Personal Protective Equipment

ITB No. 274-2026-16-WR Personal Protective Equipment
Invitation to Bid (ITB)
#274-2026-16-WR
Title: Personal Protective Equipment
Notice is hereby given that the City of Raleigh, North Carolina, is seeking sealed bids for ITB 274-
2026-16-WR for Personal Protective Equipment. A contract will be awarded for a term of one
(1) year with renewal options for up to four (4) twelve (12) month terms, subject to contract
performance and annual appropriation by the Raleigh City Council. All listed times herein are
Eastern Time (ET), whether Eastern Standard Time (EST) or Eastern Daylight Time (EDT), as
applicable.
BIDS WILL BE ACCEPTED UNTIL 3:00 PM ET, May 29, 2026.
Bids should be addressed to:
City of Raleigh
Finance Dept - Procurement Division
Attn: Wes Rhodes, Procurement Analyst
Hand-Deliver to: 222 W. Hargett Street, 5th Floor, Ste. 502, Raleigh, NC 27601
or
Mail to: PO Box 590, Raleigh, NC 27602-0590
PUBLIC BID OPENING WILL BE HELD AT THE RALEIGH MUNICIPAL BUILDING,
222 W. Hargett Street, RM 503, Raleigh, North Carolina
at 3:00 PM ET on May 29, 2026.
The responsibility for submitting a response to this ITB at the City of Raleigh, Procurement
Division on or before the stipulated time and date will be solely and strictly the responsibility of
the bidder. Any bids received after stipulated time and date will not be accepted, nor opened,
and will be returned. The time stamp located in the Procurement Division shall be the official
time of receipt.

ITB No. 274-2026-16-WR Personal Protective Equipment
TABLE OF CONTENTS
City of Raleigh Instructions to Bidders .................................................................................................................................. 1
Purpose ............................................................................................................................................................................... 1
Bid Contact .......................................................................................................................................................................... 1
Bid Schedule ........................................................................................................................................................................ 1
Pre-Bid Conference ............................................................................................................................................................. 1
Bidder Questions ................................................................................................................................................................. 1
Addendum ........................................................................................................................................................................... 1
Bid Submission Requirements ............................................................................................................................................... 2
How to Prepare Bid ............................................................................................................................................................. 2
How to Submit Bid .............................................................................................................................................................. 2
Bid Opening ......................................................................................................................................................................... 3
Award of Bid ........................................................................................................................................................................ 3
Solicitation Clarification ...................................................................................................................................................... 4
Errors in Bids ....................................................................................................................................................................... 4
Alternative Bids ................................................................................................................................................................... 4
Bid Options .......................................................................................................................................................................... 4
Quantities ............................................................................................................................................................................ 4
Contract Terms and Conditions ............................................................................................................................................. 5
Contract Term and Renewals .............................................................................................................................................. 5
Price Adjustments ............................................................................................................................................................... 5
Termination of Contract ...................................................................................................................................................... 5
Contract Extensions ............................................................................................................................................................ 6
Trade Secrets ....................................................................................................................................................................... 6
Terms and Conditions ......................................................................................................................................................... 6
Minimum Specifications and Requirements ......................................................................................................................... 7
Attachments ......................................................................................................................................................................... 10
Attachment A - Bid Response Form ................................................................................................................................. 10
Attachment B - Bid Form .................................................................................................................................................. 11
Attachment C - Non-Discrimination Assurances .............................................................................................................. 19
Attachment D - Customer Service Information Form ...................................................................................................... 20
Attachment E - References ............................................................................................................................................... 21
Attachment F - PPE Guidelines ......................................................................................................................................... 22
City of Raleigh Purchase Order Terms & Conditions ......................................................................................................... 29

ITB No. 274-2026-16-WR Personal Protective Equipment
1 CITY OF RALEIGH INSTRUCTIONS TO BIDDERS
Carefully review all provisions and attachments of this document prior to completion. Each bid constitutes an offer and may not
be withdrawn except as provided herein.
