Athletic Uniforms

CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
I. INSTRUCTIONS FOR SUBMITTAL OF BIDS/PROPOSALS
1. Bid/Proposal Forms: All bidders must use the enclosed Bid Forms and Agreements (or copies thereof to
submit their Bid. TWO COPIES OF THE BID SUBMITTAL MUST BE INCLUDED (One original and one copy
is acceptable). No alternate of substitute pricing forms will be accepted. All Bid proposal responses must
be typed or completed in ink. Bids submitted in pencil will not be accepted.
2. Submittal of Bids: All Bids must be submitted in sealed envelopes that are clearly marked with the Bid
Document Number and Title, as shown in the Advertisement to Bid Notice. Bids must be delivered in
person or by mail, no later than the specified Bid Submittal Deadline, to the following address:
IN PERSON or COURIER (FEDEX, UPS, ETC: U. S. POSTAL SERVICE:
CITY OF DAPHNE CITY OF DAPHNE
Finance Department Finance Department
Attention: Suzanne Henson Attention: Suzanne Henson
1705 Main Street P.O. Box 400
Daphne, AL 36526 Daphne, AL 36526
3. Electronic Transmittal of Bids/Proposals is Not Acceptable: Bid submittals delivered by fax, electronic
mail, or other electronic transmittal methods will NOT be accepted as qualified Bids.
4. Late Bids/Proposals are Not Acceptable: Late Bids will not be opened nor accepted as qualified Bids.
5. Tax Exempt Pricing: Bid proposal prices must not include state or local taxes or federal excise tax. The
City is exempt from such taxes and will provide documentation of exemption upon request.
6. Bid Instructions: Bidders are asked to retain these instructions, conditions, and specifications for future
reference. This document and its attachments will become part of your contract with the City of Daphne
if you are the successful bidder.
7. Inquiries: All questions regarding this Invitation to Bid should be directed to:
Suzanne Henson
Accountant III
shenson@daphneal.com
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
II. GENERAL CONDITIONS
A. Purchases and Orders
1. Products shall be ordered and supplied on an "as needed" basis during the life of this Bid/Proposal
agreement.
2. The City of Daphne shall transmit or deliver authorized purchase orders to the winning bidder to
initiate each order process.
3. The bidder/supplier will not be paid for any order placed without an authorized purchase order and,
further, shall not be paid until the City has inspected delivered items and approves the quality and
workmanship thereof.
B. Quantities
1. Quantities are estimates only and not a commitment to buy.
2. Commodities will be purchased on an "As-Needed" basis. The actual quantities purchased may be
more or less than the estimated quantities.
3. The quantities provided with the attached Bid Cost Sheet have been developed to reflect the typical
frequency of purchases of each item while also reflecting the approximate annual cost of meeting the
City's needs. Bidders should complete the Bid Cost Sheet to extend the total cost of each item listed
at the specified quantities for each item and then summarize the extended costs of all items.
4. Approximate quantities, as provided herein, do not constitute an order, but only are provided for the
purpose of comparing Proposal/Bid responses to each other to determine the lowest bidder and for
the purpose of determining the impact of purchasing such items and quantities on the City's annual
budget.
C. Compliance with Product Specifications Required
1. All items bid upon must meet both the general specification provided herein and the detailed
specifications for that particular item as described herein.
2. If the successful bidder fails to deliver the products specified in this Bid, the City may not accept
delivery of or remit payment for such substitute items.
3. Brand names and model/product names and numbers are provided for each item whenever possible.
The use of specific brands, model/product names, and numbers is not intended to restrict the bidding
of any supplier and/or manufacturer, but is provided for the purpose of indicating the quality of
materials, products, and service best adapted to the City's intended use.
4. If alternate brand names, product names, or product numbers are proposed, the bidder must follow
the instructions below regarding the submittal of Proposals/Bids that include such exceptions or
alternates.
