26-032 - Work Clothing - Public Works

CITY OF PAWTUCKET
REQUEST FOR PROPOSALS
26-032 - Work Clothing - Public Works

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:
June 17, 2026 at 4:00 PM
Requests for information or clarification must be made electronically to the
attention of:
Peter Wingate - Director of Purchasing
E-mail: pwingate@pawtucketri.com
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:
June 25, 2026 at 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
Sealed bids will be Opened on June 25, 2026 at 4:00 PM at a regularly scheduled
purchasing board meeting located at 100 Freight Street, Pawtucket, RI.
Bonds/Surety/Retainage Required
Surety Bond: No Yes
IF "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.
Fidelity Bond: No Yes
Performance Bond: No Yes
IF "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.
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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 companies to supply the city with work clothing for
their employees for a term of three (3) years, with two (2) additional one (1) year
extensions at the City's sole discretion.
4.0 - Scope of Work
The Public Works Department will require the following items. No substitutions are
allowed. Quantities are based on annual usage and are approximate:
1. The City of Pawtucket typically will place at least 1 bulk order in the Fall of every
year. This order will include many of the items below and only requires to be
packed with like items.
2. Please refrain from shipping different items in the same box, when possible.
3. When different items must be shipped in the same box to save on shipping costs,
please indicate on the box the following in full detail: All items, sizes and quantity
counts that are in the box. This is required if you choose this option.
4. Small piece orders at submitted contract pricing will be placed throughout the
year for new hires. This may consist of only a few shirts, sweat shirts or
Jacket(s) (approx. 4 to 5 pieces per newly hired employee).
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Item Model Number Colors Approx. Yearly
XXL -
SM - XL
5XL
Crew Neck Short Safety Green and
Gildan Model 2000 100 24
Sleeve T-Shirt Blue
Crew Neck Short Safety Green and
Gildan Model 2300 24 12
Sleeve Pocket T-Shirt Blue
Crew Neck T-Shirt Safety Green and
Gildan Model 2400 75 40
Long Sleeve Blue
Crew Neck T-Shirt Safety Green and New
Gildan Model 2410 New Item
Long Sleeve Pocket Blue Item
Cooling Performance Safety Yellow and
A4N3142 75 30
Short Sleeve T-Shirt Blue
Cooling Performance Safety Yellow and
A4N3165 50 25
Long Sleeve T-Shirt Blue
Safety Green and
Crew Neck Sweatshirt Gildan Model 18000 24 24
Blue
Safety Green and
Zip Up Sweatshirt Gildan Model 18600 30 24
Blue
Safety Green and
Pullover Sweatshirt Gildan - 12500 30 24
Blue
Heavy Weight Thermal Black, Oxford,
Dry Duck 7033 18 12
Sweatshirt Zip up Navy
Challenger Jacket SRJ754 Safety Green 20 12
Black, Navy, Gravel,
Dry Duck Jacket Cheyenne - 5020 15 6
Khaki
Carhartt Weathered
EX11 Brown, Black 6
Duck Double Front
Regular Fit Jeans Lee Straight Blue 18
Carpenter Jeans Lee Blue 18
Dickies Work Pants P874 Blue, Tan, Grey 15
Port Authority Knitted Mainly - Safety
CP90 12
Hat Green, Blue
Port Authority Mainly - Gray
CP402 12
Baseball Cap Steel/Neon Yellow
Kishigo Storm Stopper
RWB106 Yellow New Item
Rainwear Pants
Kishigo Storm Stopper
RWJ106 Yellow New Item
Rainwear Jacket
Kishigo Storm Stopper
RWP100 Yellow 8
Rainwear Pants
Kishigo Storm Stopper
RWJ100 Yellow 8
Rainwear Jacket
All other Items not List above % of mark up
8 Multiple TBD
over cost.

Do you have the ability to provide the City with its small order (4-5 Pieces) request
noted in the beginning of the scope of work? This can be screen printed, embroidered,
or DTG printing. Yes No
The Logo (approximately 9,000 stitches) is located on left front chest approximately 3
to 4 inches (noted if screen printing or embroidery is required)
Interested companies must provide a price for each item listed on the bid form
contained in Section 11.0. The price quoted shall include shipping and all shipments
shall be Net FOB Destination.
The company shall deliver all items as directed by the Pawtucket Public Works
Department to:
Pawtucket Public Works
250 Armistice Blvd.
Pawtucket, RI 02860
To ensure 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 will be as needed and will be required within thirty (30) days of receipt of order.
All submitted invoices must include both the Purchase Order Number and either the
Department Name, or Contact person placing the order clearly printed on all invoices.
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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.
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.
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