibility of the contractor to make all arrangements for delivery and unloading.

Contact Doug Spruill (757.868.7123) at least 24 hours days prior to shipment.

C. Delivery address is: Poquoson High School Attn: Doug Spruill 51 Odd Road Poquoson, VA 23662

D. Delivery/shipping shall be FOB destination. IV. GENERAL TERMS AND CONDITIONS:

A. Proposals must be submitted in a sealed envelope with the outside marked as indicated in ATTACHMENT A

B. The School Division reserves the right to accept or reject any or all proposals in whole or in part and to

waive any informality in the proposal. Informality shall be defined as a minor defect or variation from the exact requirements which does not affect the price, quality, quantity or delivery schedule.

C. Unless qualified by provision "No Substitute" the name of a brand, manufacturer or catalog

designation does not restrict the proposer to that brand or manufacturer. See Special Terms and Conditions, Section V. A. DEVIATIONS FROM SPECIFICATIONS

D. The School Division will assume no responsibility for oral instructions, suggestion or interpretation.

E. Any question regarding the proposal documents and/or specifications should be directed to the Band

Director and any material change to this document will be submitted to all proposers through issuance of an addendum.

F. Any questions related to this RFP MUST be submitted to Doug Spruill, Band Director no fewer

than five (5) work days prior to the bid opening date specified. Questions should be in writing and electronic transmission is preferred. Questions submitted beyond the time specified above may be left unanswered if sufficient time does not allow a response to all prospective offerors without causing an unacceptable delay in the process.

G. Each proposal submitted must be and remain valid for a period of at least sixty (60) days from proposal

opening. Erroneous proposals may be reclaimed or superseded any time prior to proposal opening time; Modification of or corrections to proposals are not acceptable after proposals have been opened.. Any new proposal must be marked as in 1.01 with the additional notation "Supersedes all previous submissions." No offeror may withdraw his proposal from consideration after proposal opening due to a mistake, except as permitted by Virginia Code §2.2-4330.


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H. Except as otherwise provided, and in accordance with Va. Code §2.2-4342, all proceedings, records,

contracts and other public records relating to the School Division’s procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act (Va. Code §2.2-3700 et seq). Any offeror, upon request, shall be afforded the opportunity to inspect proposal records within a reasonable time after the opening of all proposals but prior to award, except in the event the School Division decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to public inspection only after award of the contract. Trade secrets or proprietary information submitted by a offeror in connection with this procurement transaction shall not be subject to the Virginia Freedom of Information Act, but only if the offeror (i) invokes the protections of Virginia Code §2.2-4342 prior to or upon submission of the data or other materials; (ii) identifies the specific data or other materials to be protected, and (iii) state the reasons why protection is necessary. A general designation of a contractor’s entire proposal submission as being “confidential” shall not be sufficient to invoke the protections referenced above.

I. Each offeror is and shall be subject to the provisions of the Virginia Governmental Frauds Act, §18.2-

498.1 et seq By submitting a proposal the offeror certifies that its proposal or any claim resulting there from, is not the result of, or affected by, any act of collusion with another person engaged in the same line of business or commerce, or any act of fraud punishable under the Act.

J. TAXES Sales to Poquoson City Public Schools are normally exempt from State sales tax. State sales

and use tax certificates of exemption, Form ST-12, will be issued upon request. Deliveries against this contract shall usually be free of Federal excise and transportation taxes. Excise tax exemption registration number is 54-0993691.

K. ANNOUNCEMENT OF AWARD Upon the award or the announcement of the decision to award a contract over $50,000, as a result of this solicitation, the purchasing agency will publicly post such notice on the DGS/DPS eVA web site (www.eva.state.va.us) for a minimum of 10 days.

L. Tabulations of proposals are a matter of public record and are available upon request.

M. Award

1. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but will not be the sole determining factor. After Negotiations have been conducted with each offeror so selected, the agency shall select the offeror which in its opinion has made the best proposal, and shall award the contract to that offeror.