D. Exceptions and Alternates
1. If a price is bid/quoted for a substitute or alternate brand/product (anything other than the specified
brand/product), then the bidder must create a detailed list of substitute/alternate items bid/quoted
on a separate page or pages entitled "EXCEPTIONS AND ALTERNATES TO SPECIFICATIONS" and must
enclose such pages with your Bid/Proposal submittal, including at a minimum, the following
information about each substitute/alternate items:
a. Bid Reference Number - this number shall be used to clearly identify which specified line
items are being replaced with a substitute/alternate;
b. Bid/quoted Brand/Manufacturer;
c. Bid/quoted Make/Model;
d. Bid/quoted Part/Product Number
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
e. Bid/quoted Detailed Product Specifications to the extent required to establish that the
substitute or alternate item meets or exceeds the item specified;
f. Any additional information and/or documentation related to the substitute/alternate items
must be clearly referenced and cross-referenced to the corresponding items with the list of
"EXCEPTIONS AND ALTERNATES TO SPECIFICATIONS."
2. Samples of alternate items must be made available for review upon request by the City of Daphne
and, if requested, must be delivered promptly at the bidder's expense, for such review. If the bidder
desires that the sample items should be returned, the bidder must include packaging materials and
pre-paid postage for such return.
3. Samples submitted as alternates may be subjected to testing at the discretion of the City of Daphne.
Bidders are responsible for all costs associated with testing of their sample products.
4. The City of Daphne, in its sole discretion, will determine whether alternate items meet or exceed bid
specifications. The Bid/Proposal will be disqualified if an alternate product does not meet or exceed
all specifications for the specified brand/product.
E. Disqualifications of Proposals/Bids
1. Bids may be disqualified before the awarding of the contract for any reason including but not limited
to the following:
a. Failure to deliver the Bid submittal as required;
b. Failure to sign and/or notarize the Bid documents;
c. Failure to include requested information or others details of the Bid;
d. Excessive errors in calculating prices or total;
2. The successful bidder/supplier will be required to submit proof of compliance with the BEASON-
HAMMON ALABAMA TAXPAYER AND CITIZEN PROTECTION ACT, Code of Alabama, and Section 31-13-
9. Failure to submit any and all such documents within a reasonable period of time will constitute
grounds for cancellation of the contract at the sole discretion of the City of Daphne.
3. Bids may be disqualified for any other reason that may be deemed appropriate by City of Daphne
officials.
F. Method of Award
1. While the bid award may be made to the lowest bidder meeting all product specifications, the City of
Daphne may not award the bid on the basis of the low bid only. Quality, conformity with
specifications, terms of delivery, terms of payment, past service history, and experience are among
the factors that may be considered in determining the lowest responsible bidder.
2. In the event the City's first choice of Bidding vendors refuses to accept all City terms and conditions
and/or other requirements without deviation, that vendor may then be disqualified. After such
disqualification, the Bid may, at the sole discretion of the City, be awarded to the City's second choice
and so forth and so on.
3. In the event a bid is received from a responsible bidder, having a place of business within the local
preference zone, which shall be defined as Baldwin County, Alabama, and the bid is no more than five
percent greater than the bid of the lowest responsible bidder, the awarding authority may award the
contract to the resident responsible bidder. (PURSUANT TO THE CODE OF ALABAMA SECTION 41-16-
50.)
G. Bid Proposal Shall be Binding (Contract)
1. Upon signing of an adopted award Resolution, the bidder agrees that this Invitation of Bid along with
the bidder's proposal and supporting documentation will, when the Bid has been awarded, constitute
a lawful and binding agreement between the City of Daphne and the successful bidder.
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
2. The placing in the mail of a notice of award or purchase order to a successful bidder, to the address
given in the bid, will be considered sufficient notice of acceptance of the bid.
3. The bidder agrees that, if awarded the Bid, he/she shall furnish the products and services within this
Invitation of Bid in compliance with all terms, scope of work, conditions, specifications, and
amendments which are incorporated by reference as if fully set forth herein.
