27-005 Police & Crossing Guard Uniforms

CITY OF PAWTUCKET
REQUEST FOR PROPOSALS
27-005
Police & Crossing Guard Uniforms

Contents:
1.0 Bid/Solicitation Information
2.0 Instructions and Notifications to Bidders
3.0 Overview
4.0 Scope of Work
5.0 Insurance
6.0 Acknowledgement of Risk and Hold Harmless Agreement
7.0 Additional Insurance Requirements
8.0 Proposal Content and Organization
9.0 Evaluation Criteria
10.0 Miscellaneous
11.0 Bid Form
Appendix A Anti-Kickback Acknowledgement
Appendix B City of Pawtucket Purchasing Rules and Regulations and
Terms and Conditions of Purchase
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1.0 - Bid/Solicitation Information
Schedule
Pre-Bid/Proposal Conference: No Yes
Requests for Further Information: September 3, 2026 at 12:00 PM
Requests for information or clarification must be made electronically to the attention of:
Peter Wingate, Director of Purchasing
Email: pwingate@pawtucketri.gov
Please reference the RFP / LOI number on all correspondence. Answers to questions
received, if any, will be posted on the internet as an addendum to this bid solicitation.
RFP Submission Deadline: September 10, 2026 @ 12:00 PM
Late submittals will not be considered.
Proposals must be mailed or hand-delivered in a sealed envelope marked with the
RFP/Bid # and Project Name to:
Pawtucket City Hall - Purchasing Office
137 Roosevelt Avenue
Pawtucket, RI 02860
Bids will be publicly opened at below event:
Purchasing Board Meeting
100 Freight Street, Pawtucket, RI 02860
4:00 PM, September 10, 2026
Bonds/Surety/Retainage Required
Surety Bond: No Yes
Bidder is required to provide a bid surety in the form of a bid bond or certified check payable
to the City of Pawtucket in an amount not less than five percent (5%) of the bid price.
Performance Bond: No Yes
The successful bidder will be required to furnish all insurance documentation as outlined
in the attached Purchasing Rules & Regulations and General Terms & Conditions of
Purchase.
Retainage: No Yes
Per RIGL 37-12-10, a retainer of five percent (5%) will be deducted from payments made
to the vendor to secure satisfactory performance of the contractual work.
Miscellaneous
The bid process and resulting contract are subject to the Rules and Regulations and
General Terms and Conditions of Purchase. Submission of a bid in response to this
solicitation is acknowledgement and acceptance of these Rules and Regulations and
General Terms and Conditions of Purchase.

The City of Pawtucket reserves the right to award on the basis of cost alone, accept or
reject any or all bids, and to act in its best interest including, but not limited to, directly
negotiating with any vendor who submits a proposal in response to this RFP and to award
a contract based upon the results of those negotiations alone. Proposals found to be
technically or substantially non-responsive at any point in the evaluation process will be
rejected and not considered further. The City of Pawtucket may, at its sole option, elect to
require presentations(s) by bidders clearly in consideration for award.
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2.0 - Instructions and Notifications to Bidders
* It is the vendor's responsibility to examine all specifications and conditions
thoroughly, and comply fully with specifications and all attached terms and
conditions. Vendors must comply with all Federal, State, and City laws, ordinances
and regulations, and meet any and all registration requirements where required
for contractors as set forth by the State of Rhode Island. Failure to make a
complete submission as described herein may result in a rejection of the proposal.
* All costs associated with developing or submitting a proposal in response to this
Request, or to provide oral or written clarification of its content shall be borne by
the bidder. The City of Pawtucket assumes no responsibility for these costs.
* A submittal may be withdrawn by written request to the Purchasing Agent by the
proposer prior to the stated RFP deadline.
* Prior to the proposal deadline established for this RFP, changes may be made to
a proposal already received by the City if that vendor makes a request to the
Purchasing Agent, in writing, to do so. No changes to a proposal shall be made
after the RFP deadline.
* Proposals are considered to be irrevocable for a period of not less than ninety (90)
days following the opening date, and may not be withdrawn, except with the
express written permission of the Purchasing Agent. Should any vendor object to
this condition, the vendor must provide objection through a question and/or
complaint to the Purchasing Agent prior to the proposal deadline.
* All pricing submitted will be considered to be firm and fixed unless otherwise
indicated herein.
* The vendor has full responsibility to ensure that the proposal arrives at the
Purchasing Division Office prior to the deadline set out herein. The City assumes
no responsibility for delays caused by the U.S. Postal Service or any other delivery
service. Postmarking by the due date will not substitute for actual receipt of
response by the due date. Proposals arriving after the deadline may be returned,
unopened, to the vendor, or may simply be declared non-responsive and not
subject to evaluation, at the sole discretion of the Purchasing Agent. For the
purposes of this requirement, the official time and date shall be that of the
time clock in the City of Pawtucket's Purchasing Office.