2. Should PCPS determine in writing and in its sole discretion that only one offeror is fully qualified, and that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror.

N. Unless otherwise noted any equipment proposal shall be new, unused, of current production and

standard to the manufacturer. Where any part or nominal appurtenances of equipment are not described it shall be understood that all equipment and appurtenances standard to or recommended by the manufacturer for complete and safe use shall be included as part of this proposal.

O. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or

nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or


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as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

P. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its proposal or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its proposal or proposal a statement describing why the bidder or offeror is not required to be so authorized.

Q. Anti-Discrimination: By submitting their proposals, offerors certify to the School Division that they

will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the

Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginias with Disabilities Act, the Americans with Disabilities Act and 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipients religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by Poquoson City Public Schools. (Code of Virginia 2.2.4343.1E).

Every contract over $10,000 shall include the provisions:

1. During the performance of this contract, the contractor agrees as follows:

a. During the performance of this contract, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual

b. orientation, national origin, age, disability or any other basis prohibited by law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

c. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, shall state that it is an equal opportunity employer.

d. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

2. The contractor will include the provisions of No. 1 above in every subcontract or purchase order over $10,000, so that the provision will be binding upon each subcontractor or vendor.

R. Drug-Free Workplace Clause: During the performance of this contract the contractor agrees as

follows: (i) to provide a drug-free workplace for the contractor’s employees; (ii) to post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; and (iii) state in all


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solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace. (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. For the purposes of this paragraph, “drug-free workplace” means a site for the performance of work done in connection with the contract awarded to a contractor in accordance with this procurement transaction, where the contractor’s employees are prohibited from engaging in the unlawful manufacture, sale distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

S. Unless all proposals are cancelled or rejected, the School Division reserves the right granted by § 2.2-

4318 of the Code of Virginia to negotiate with the lowest responsive, responsible offeror to obtain a contract price within the funds available to the School Division whenever such low proposal exceeds the School Division’s available funds. For the purpose of determining when such negotiations may take place, the term “available funds” shall mean those funds which were budgeted by the School Division for this contract prior to the issuance of the written Invitation for Proposals. Negotiations with the low offeror may include both modifications of the proposal price and the Scope of Work/Specifications to be performed. The School Division shall initiate such negotiations by written notice to the lowest responsive, responsible offeror that its proposal exceeds the available funds and that the School Division wishes to negotiate a lower contract price. The times, places, and manner of negotiating shall be agreed to by the School Division and the lowest responsive, responsible offeror.

T. The offeror is responsible for thorough examination of the proposal specifications prior to bidding.

U. Contractual claims, whether for money or other relief, shall be submitted in writing no later than 60

days after final payment; however, written notice of the contractor’s intention to file a claim shall be given at the time of the occurrence or beginning of the work upon which the claim is based. Contractual disputes shall also be subject to the provisions of Va. Code §2.2-4363(D) and (E) (exhaustion of administrative remedies) and §2.2-4364 (legal actions).

V. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Poquoson City

Public Schools shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

W. Ethics in Public Contracting per Code of Virginia, 2.2-4367: By submitting a proposal, the offeror

certifies that their proposal is made without collusion of fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

X. Immigration Reform and Control Act of 1986: By submitting a proposal, offerors certify that they do

not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal immigration Reform and Control Act of 1986.

Y. Antitrust: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the School

Division all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the School Division under said contract.

Z. DEBARMENT STATUS: By submitting their (bids/proposals), applicant firms certify that they are not

currently debarred or otherwise declared ineligible by any public agency from submitting proposals or proposals on contracts for the type of goods and/or services covered by this solicitation. In addition, (bidders/offerors) further certify that no principal, officer, or director of the applicant firm has been employed by or associated with any firm which is currently debarred or otherwise declared ineligible


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by any public agency from (bidding/offering) on contracts for the type of goods and/or services covered by this solicitation.

AA. Inclement Weather/Closure of School Division Offices: If the School Division is closed for business

at the time scheduled for proposal opening, for whatever reason, sealed proposals will be accepted and opened on the next scheduled business day, at the originally scheduled time.