H. Contract Period
1. This contract is for an initial one year period from the date of award.
2. The contract may be extended for two (2) additional years, renewable annually, upon mutual
agreement between the City of Daphne and the successful bidder.
I. Proposal Pricing
1. Each item is to be bid as a price per item multiplied by estimated purchase quantity.
2. Bid prices are not to exceed two decimal places (i.e. $1.23).
3. Unit prices quoted must remain firm for the entire period of the contract including extensions and
renewals thereof.
4. In the event of a delay in awarding the Bid, bid prices shall remain firm for sixty (60) days from the
date of the Bid opening.
J. Delivery
1. Prices bid/quoted shall include delivery to the location(s) stipulated on the purchase order.
2. The bidder agrees to deliver materials requested by the City in the desired quantities at the unit price
provided for in the bid within thirty (30) days.
3. Failure to deliver products as specified, in accordance with the terms of the Bid submitted, or failure
to meet promised delivery dates will constitute grounds for cancellation of the contract/order at the
sole discretion of the City of Daphne. The City also reserves the right to authorize immediate purchase
from other sources if the delivery date cannot me met.
4. Any item needing to be exchanged or altered shall by picked up, at the bidder's expense, from any
location designated by the City, within three (3) days following the date that the successful bidder
was notified of a problem.
K. Product Quality, Guarantee, and Warranty
1. The bidder attests that the items offered shall be new, original name brand items that have never
been refurbished, repaired, or remanufactured.
2. The City of Daphne reserves the right to make quality inspections of products by any means
determined by the City.
3. The bidder certifies that, by submitting a bid, he/she is fully aware of the conditions of the service and
purpose for which the items included in this Bid are to be purchased and certifies that his/her will
meet these conditions of service and purpose to the satisfaction of the City of Daphne.
4. The successful bidder shall replace all defective materials immediately upon notification except when
it is clearly shown that all defects were caused by misuse and not by faulty manufacture or installation.
L. Reservation of Rights
1. The City of Daphne expressly reserves the right to:
a. Waive minor deviations from specifications that do not impair overall functionality of the
products
b. Waive any defect, irregularity, or informality in an bid procedure;
c. Reject or cancel any or all Bids/Proposals;
d. Reissue the bid invitation
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
e. Extend the bid opening time and date;
f. Procure any item by other means;
g. Increase or decrease the quantity specified in the bid invitation;
h. Consider and accept alternate Proposals when most advantageous to the City.
i. Negotiate with any bidder after proposals have been made regarding price, warranty, or any
other factor being considered in this proposal.
2. The City of Daphne reserves the right to purchase any item from any supplier who has been awarded
an Alabama State bid contract or any other contracts made in accordance with and/or authorized
state bid laws.
3. The City of Daphne reserves the right to award the Bid/Proposal in any manner that is in the best
interest of the City.
M. Licenses and Permits
1. The successful bidder must obtain a City of Daphne business license within ten (10) days after award
notification.
2. The successful bidder must all acquire all other licenses and/or permits required by local and state
law.
N. Non-Collusion
By signing the Bid Cost Sheet, the bidder certifies that:
1. The price(s) and amount of this Bid have been arrived at independently and without consultation,
communication, or agreement with any other contractor, bidder, or potential bidder; and
2. Neither the price(s) nor the amount of this Bid, and neither the approximate price(s) nor approximate
amount of this Bid, have been disclosed to any other firm or person who is a bidder or potential
bidder, and they will not be disclosed before bid opening; and
3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on
this contract, or to submit a bid higher than this bid, or to submit any intentionally high or
noncompetitive bid or other form of complementary bid.
4. The bid proposal had been made in good faith and has not been developed or submitted pursuant to
any agreement or discussion with, or inducement from, any firm of person who has submitted or
is/was known to be submitting a competing bid for these items to the City of Daphne.
5. If there is any reason for believing that collusion exists among the bidders, any and/or all proposals
may be rejected. Those participating in such collusion may be barred from submitting bids on the
same or other work with the City of Daphne.