1.1 PURPOSE:
The purpose of this document is to provide general and specific information for the use by suppliers in submitting a bid to
supply the City of Raleigh with apparatus, supplies, materials, and equipment, and /or services listed above. All bids and
contracts are governed by City policy and /or by Section 143-129 of the North Carolina General Statutes.
1.2 BID CONTACT:
Any and all questions, concerns, or requests for additional information shall be directed to the City of Raleigh, Procurement
Division to the attention of the Bid Agent as indicated below:
Bid Agent: Wes Rhodes
Procurement Analyst
wes.rhodes@raleighnc.gov
1.3 BID SCHEDULE:
Listed below are the dates and times by which stated actions must be taken or completed. The City may determine, in its
sole discretion, that it is necessary to change any of these dates and times. All listed times are in Eastern Time (ET),
observing the current standard or daylight time as applicable.
ACTION TIME DATE
ITB Published: N/A 05/05/2026
Pre-Bid Conference: N/A N/A
Bidder Questions Due: 12:00 PM 05/14/2026
Bids Due: 3:00 PM 05/29/2026
Bid Opening: 3:00 PM 05/29/2026
*The City reserves the right to revise the schedule in its sole discretion*
1.4 PRE-BID CONFERENCE:
There is no Pre-Bid Conference for this ITB.
1.5 BIDDER QUESTIONS:
The City is not liable for interpretations/misinterpretations or other errors or omissions made by the Bidder in responding
to this bid. The Bidder shall examine this bid to determine if the City's requirements and terms and conditions are clearly
stated. If, after examination of the various requirements and terms and conditions of this bid, the Bidder believes there are
any requirements or terms and conditions which remain unclear or which restrict competition, the Bidder may request, in
writing, that the City clarify the requirement(s) and terms(s) and condition(s) specified by the Bidder. The Bidder must
provide the Section(s), Subsection(s), Paragraph(s), and page number(s) that identify the requirements or conditions
questioned by the Bidder.
Requests for clarification and technical questions to this bid must be received by the City not later than the date shown
above in Section 1.3, entitled "Bid Schedule", for the submittal of written inquiries. The Bidders' failure to request
clarification and submit questions by the date in the bid schedule above shall be considered to constitute the Bidders'
acceptance of all City's requirements and terms and conditions. The City shall issue addenda reflecting questions and
answers to this bid, if any, and shall be posted to the North Carolina electronic Vendor Portal (eVP) website:
https://evp.nc.gov/
1.6 ADDENDUM:
Bidders are solely responsible for making sure that any and all addenda have been received prior to submission of their
bid. All addenda to this bid issued by the City shall be posted to the North Carolina electronic Vendor Portal (eVP) website:
https://evp.nc.gov/.
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BID No. 274-2026-16-WR Personal Protective Equipment
2 BID SUBMISSION REQUIREMENTS
2.1 HOW TO PREPARE BID:
Bidders are encouraged to review all provisions and attachments of this document carefully prior to completion. Each bid
constitutes an offer and may not be withdrawn except as provided herein. Also, prices are to remain firm for the period
stated herein.
2.1.1 BID FORM:
Submit all prices and offers on the Bid Form provided herein. All bids must be submitted and signed by the supplier
or their authorized representative, with all erasures or corrections initialed and dated by the authorized
representative of the proposal.
2.1.2 SIGNATURE:
All bids must be signed by an authorized official of the company on the Bidders Signature Page. A bid may be
rejected if it shows omissions, alterations of form, or additions not called for, a conditional bid, or any irregularities.
2.1.3 TAXES:
Do not include taxes in your bid prices. Taxes must be itemized and added to invoices separately when invoicing
the City. The City is required to pay sales tax. The City is exempt from Federal Excise Tax and has a Federal Tax
number.
2.1.4 NON-DISCRIMINATION:
The NON-DISCRIMINATION ASSURANCES form included in the bid package is a condition of the bid and must be
completed and signed by the bidder.