* It is intended that an award pursuant to this Request will be made to a prime
contractor, who will assume responsibility for all aspects of the work. Joint venture
and cooperative proposals will not be considered, but subcontracts are permitted,
provided that their use is clearly indicated in the bidder's proposal, and the
subcontractor(s) proposed to be used are identified in the proposal.
* Bidders are advised that all materials submitted to the City of Pawtucket for
consideration in response to this Request for Proposals shall be considered to be
public records as defined in Title 38 Chapter 2 of the Rhode Island General
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Laws, without exception, and may be released for inspection immediately upon
request once an award has been made.
* Vendors are responsible for errors and omissions in their proposals. No such error
or omission shall diminish the vendor's obligations to the City.
* The City reserves the right to reject any or all proposals, or portions thereof, at any
time, with no penalty. The City also has the right to waive immaterial defects and
minor irregularities in any submitted proposal at its sole discretion. All material
submitted in response to this RFP shall become the property of the City of
Pawtucket upon delivery to the Purchasing Agent.
* The City asks that companies refrain from requesting proposal information
concerning other respondents until an intention to award is determined, as a
measure to best protect the solicitation process, particularly in the event of a
cancellation or re-solicitation. Proposal materials become public information only
after a contract is awarded.
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3.0 - Overview
The City of Pawtucket is seeking a company to furnish the Pawtucket Police Department
with uniforms for Officers, Recruits and Crossing Guards for a three (3) year term, with two
(2) additional one (1) year extensions at the City's sole discretion.
4.0 - Scope of Work
Each Officer, Recruit or Crossing Guard will require a uniform package consisting of the
items/brands (no substitutes if specified) and quantities listed in the Pricing Proposal
Form in Section 11.
The selected company should be located within 30 miles from the City of
Pawtucket to make the fitting of uniforms easily accessible to the recruits.
Interested companies must provide a price for each item listed on the bid form contained
in Section 11.0. The price quoted shall include measurements and any and all
alterations, and shall be net F.O.B. destination.
The company shall deliver all items as directed by the Pawtucket Police Department to:
Pawtucket Police Department
121 Roosevelt Ave.
Pawtucket, RI 02860
To insure full manufacturer's warranty on all items purchased pursuant to the contract,
all vendors must be distributors of the named brands specified. No substitute brands
and/or items will be accepted.
Delivery
Delivery of entire order will be required within thirty (30) days of receipt of order.
5.0 - Insurance
The vendor shall maintain and keep in force such comprehensive general liability
insurance as shall protect them from claims which may arise from operations under any
contract entered into with the City of Pawtucket, whether such operations be by
themselves or by anyone directly or indirectly employed by them.
The amounts of insurance shall be not less than $1,000,000.00 combined single limit for
any one occurrence covering both bodily injury and property damage, including accidental
death.
The City of Pawtucket shall be named as additional insured on the vendor's General
Liability Policy.
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The vendor shall maintain and keep in force such Workers' compensation insurance limits
as required by the statutes of the State of Rhode Island, and Employer's Liability with limits
no less than $500,000.
6.0 - Acknowledgement of Risk & Hold Harmless Agreement
In addition to the indemnity provisions in the City of Pawtucket's Terms and Conditions of
Purchase and to the fullest extent permitted by law, the selected vendor, its officers,
agents, servants, employees, parents, subsidiaries, partners, officers, directors,
attorneys, insurers, and/or affiliates (Releasors) agree to release, waive, discharge and
covenant not to sue the City of Pawtucket, its officers, agents, servants or employees
(Releasees) from any and all liability, claims, cross-claims, rights in law or in equity,
agreements, promises demands, actions and causes of action whatsoever arising out of
or related to any loss, damage, expenses (including without limitation, all legal fees,
expenses, interest and penalties) or injury (including death), of any type, kind or nature
whatsoever, whether based in contract, tort, warranty, or other legal, statutory, or
equitable theory of recovery, which relate to or arise out of the Releasors use of or
presence in and/or on City of Pawtucket property. The Releasors agree to defend,
indemnify and hold harmless the Releasees from (a) any and all claims, loss, liability,
damages or costs by any person, firm, corporation or other entity claiming by, through or
under Releasors in any capacity whatsoever, including all subrogation claims and/or
claims for reimbursement, including any court costs and attorneys fees, that may incur
due to Releasors use of or presence in and on City of Pawtucket property; and (b) any
and all legal actions, including third-party actions, cross-actions, and/or claims for
contribution and/or indemnity with respect to any claims by any other persons, entities,
parties, which relate to or arise out of Releasors use of or presence in and on City of
Pawtucket property.