BB. NONDISCRIMINATION OF CONTRACTORS

A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless Poquoson City Public Schools has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, Poquoson City Public Schools shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

CC QUALIFICATIONS OF BIDDERS OR OFFERORS Poquoson City Public Schools may make such reasonable investigations as deemed proper and necessary to determine the ability of the (bidder/offeror) to perform the services/furnish the goods and the (bidder/offeror) shall furnish to Poquoson City Public Schools all such information and data for this purpose as may be requested. Poquoson City Public Schools reserves the right to inspect (bidder’s/offeror’s) physical facilities prior to award to satisfy questions regarding the (bidder’s/offeror’s) capabilities. Poquoson City Public Schools further reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/offeror) fails to satisfy Poquoson City Public Schools that such (bidder/offeror) is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

DD. TERMINATION BY OWNER FOR CONVENIENCE

1. Owner may terminate this contract at any time without cause, in whole or in part, upon giving the contractor notice of such termination. Upon such termination, the contractor shall immediately cease work and remove from the project site all of its labor forces and such of its materials as owner elects not to purchase or to assume in the manner hereinafter provided. Upon such termination, the contractor shall take such steps as owner may require to assign to the owner the contractor’s interest in all subcontracts and purchase orders designated by owner. After all such steps have been taken to owner’s satisfaction; the contractor shall receive as full compensation for termination and assignment the following:

(a) All amounts then otherwise due under the terms of this contract,

(b) Amounts due for work performed subsequent to the latest Request for Payment through the date of termination,

(c) Reasonable compensation for the actual cost of demobilization incurred by the contractor as a direct result of such termination. The contractor shall not be entitled to any compensation for lost profits or for any other type of contractual compensation or damage other than those provided by the preceding sentence. Upon payment of the forgoing, owner shall have no further obligations to the contractor of any nature.

2. In no event shall termination for the convenience of the owner terminate the obligations of the contractor’s surety on its payment and performance bonds.

EE. WITHDRAWAL OR MODIFICATION OF PROPOSALS

Proposals may be withdrawn or modified by written notice received from offerors prior to the deadline fixed for proposal receipt. The withdrawal or modification may be made by the person signing the proposal or by an individual(s) who is authorized by him/her on the face of the proposal. Written


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modifications may be made on the proposal form itself, on the envelope in which the proposal is enclosed, or on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal.

FF. PRECEDENCE OF TERMS

The following General Terms and Conditions PCS Purchasing Procedures Manual, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF POQUOSON CITY PUBLIC SCHOOLS FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

GG. DEFAULT

In case of failure to deliver goods or services in accordance with the contract terms and conditions, Poquoson City Public Schools, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which Poquoson City Public Schools may have.

HH. CHANGES TO THE CONTRACT Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. Poquoson City Public Schools may order changes within the general scope of the contract at any time by written notice to the contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give Poquoson City Public Schools a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to Poquoson City Public School’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

II. APPLICABLE LAWS AND COURTS

This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. Poquoson City Public Schools and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). The contractor shall comply with all applicable federal, state and local laws, rules and regulations.


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V. SPECIAL TERMS AND CONDITIONS:

A. DEVIATIONS FROM SPECIFICATIONS 1. Any deviation from these specifications must be documented on the enclosed deviation

form on Attachment E. It is the intent of the school for the uniform to be manufactured strictly adhering to these construction, design and fabric specifications and deviations are not expected. If deviations are not documented fully, the bidder may be disqualified.

B. SAMPLE REQUIREMENTS 1. All bidders must submit an exact sample uniform together with their proposals. This sample

uniform must be in the same fabric and trim as the uniform proposed. It should reflect the similar style, and should reflect the tailoring details as would be found in the uniform being proposed, and of the uniform which would be furnished if awarded the Contract by the Buyer. Where additional special construction features are specified, these must be furnished with the bid showing the manufacturer’s version of the feature. All major items being proposed must have a sample presented for comparison. It is to be completely understood that it is the intent of the Buyer to have all items examined carefully and compared by persons conversant with quality for evaluation of internal components.