2.1.5 MWBE POLICY:
The City of Raleigh prohibits discrimination in any manner on the basis of race, color, creed, national origin, sex, age
or handicap or sexual orientation and will pursue an affirmative policy of fostering, promoting and conducting
business with women and minority owned business enterprises. The City of Raleigh encourages participation by
certified minority and women-owned businesses. If there are any questions, Contact the MWBE Program Manager,
PO BOX 590 Raleigh, NC 27602, mwbe@raleighnc.gov, or 919-996-4330.
2.1.6 SUSTAINABILITY:
In accordance with the City of Raleigh 2007-2009 City Council Mission Statement, the City recognizes its
responsibility to minimize negative impacts on human health and the environment while supporting a diverse,
equitable, and vibrant community and economy. The City recognizes that the types of products and services the
City buys have inherent social, human health, environmental and economic impacts, and asks that all Suppliers and
bidders providing and proposing products and services to the City, be mindful of the City's Sustainability Policy and
provide and propose products and services that embody the City's commitment to sustainability whenever
possible.
2.1.7 IRAN DIVESTMENT:
Bidder certifies that it is not on the Final Divestment List as created by the State Treasurer pursuant to N.C.G.S.
147-86.55, et seq. In compliance with the requirements of the Iran Divestment Act and N.C.G.S. 147-86.59,
CONTRACTOR shall not utilize in the performance of the contract any subcontractor that is identified on the Final
Divestment List.
2.1.8 COMPANIES THAT BOYCOTT ISRAEL:
The bidder certifies that it has not been designated by the North Carolina State Treasurer as a company engaged in
the boycott of Israel pursuant to N.C.G.S. 147-86.81.
2.2 HOW TO SUBMIT BID:
2.2.1 SUBMIT SEALED BIDS ON THE BID FORM PROVIDED HEREIN.
2.2.2 Provide (2) complete sets of your bid on the BID FORM PROVIDED HEREIN in hard copy paper format on 8-1/2" x 11"
size paper, only bound with a single staple in the upper left corner or with a single removable clip-no 3-ring
binders, and must be SEALED in an envelope.
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BID No. 274-2026-16-WR Personal Protective Equipment
All Formal Bids must be sealed in an envelope that is clearly labeled with the bid number, the date and time of
opening, the bidder's legal company name, and the complete mailing address for proper identification.
Additionally, an electronic version of the bid MUST be provided on a USB to include items, unit price and extended
price. NO EMAIL OR FAX BIDS WILL BE ACCEPTED.
2.2.3 All bids must be mailed or delivered as follows in sufficient time to ensure receipt by the Procurement Manager or
Bid Agent on or before the time and the date specified on the Bid Form. Bids not received by the time and date
specified on the Bid Form will not be opened or considered, unless the delay is a result of the negligence of the
City of Raleigh, its agents, or assigns.
Mailing Address Delivery Address
City of Raleigh City of Raleigh
ITB# 274-2026-16-WR ITB# 274-2026-16-WR
Procurement Division Procurement Division
PO Box 590 222 W. Hargett St., Room 502
Raleigh, NC 27602-0590 Raleigh, NC 27601
Electronic responses will not be accepted for this solicitation.
2.3 BID OPENING:
2.3.1 A public bid opening will be held at 222 W. Hargett Street, Room 503, Raleigh, NC 27601, on May 29, 2026, at
3:00 PM. No official award will be made at the Bid Opening. All bidders are welcome to attend the bid opening.
LATE BIDS WILL NOT BE OPENED OR ACCEPTED.
2.3.2 Bidders may not review or request copies of bids at the Bid Opening. A time must be scheduled to meet with the
Procurement Manager and/or Bid Agent for this purpose.
2.3.3 Bids will be examined by the Procurement Manager and/or Bid Agent and the using department officials promptly
after the opening, and an award will be made at the earliest possible date. No bids may be withdrawn after bid
opening.
2.4 AWARD OF BID:
2.4.1 Basis of Award: The City reserves the right to award to one bidder or multiple bidders, as determined to be in the
best interest of the City. Award(s) may be made by Group to the responsible bidder(s) who submit the lowest
responsive total extended price for each Group.