O. Alabama Immigration Law Compliance Requirements (if Applicable)
1. Bidder/Vendor agrees that it will fully comply with the Immigration Reform and Control Act of 1986,
as amended by the Immigration Act of 1990, and the Beason-Hammon Alabama Taxpayer and Citizen
Protection Act, as amended, which makes it unlawful for an employer in Alabama to knowingly hire
or continue to employ an alien who is or has become unauthorized with respect to such employment
or to fail to comply with the I-9 requirements or fails to use E-Verify to verify the eligibility to legally
work in the United States for all of its new hires who are employed to work in the State of Alabama.
Without limiting the foregoing, Vendor shall not knowingly employ, hire for employment, or continue
to employ an unauthorized alien.
2. Vendor shall also enroll in the E-Verify Program prior to performing any work, or continuing to
perform any ongoing work, shall remain enrolled throughout the entire course of its performance
hereunder, shall supply to the CITY a copy of its E-Verify Memorandum of Understanding and such
other documentation as CITY may require to confirm Vendor's enrollment in the E-Verify Program and
shall allow the CITY to inspect its records to confirm such compliance.
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
3. Vendor agrees that it shall, not knowingly, allow any of its suppliers, or any other party with whom it
has a contract, to employ in the State of Alabama any illegal or undocumented aliens to perform any
work in connection with the Project, and shall include in all of its contracts a provision substantially
similar to this paragraph. If Vendor receives actual knowledge of the unauthorized status of one of its
employees in the State of Alabama, it will remove that employee from the project, jobsite, or premises
of CITY and shall comply with the Immigration Reform and Control Act of 1986, as amended by the
Immigration Act of 1990, and the Beason-Hammon Alabama Taxpayer and Citizens Protection Act, as
amended. Bidder/Vendor shall require each of suppliers, or any other parties with whom it has a
contact, to act in a similar fashion. If Vendor violates any term of this provision, this Agreement will
be subject to immediate termination by the CITY.
4. To the fullest extent permitted by law, Bidder/Vendor shall defend, indemnify and hold harmless CITY
from any and all losses, consequential damages, expenses (including, but not limited to, attorneys'
fees), claims, suits, liabilities, fines, penalties, and any other costs arising out of or in any way related
to Vendor's failure to fulfill its obligations contained in this paragraph.
5. The following language is required by 31-13-9 (k) Code of Alabama 1975 to be placed in all contracts
covered by the Act: "By signing this contract, the contracting parties affirm, for the duration of the
agreement, that they will not violate federal immigration law or knowingly employ, hire for
employment, or continue to employ an unauthorized alien within the state of Alabama. Furthermore,
a contracting party found to be in violation of this provision shall be deemed in breach of the
agreement and shall be responsible for all damages resulting therefrom". To the extent that there is
no formal written contract between CITY and the Bidder/Vendor, such as where business is conducted
by purchase order, this document shall serve as the Alabama Immigration Compliance Contract. If you
have received a copy of this Proposal Document and choose to do business with the CITY, it will be
deemed that you have accepted the terms even if you fail to sign and return the Agreement.
P. Conflict of Interest
No employee, officer, or agent of the City shall have any interest in the award of this contract or the
bidder. The award of the contract shall be based on the lowest and most responsive bidder that meets
the quality of product bid.
Q. Additional Proposal Requirements, Terms, and Conditions
1. If any bidder fails to bid on at least 80% of the total items listed within the bid specifications, then the
total bid may be rejected.
2. In order to submit a responsive Bid, it is important that all terms, conditions, and specifications are
read and understood thoroughly. Please, therefore, sign each page of the Bid Proposal portion of this
document in the space provided at the bottom of each page and submit all such signed pages with
your Proposal submittal.
R. Insurance
All awarded vendors who provide a labor service on City property must provide a Certificate of Insurance
listing the City of Daphne as "Additional Insured" for the City's standard policy limit requirements.