2. If a bidder does not submit an exact sample, they must submit liberal sized swatches of the

materials to be used in the final product in the color and mill-weight as listed in the Uniform Specifications.

C. AREA REPRESENTATIVE

Bidder must agree to provide a factory-trained representative to handle all details of the order. Said representative will be responsible for designing, measuring and servicing the order throughout the initial purchase and on a continuing basis. Bidders must list name, address and telephone number of the representative in their response.

D. CUSTOMER INSTRUCTION MANUAL

The successful bidder will supply a booklet containing a printout showing each uniform in sequence from smallest size to largest. The printout will indicate wearer identification number, original wearer and key measurements of uniform, i.e. height, weight, hat, chest, waist and outseam. The successful bidder will also supply recommended dry cleaning instructions for the uniforms and all accessory items; specifying precise details on care and cleaning that are to be utilized in future upkeep and maintenance of the items in this bid.

E. SHIPPING Each uniform is to be thoroughly inspected before shipment. Imperfections shall be corrected before the uniforms are shipped. Uniforms are to be shipped complete with hangers (plastic) in containers. Each wardrobe container shall be marked on exterior to indicate the wearer number of each uniform enclosed. The uniforms will be ready to wear without cleaning or pressing. In the case of damaged shipment, it shall be the responsibility of the receiver to make an appropriate written notice when signing the carrier documents. The receiver shall inventory the damage and advise the uniform manufacturer in detail. Accessories such as sashes, drops, etc., as well as trousers, will be bulk packed unless otherwise specified.


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F. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of the School Division.

VI. METHOD OF PAYMENT: The School Division shall promptly pay for completed delivered goods or

services by the required payment date. The required payment date shall be either: (i) the date on which payment is due under the terms of a contract for the provision of goods or services, or (ii) if a date is not established by contract, not more than 45 days after goods or services are received or not more than 45 days after an invoice is rendered, whichever is later. Separate payment dates may be specified for contracts under which goods or services are provided in a series of partial executions or deliveries to the extent that the contract provides for separate payment for partial execution or delivery. Within 20 days after the receipt of an invoice or goods or services, the School Division shall notify the Contractor of any defect or impropriety that would prevent payment by the required payment date. In the event that the School Division fails to make payment by the require payment date, the School Division shall pay any finance charges assessed by the contractor that shall not exceed one percent per month. In cases where payment is made by mail, the date of postmark shall be deemed to be the date payment is made. Individual contractors shall provide their social security numbers, and proprietorships, partnerships, and corporations shall provide the School Division with a federal employer identification number, prior to receiving any payment from the School Division.


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VII. PRICING SCHEDULE:

Pricing and Delivery Schedule

TO: Poquoson City Public Schools 500 City Hall Ave Poquoson, Virginia 23662 We have reviewed the attached specifications and unless deviations are listed, will supply uniforms and accessories, as specified. Quantity Item Unit Price Extended Price

Uniforms per attached specifications

120 Shako Hats 120 Plastic Shako Boxes 120 Plumes 120 Coats 120 Bib Trousers 120 Gauntlet Cuffs (pair) 120 Garment Bags

2 Plume Case and Cart Prepayment Discount % (if any offered) $ Terms of prepayment:

Total (after discount) $ TERMS: We understand that all uniforms and accessories as specified must be delivered no later than 4:00 PM, Thursday, March 22, 2012. If awarded the contract, we will guarantee to ship the entire order within approximately _____ calendar days after approval of sample and receipt of necessary details and measurements. Delivery/shipping shall be FOB destination. Company: _____________________ DATE: _____________________ Address: _____________________ Telephone: _____________________ Signed By/Title ___________________________________


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IX. ATTACHMENTS:

List of Attachments

A. Bid Envelope Template B. Debarment Statement C. Anti-Collusion Statement D. Qualifications & Reference Sheet E. Deviation Form