2.4.2 Standard of Bid Award Acceptance: The City reserves the right to reject any or all bids and to waive any
irregularities or technicalities in bids received whenever such rejection or waiver is in the best interest of the City
of Raleigh. The award shall be made to the lowest, responsive, responsible bidder, or bidders, taking into
consideration quality, performance and the time specified in the bid for the performance of the contract.
2.4.3 Bid Prices: All items and products proposed in response to this Bid are to be new, in un-used condition unless
otherwise noted in the Minimum Specifications. All prices proposed in response to this Bid are to include all
transport, freight and fuel surcharges, and be delivered FOB destination, freight prepaid and allowed to the
location provided on the City Purchase Order. All items are to be packaged, and shipped or delivered safely in a
protective carton, fully assembled and serviced, ready for use and operation. Bidders must submit product
literature and manufacturer's specifications with their bid proposal. All supplies, equipment, and apparatus must
meet all Federal, State, and Local safety regulations, requirements, and guidelines, such as OSHA, EPA, US DOT,
NC-DOT, NFPA, UL, etc., if so regulated.
2.4.4 Order of Precedence: In cases of conflict between sections and provisions within the Bid document, the Order of
Precedence will be 1) the Special Conditions section specific to the Bid; 2) the Minimum Specifications section
specific to the Bid, 3) the City of Raleigh Terms and Conditions; and 4) the Instructions to Bidders section of the
Bid document.
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BID No. 274-2026-16-WR Personal Protective Equipment
2.4.5 Payment Terms: Payment terms of Net 30 days from the date of receipt of invoice, or upon acceptance of goods
whichever is later, will apply to all invoices. Payment term discounts will be allowed for prompt payments but will
not be a consideration for award. All invoices are to be emailed to accountspayable@raleighnc.gov , or delivered
to City of Raleigh, Accounts Payable Division, PO Box 590, Raleigh, NC 27602-0590.
2.4.6 Bid Award Approval: The City Manager has delegated authority from the City Council to award bids for supplies,
equipment, and apparatus greater than $90,000. Bids will be approved and awarded by the City Manager upon
the recommendation by the Procurement Manager.
2.5 SOLICITATION CLARIFICATION:
It is not the intent of these bid specifications to exclude or limit competition or to favor any particular supplier or product.
Bidders are responsible for reviewing the solicitation documents in their entirety and ensuring a full understanding of all
requirements prior to submission of a bid. The City may, at its discretion, issue clarifications or revisions to the solicitation
through formal addenda. Only information provided through official solicitation documents and any issued addenda shall
be considered binding. Information obtained from any other source shall not be considered official or relied upon in the
preparation of a bid.
2.6 ERRORS IN BIDS:
Bidders or their authorized representatives are expected to understand the conditions, requirements and specifications
before submitting bids. Failure to do so will be at the bidder's owns risk. In case of an error in the extension of prices on
the bid, the unit price shall govern.
2.7 ALTERNATE BIDS:
DO NOT submit alternate bids unless called for on the bid proposal form. Alternate bids are those that are not identical by
manufacturer and model to what is specified or has substantially different specifications. When alternate bids are requested,
the bidder must submit documentation as a part of the bid to show that the product is comparable to the item(s) referred
to in the specifications. Bidders may submit multiple bids on various manufacturers' brands/models meeting specifications
if no specific manufacturer/model has been specified.
2.8 BID OPTIONS:
The City reserves the right to request pricing on optional equipment or additional items along with the pricing for the main
or primary product or items. At the discretion of the City, some or all of the options requested may or may not be added
and purchased based upon necessity and the availability of budgeted funds. The Bid Award will be made to the lowest
responsible bidder for the main or primary product or items listed on the Bid Proposal Form. Pricing for any additional
options will be requested in a separate section of the bid and will not be included in the determination of the Bid Award.
2.9 QUANTITIES:
The City of Raleigh reserves the right to adjust quantities as needed, and to add additional items and/or products as needed,
as determined to be in the best interest of the City. The quantities stated herein, for term or multi-year contracts are
estimated, and may change to be more or less over the term of the contract.