Worker's Compensation coverage policy will be required for all projects involving a service provided on
City property. The Vendor's insurance policies will be provided at the vendor's sole expense.
Minimum policy limits are as follows:
o General Liability Aggregate - $2,000,000 minimum
o Each Occurrence - $1,000,000 minimum
o Automobile Liability - $1,000,000 minimum
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
o Workers Compensation-Statutory amount & coverage as required by state law, Employer's
Liability - $1,000,000 minimum
The following items should be listed in "Description of Operations" section of the certificate:
o City of Daphne listed as Additional Insured
o the box next to the term "Certificate Holder" must be marked
Agree to hold City harmless and waive right of subrogation
Description of the applicable project/work performed for insurance coverage clarification
In addition, the company name you list on the Certificate must be the same company name on
the invoice billed to the City and on the check issued by the City. Listing a D/B/A on the Certificate
is acceptable.
Vendor is responsible for any deductible clause in policy.
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
III. DETAILED SPECIFICATIONS
The City of Daphne is soliciting bids to provide uniforms for the Daphne Recreation Department and other
departments as needed. Equivalent or similar products may be bid pursuant to the substitute provisions set forth
in this bid document. Bidders may submit a bid equal to or better than the above-referenced brand name system,
but all alternative systems shall meet the quality of materials, products, and service best adapted to the City's
intended use.
Equivalent or similar products bid must meet product testing requirements to show that the product bid is equal
or better and the testing results must be included on/with the Bid Cost Sheet.
Final pricing shall include delivery to City of Daphne Recreation Department, located at 27961 US Highway 98,
Suite 20, Daphne, AL 36526.(cid:1)
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CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
IV. BID COST SHEET
Instructions: Complete and sign this form and place on top of your submittal. TWO COPIES OF THE BID SUBMITTAL MUST BE
one copy is acceptable).
Brand Name &
Current Product
Estimated Number Quot
SPRING BASEBALL UNIFORMS (Equal to or Better Sizes
Order Qty. different from c
Than)
product liste
MLB Replica/Minor
Player jerseys to be Nike MLB replica moisture wicking t-shirt style and to include number and last
League 375 Youth
name on back.
Replica/Cooperstown
MLB Replica/Minor
Additional Charge: 2X - $________, 3X - $________, 4X - $________ League 100 Adult
Replica/Cooperstown
Player and Coaches Caps MLB Replica Caps. Caps must match team. 375 Youth
MLB Replica/Minor
League
Replica/Cooperstown 200 Adult
Coaches jerseys to be the same as player's jerseys without numbers or names on the back. MLB Replica/Minor
League 100 Adult
Replica/Cooperstown
Additional Charge: 2X - $________, 3X - $________, 4X - $________
SPRING

CITY OF DAPHNE, ALABAMA
BID DOCUMENT: 2026-K-ATHLETIC UNIFORMS
Brand Name & Item
Current Product
Estimated Number Quoted (If
FALL BASEBALL UNIFORMS (Equal to or Better Sizes Unit Price Extended Price
Order Qty. different from current
Than)
product listed.)
MLB Replica/Minor
Player jerseys to be Nike MLB replica moisture wicking t-shirt style and to include number and last
League 200 Youth
name on back.
Replica/Cooperstown
MLB Replica/Minor
Additional Charge: 2X - $________, 3X - $________, 4X - $________ League 75 Adult
Replica/Cooperstown
MLB Replica/Minor
Player and Coaches Caps MLB Replica Caps. Caps must match team. League 150 Youth
Replica/Cooperstown
MLB Replica/Minor
League 145 Adult
Replica/Cooperstown
Coaches jerseys to be the same as player's jerseys without numbers or names on the back. MLB Replica/Minor
League 70 Adult
Replica/Cooperstown
Additional Charge: 2X - $________, 3X - $________, 4X - $________
FALL BASEBALL SUBTOTAL:
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