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Attachment A

Envelope Template IDENTIFICATION OF BID/PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid/proposal should be returned in a separate envelope or package, sealed and identified as follows:

OFFEROR’S NAME

Request For Proposal #11-003-PCPS BID NAME: Band Uniforms OPENING: January 6, 2012, 2:00 PM

POQUOSON CITY PUBLIC SCHOOLS Attn. Doug Spruill

500 City Hall Avenue Suite 219

Poquoson, VA 23662


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Attachment B DEBARMENT STATEMENT I certify that the applicant firm is not currently debarred or otherwise declared ineligible by any public agency from bidding for furnishing materials, supplies or services. I further certify that no principal, officer or director of the applicant firm has been employed by or associated with any firm which is currently debarred or otherwise declared ineligible by any public agency from bidding for furnishing materials, supplies or services. I certify that the applicant firm has never been debarred, or otherwise declared ineligible by any public agency from bidding or furnishing materials, supplies or services. I further certify that no principal, officer or director of the applicant firm has ever been employed by or associated with any firm which has ever been debarred or otherwise declared ineligible by any public agency from bidding for furnishing materials, supplies or services. BY: ____________________________________________________ (SIGNATURE) ____________________________________________________ COMPANY ____________________________________________________ BUSINESS ADDRESS ____________________________________________________ DATE


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ATTACHMENT C Poquoson City Public Schools RFP - ANTICOLLUSION STATEMENT: In the preparation and submission of this bid on behalf of ______________________________(name of vendor), we did not either directly or indirectly enter into any combination or arrangement with any person, firm or corporation, or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free competition in violation of the Sherman Anti-Trust Act, 15 USCS Sections 1 et seq., or the Conspiracy to Rig Bids to Government Statutes, Virginia Code Sections 59.1-69.6 through 59.1.69.9. The undersigned vendor hereby certifies that this agreement, or any claims resulting there from, is not the result of, or affected by, any act of collusion with, or any act of, another person or persons, firm or corporation engaged in the same line of business or commerce; and, that no person acting for, or employed by, the City of Poquoson has an interest in, or is concerned with, this proposal; and, that no person or persons, firm or corporation, other than the undersigned, have or are interested in this bid. "...or otherwise take any action in the restraint of free competition in violation of the Sherman Antitrust Act, 15 USCS Sections 1 et seq.; the Virginia Antitrust Act, Virginia Code Sections 59.1-9.1 through 59.1-9.19; or the Conspiracy to Rig Bids to Government Statutes, Virginia Code Sections 59.1-69.6 through 59.1-69.9." BY: ____________________________________________________ (SIGNATURE) ____________________________________________________ COMPANY ____________________________________________________ BUSINESS ADDRESS ____________________________________________________ DATE


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ATTACHMENT D RFP - Contractor Qualifications and References Data Sheet

Indicate the length of time your firm has been in business as a licensed contractor providing services in the trade required for this contract.

________________ years _________________ months

Provide a minimum of three (3) references that can verify the reliability and performance of your firm in furnishing these services. If available, references should be public school boards/districts or government agencies located in Virginia.

Name, Address, Telephone Number, Facsimile Number, e‐mail Address and Contact Person

1. __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

2. __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

3. __________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________


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Attachment E

DEVIATION FORM NOTE: The Buyer will not accept the general statement: “ALL UNIFORMS WILL BE CONSTRUCTED USING OUR STANDARD MANUFACTURING PROCEDURES WHICH ARE EQUAL TO, IF NOT BETTER THAN THOSE CALLED FOR IN THE SPECIFICATIONS.” Any, and all, deviations in construction MUST be documented below. Any bid submitted without the detailed deviation documentation will be rejected. 1. Does your uniform deviate from attached specifications?

__ YES __ NO If YES, indicate below any and all deviations from the construction specifications:

AUTHORIZED SIGNATURE/TITLE

Documents

Request for Proposalgov.findrfp.com/docs/13713_RFP11-003.pdf · Commodity – 20085 - Band Uniforms ... a part hereof and hereby submits this proposal pursuant to such ... in the