The Releasors acknowledge the risks that may be involved and hazards connected with
use of or presence in and on City of Pawtucket property but elect to provide services
under any contract with the City of Pawtucket with full knowledge of such risks. Releasors
also acknowledge that any loss, damage, and/or injury sustained by Releasors is not
covered by Releasees insurance. Releasors agree to become fully aware of any safety
risks involved with the performance of services under any contract with the City of
Pawtucket and any safety precautions that need to be followed and agree to take all such
precautions.
The duty to indemnify and/or hold harmless the City of Pawtucket shall not be limited by
the insurance required under the City of Pawtucket Terms and Conditions of Purchase.
7.0 - Additional Insurance Requirements
In addition to the insurance provisions in the City of Pawtucket Terms and Conditions of
Purchase, the liability insurance coverage, except Professional Liability, Errors and
Omissions or Workers' Compensation insurance required for performance of a contract
with the City of Pawtucket shall include the City of Pawtucket, its divisions, officers and
employees as Additional Insureds but only with respect to the selected vendor's activities
under the contract. The insurance required through a policy or endorsement shall include:
A. a Waiver of Subrogation waiving any right to recovery the insurance company may
have against the City of Pawtucket; and
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B. a provision that the selected vendor's insurance coverage shall be primary with
respect to any insurance, self insurance or self retention maintained by the City of
Pawtucket and that any insurance, self insurance or self retention maintained by
the City of Pawtucket shall be in excess of the selected vendor's insurance and
shall not contribute.
There shall be no cancellation, material change, potential exhaustion of aggregate limits
or non-renewal without thirty (30) days written notice from the selected vendor or its
insurer(s) to the City of Pawtucket's Purchasing Agent. Any failure to comply with the
reporting provision of this clause shall be grounds for immediate termination of the contract
with the City of Pawtucket.
Insurance coverage required under the contract shall be obtained from insurance
companies acceptable to the City of Pawtucket. The selected vendor shall pay for all
deductibles, self insured retentions and/or self insurance included hereunder.
The City of Pawtucket's Purchasing Agent reserves the right to consider and accept
alternative forms and plans of insurance or to require additional or more extensive
coverage for any individual requirement.
8.0 - Proposal Content and Organization
Pricing must include all costs as specified in this solicitation. Pricing for this proposal must
be indicated on the Bid Form in Section 12.0 and must be submitted in a separate, sealed
envelope marked with the words "Pricing Proposal". Only one pricing proposal needs to
be submitted.
All Bid Forms must be signed.
Vendors must include on the Bid Form a list of at least four (4) references with whom they
have contracted to do similar work by including the company name, telephone number,
contact person, and number of years they have served this customer. Preferably,
references should be municipalities which are of approximate size as the City of
Pawtucket, and a website address should be included if available.
Respondents must also include an overview of their company's experience including, but
not limited to, the number of years the company has been providing these services, the
size of the company (including the number of employees and locations), a description of
work undertaken that is similar to what is being requested in this RFP, and, if applicable,
certifications that show a knowledge of equipment that would be serviced or provided
under this contract.
If any subcontractors are to be used in the performance of any work contracted for under
this RFP, please list their name(s), contractor license #, address and phone number, and
specific description of the subcontract work to be performed.
One (1) original copy of your proposal must be submitted at the time of submission.
Proposals must be in the following format:
Bid Form
Company overview
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Length of time your firm has been in business
Length of time at current address
All licensing (List types and business license number(s)), certification and permits
as required in the Scope of Work
Please state any and all additions, deletions, and exceptions, if any, that you are taking
to any portion of this proposal. If not addressed specifically, the City of Pawtucket
assumes that the vendor will adhere to all terms and conditions listed in this RFP.
Submission of a proposal is acknowledgement and acceptance of the City of
Pawtucket's Purchasing Rules and Regulations and General Terms and Conditions of
Purchase.
9.0 - Evaluation Criteria
The evaluation of proposals will be conducted in a time frame convenient to the City.
The City of Pawtucket reserves the right to award on the basis of cost alone, accept or
reject any or all proposals, and to otherwise act in its best interest including, but not limited
to, directly negotiating with any Supplier who submits a proposal in response to this RFP
and to award a contract based upon the results of those negotiations alone. Further, the
City reserves the right to waive irregularities it may deem minor in its consideration of
proposals.
Proposals found to be technically or substantially non-responsive at any point in the
evaluation process will be rejected and not considered further. The City of Pawtucket may
elect to require presentations(s) by vendors in consideration for award.
Proposals will be evaluated in three (3) phases:
1. The first phase is an initial review to determine if the proposal, as submitted, is
complete. To be complete, a proposal must meet all the requirements of this RFP.
2. The second phase is an in-depth analysis and review based on criteria below and
their associated weights.
Evaluation Criteria Importance
Experience/Qualifications 20%
References 10%
Price 70%
3. The third is a comparison of each proposal's weighted evaluation relative to the
costs proposed.
In the event that the City requires further information and/or a demonstration of any
equipment or process offered in any proposal, all vendors asked for same will do so at no
cost to the City.
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