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ITB No. 274-2026-16-WR Personal Protective Equipment
3 CONTRACT TERMS AND CONDITIONS
3.1 CONTRACT TERM AND RENEWAL
The initial contract term shall be for a period of one (1) year from the date of contract execution, with the option to renew
for up to four (4) additional one-year terms, for a maximum total contract period of five (5) years. Renewal shall be
contingent upon satisfactory performance, mutual agreement, and availability of funds.
3.2 PRICE ADJUSTMENTS:
For Bids with fixed price contract periods, it is the City's intent to contract at a fixed price for a period of one (1) year, with
an option to extend the contract for four (4) additional one (1) year periods. The price proposed by the Bidder is to remain
fixed for the first 1-year (12-month) period of the contract.
Any price increase or decrease will be adjusted to the latest yearly percentage increase in the All Urban Consumers Price
Index (CPI-U) (National) as published by the Bureau of Labor Statistics, U.S. Dept. of Labor, or other appropriate agreed
upon price index. The amount of the increase or decrease will be determined by the difference between the latest price
index available ninety (90) days prior to the end of the current contract year in effect, and the price index for the same
month one year prior.
Any requested price increase must be fully documented and submitted to the Bid Agent or the Procurement Manager at
least sixty (60) days prior to the bid contract expiration date. Any approved price adjustment (increase or decrease) will
then become effective beginning the next term period.
The City reserves the right to accept or to refuse any documented price adjustment submitted by the Supplier/contractor
for any reason as determined to be in the best interest of the City. In the event the City does not accept the proposed price
adjustment for the extended term, the Bid contract will not be renewed, and the City will rebid the product or item(s). Any
Bid contract extension is subject to the continuation of need and usage by the City and the appropriation of funds.
3.3 TERMINATION OF CONTRACT RESULTING FROM THIS ITB:
The City of Raleigh reserves the right to cancel the whole or any part of a resulting Contract due to failure by the Supplier
to carry out any obligation, term or condition as described in the below procedure. Prior to any termination for cause, the
City will provide written notice to the Supplier, opportunity to respond and opportunity to cure. Some examples of material
breach include, but are not limited to:
3.3.1 The Supplier provides product that does not meet reasonable quality standards and is not remedied in a timely
manner.
3.3.2 The Supplier fails to ship the products or provide the delivery within a reasonable amount of time;
3.3.3 The City has reason to believe the Supplier will not or cannot perform to the requirements or expectations of the
Contract and issues a request for assurance and Supplier fails to respond.
3.3.4 The Supplier fails to observe any of the material terms and conditions of the Contract.
3.3.5 The Supplier fails to follow the established procedure for ordering and invoicing as established by the City and the
Supplier in the Contract.
3.3.6 The Supplier fails to report quarterly sales;
3.3.7 Upon receipt of the written notice of concern, the Supplier shall have ten (10) business days to provide a
satisfactory response to the City. Failure on the part of the Supplier to reasonably address all issues of concern
may result in Contract cancellation pursuant to this Section. If the issue is not resolved within thirty (30) days,
contract will be terminated.
3.3.8 Any termination shall have no effect on purchases that are in progress at the time the cancellation is received by
the City. The City reserves the right to cancel the Contract immediately for convenience, without penalty or
recourse, in the event the Supplier is not responsive concerning the remedy, the performance, or the violation
issue within the time frame, completely or in part.
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BID No. 274-2026-16-WR Personal Protective Equipment
3.3.9 The City reserves the right to cancel or suspend the use of any Contract resulting from this ITB if the Supplier files
for bankruptcy protection or is acquired by an independent third party. Awarded Supplier will be responsible for
disclosing to the City any litigation, bankruptcy or suspensions/disbarments that occur during the contract period.
Failure to disclose may result in an immediate termination of the contract.
3.3.10 The City may execute Contract termination without cause with a required 60-day written notice of termination.
Termination of Contract shall not relieve either party of financial, product or service obligations incurred or
accrued prior to termination.
3.3.11 Events of Automatic Termination to include, but not limited to:
3.3.12 Supplier's failure to remedy a material breach of a Contract resulting from this ITB within thirty (30) days of receipt
of notice from the City specifying in reasonable detail the nature of such breach; and/or,
3.3.13 Receipt of written information from any authorized agency finding activities of the Supplier engaged in pursuant
to a Contract resulting from this ITB to be in violation of the law.
3.4 CONTRACT EXTENSIONS:
The City reserves the right to extend all bid contracts for up to four (4) additional one (1) year periods from the date of the
award of the original bid, if agreed upon in writing by the contracted Supplier. The contract extension(s) may be for
additional quantities or for an additional time period as agreed.
3.5 TRADE SECRETS:
This Bid document and all Bidders' responses and proposals received are considered public information, except for trade
secrets specifically identified in writing by the Bidder, which will be handled according to State Statute or other laws. Any
section of the bidder's response package that is deemed to be a trade secret by the bidder shall be submitted in an envelope
clearly marked "TRADE SECRET INFORMATION- DO NOT DISCLOSE." The City shall make a good faith effort to protect such
confidential information.
3.6 TERMS AND CONDITIONS:
Acceptance of the City's Purchase Order includes acceptance of all applicable Terms and Conditions. The City's Purchase
Order Terms & Conditions are provided below for your information.
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ITB No. 274-2026-16-WR Personal Protective Equipment
4 MINIMUM SPECIFICATIONS AND REQUIREMENTS
4.1 PURPOSE
The following specifications are intended to describe the minimum requirements for providing Personal Protective
Equipment / Safety Gear of the latest design and styles. Specific details listed below should be considered to be minimum
requirements unless otherwise described. Where no specifications are listed, the item is to be described as bid. Applicable
manufacturer's literature is to be included with the bid.
Supplier must have extensive knowledge of PPE / Safety Gear
4.2 BID SPECIFICATION COMPLETION INSTRUCTIONS:
All text fields or blanks must be responded to in the returned bid specifications. Failure to complete this information will
indicate a non-responsive bid.
4.3 ORDER AND DELIVERY:
1. The City will not accept any clothing of a different style other than specified on the bid. Substitutions after the awarded
bid will be cause for contract cancellation.
2. All quantities are estimated for bid purposes only and not actual quantities to be purchased.
3. All items to be delivered FOB Raleigh, NC to the location provided on the purchase order. Delivery shall be made within
a reasonable amount of time to designated location(s). Supplier shall indicate standard lead time for delivery with their
bid. Failure to deliver as required will be cause for cancellation of contract.
4. Items are to be provided with the City of Raleigh logo if directed as such. Not all items will be branded - for instance,
if the item is not a certain quality, is not a good brand representation, or does not have adequate space to apply the
brand. The City of Raleigh shall provide artwork as orders are placed. All brandings must follow the City's branding
requirements. Failure to comply with the City's branding requirements will cause for cancellation of contract.
5. The awarded supplier must work with the City of Raleigh and Jaggaer to develop an online catalog for the City of
Raleigh's marketplace. Jaggaer will work with the contract supplier to develop the catalog and interfaces. Catalog will
include line items with pricing and pictures for each color and size available. The contract supplier will receive orders
electronically and will be required to submit invoicing electronically to the City through the Jaggaer. There will be no
fee charged to the awarded supplier for developing this catalog.
6. The supplier must be responsible for managing large volume and multi-complexity orders plus the able to respond to
the City employees' requests in a timing manner.
7. Supplier shall have an excellent customer service team geared to customer satisfaction. Supplier must be able to
provide 24 to 72 hours response to orders after order is placed. Plus provide a contact person, email, and cell, and/or
have the ability for online chat.
8. Suppler must have the ability to color match existing colors or have consistent colors across sizes with various styles;
beyond "core" color of black, gray, and white.
9. Supplier shall offer electronic ordering and immediate send an order confirmation receipt. Order Confirmation shall
include: items ordered, picture of items, shipping information or if the item is back ordered, price per items, total
amount (for all items purchased), order number for tracking order, and contact number or email to reply to order
confirmation.
10. Supplier shall offer electronic ordering and immediate send an order confirmation receipt via email. Order
Confirmation shall include: Department Name, employee's name, items ordered, picture of items, shipping
information or if the item is back ordered, price per items, total amount (for all items purchased), order number for
tracking order, and contact number or email to reply to order confirmation.
11. Supplier may be requested to demonstrate their online ordering and confirmation capability prior to award.
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BID No. 274-2026-16-WR Personal Protective Equipment
12. Supplier shall provide an order process flow that shows step by step process for ordering for items with and without a
logo/branding.
13. Supplier shall immediately notify ordering City department upon receipt of order(s) when an out-of-stock occurs.
Supplier shall inform ordering City department regarding the anticipated date of availability for the out-of-stock
item(s). Under no circumstance is supplier permitted to make unauthorized substitutions. Unfilled item(s) shall be
indicated on the packing list.
4.4 BRAND GUIDELINES:
All Personal Protective Equipment must follow the brand guidelines in the PPE Guidelines, Attachment F.
4.5 BALANCE OF LINE/CATALOG PRICING:
This bid requires firm-fixed pricing for each item listed. For items not listed, a balance of line/catalog pricing is requested.
For balance of line/catalog pricing, Bidder shall provide product pricing using a fixed percentage (%) discount off a
Manufacturer Price List or other objectively verifiable published criteria. The Bidder shall provide copies of the
Manufacturer Price List or other objectively verifiable published criteria. If this is not feasible, Bidder may provide detailed
cost breakdown of their proposed pricing structure to include direct, indirect, general & administrative, overhead and profit
cost details. Along with this data, Bidders must submit a justification as to why a Manufacturer Price List or other objectively
verifiable published criteria is not available. All costs shall be substantiated by an actual invoice indicating the amount paid
for products. Any price reductions, special offerings, sales or promotions occurring during the term of the Contract, shall
be passed on to the City as soon as they are announced by the manufacturer or Contractor and shall be considered part of
the Contract.
Bidder will be responsible for providing and maintaining current published MSRP with the City of Raleigh and must be
included in their bid and provided throughout the term of any Contract resulting from this ITB.
4.6 ADDITION/DELETION OF PRODUCTS/SERVICES:
The City recognizes that products and product line additions and/or services to the Supplier's standard commercial
offerings during the term of the bid contract may occur. The City considers these additions as enhancements to the previous
bid items and product line. Additions of this nature will be considered as follows: Any and all new products will be
categorized with similar products or product lines into existing market categories previously defined and agreed to by the
City and with respect to discount structure, net price or grand total of the product. The City shall be notified of new items
and/or product lines. Amendment or modification to the bid contract will not be required for addition of new products to
the Supplier's offerings that are consistent with pre-established categories and discount structure.
In the event the Supplier adds a new specialty product line which represents products that are consistent with the type
and class of products covered under this bid contract, but differ sufficiently from products or brands represented in the
existing product categories, so that a separate pricing structure is appropriate, the City and the Supplier may enter into
negotiations to modify the contract to establish a discount structure, net price, or grand total for the products. Pricing must
be competitive in order to add products to this contract. The Contractor shall provide appropriate documentation to
support its position for separate pricing. Negotiations must be completed prior to order placement. Amendment or
modification to the bid contract will be required in order to add negotiated items that are sufficiently different from pre-
established categories and discount structure.
4.7 REPORTING REQUIREMENTS:
The awarded supplier must provide a report of the total gross dollar volume of a items ordered quarterly. At a minimum
reporting must be in excel format and must include:
1. Items ordered by department. This record must provide the following breakdown per department: each
employee's name, description of the item during that quarter, amount of each item, extended total, and the grand
total.
2. Provide a summary of high demand items ordered per year.
3. Provide a summary of least demand items ordered per year.
Awarded Supplier is responsible for providing a quarterly sales report of contract sales every quarter regardless of the
existence or amount of sales
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