Uniforms / Forsyth County Sheriff's Office

INVITATION FOR BID
UNIFORMS
Forsyth County Sheriff's Office
Bids Will Be Opened
October 21st, 202 6, at 10:00 a.m.
Purchasing D epartment
Suite 324 - City Hall Building
101 NORTH MAIN STREET
WINSTON-SALEM, NORTH CAROLINA
CITY/COUNTY PURCHASING DEPARTMENT
324 City Hall Building
Winston-Salem, NC 27101
FB 2780

INSTRUCTIONS FOR BIDDERS
The contacts relative to this bid are TaWanna A. Gates tawannag@cityofws.org (336) 747-6938,
and C. Steven Younts yountscs@fcso.us (336) 917-7314.
Bidders MUST have their bid delivered by the specified time and date. This IFB sets forth the minimum
requirements that all submissions shall meet. Failure to submit proposals in accordance with this request
may render the proposal unacceptable. Costs incurred by any Bidder in the preparation of his/her
response to the IFB are the responsibility of the Bidder and will not be reimbursed by Forsyth County.
Bidders shall not include any such expenses as part of their proposals.
Bids MUST be on the standard forms as furnished in this bidding document by the City/County
Purchasing Department.
All bids must be received not later than October 21st, 2026, at 10:00 a.m.
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Notice to Bidders
UNIFORMS
BIDS AND BIDDING PROCESS TERMS
It is the policy of the City of Winston-Salem & Forsyth County that an employee, officer, or agent of the
City/County may not participate in any manner in the bidding, awarding, or administering of contracts in
which they, or a member of their immediate family, their business partner, or any organization in which
they serve as an officer, director, trustee, or employee, have a financial interest.
The successful bidder must comply with all provisions of the Americans with Disabilities Act (ADA)
and all rules and regulations promulgated thereunder. By submitting a bid, the successful bidder agrees
to indemnify the City/County from and against all claims, suits, damages, costs, losses, and expenses in
any manner arising out of, or connected with, the failure of the Company, its subcontractors, agents,
successors, assigns, officers, or employees to comply with the provisions of the ADA or the rules and
regulations promulgated thereunder.
All bids must be firm and not subject to increase, unless specified within the provisions of this Invitation
for Bid (IFB) and mutually agreed upon by the City/County and the proposer.
No special inducements will be considered that are not a part of the original bidding document.
City/County Rights and Options
The City/County, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute or otherwise modify this IFB at any time
* To cancel this IFB with or without the substitution of another IFB
* To take any action affecting this IFB, this IFB process, or the uniforms subject to this IFB that
would be in the best interests of the City/County
* To issue additional requests for information
Public Records
Any material submitted in response to this IFB will become a "public record" once the bidder's
document(s) is opened and the bidder is determined to be a participant in the solicitation process and
shall be subject to public disclosure consistent with Chapter 132, North Carolina Statutes. Bidders must
claim any applicable exemptions to disclosure provided by law in their response to this IFB. Bidders
must identify materials to be protected and must state the reasons why such exclusion from public
disclosure is necessary and legal. The City/County reserves the right to make all final determination(s)
of the applicability of North Carolina General Statutes 132-1.2, Confidential Information.
Familiarity with Laws and Ordinances
The submission of a bid on the uniforms requested herein shall be considered as a representation that the
bidder is familiar with all federal, state, and local laws, ordinances, rules and regulations which affect
those engaged or employed in the provision of such services, or equipment used in the provision of such
services, or which in any way affects the conduct of the provision of such services; and no plea of
misunderstanding will be considered on account of ignorance thereof. If the bidder discovers any
provisions in the IFB documents that are contrary to or inconsistent with any law, ordinance, or
regulation, it shall be reported to the City/County in writing without delay.
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Ethics Policy / Code of Conduct
The City of Winston-Salem & Forsyth County has established guidelines for ethical standards of
conduct for City/County representatives and to provide guidance in determining what conduct is
appropriate in particular cases. City/County representatives should maintain high standards of personal
integrity, truthfulness, honesty, and fairness in carrying out public duties; avoid any improprieties in
their roles as public servants including the appearance of impropriety; and never use their position or
power for improper personal gain. In establishing an ethics policy, the City of Winston-Salem & Forsyth
County desires to protect the public against decisions that are affected by undue influence, conflicts of
interest, or any other violation of these policies, as well as promote and strengthen the confidence of the
public in their governing body. For a complete review of the City Policy, click the following link.
http://www.cityofws.org/Home/Departments/Purchasing/Articles/Bids
DETAILED SPECIFICATIONS: Detailed specifications for uniforms are included with the bid
request. Bids are to be submitted in accordance with the attached specifications and these Special Terms
and Conditions, both of which require doing all that is necessary, proper, or incidental to the furnishing
of the uniforms identified herein. All things not expressly stated in the attached specifications or Special
Terms and Conditions but involved in carrying them out must be included in the proposal as though they
were specifically stated.
NOTICE TO BIDDERS: All bids are subject to the provisions of the instructions to Bidders, special
terms and conditions specific to this Invitation for Bids, the specifications, and General Contract Terms
and Conditions. The City of Winston-Salem & Forsyth County objects to and will not evaluate or
consider any additional terms and conditions submitted with a bidder response. This applies to any
response appearing in or attached to the document as part of the bidder's response. DO NOT ATTACH
ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of a proposal, the
bidder agrees that any additional terms and conditions, whether submitted purposely or inadvertently,
shall have no force or effect. It shall be the bidder's responsibility to read this entire document, review
all enclosures and attachments, and comply with all requirements specified herein.
GENERAL REQUIREMENTS: The uniforms furnished shall be new and unused and the
manufacturer's latest listed and published stock model, or models which meet all the applicable
requirements of these specifications. Specifications may require that certain makes and models of
vehicles, auxiliaries and/or accessories be provided.
BIDDERS SUBMITTALS: Bidder must furnish all information requested herein including descriptive
literature and/or complete specifications covering the products offered. Reference to literature submitted
with a previous bid will not satisfy this provision. Bids, which do not comply with these requirements,
will be subject to rejection. All documents submitted should bear the name of the bidder.
EXPENSES INCURRED IN PREPARING BID: The City of Winston-Salem & Forsyth County
accepts no responsibility for any expense incurred by the bidder in the preparation and presentation of a
bid. Such expenses shall be borne exclusively by the bidder.
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CONTRACT/AWARD: Pursuant to the laws governing public contracts in North Carolina, the
successful bidder's/vendor's response to this Invitation for Bids and Proposals and any addenda thereto,
plus the execution of a Contract/Agreement with Forsyth County for the proposed goods and/or services
shall constitute a binding contract.
PURCHASE OF ADDITIONAL OR LESS ITEMS: Subject to the successful bidder's acceptance,
the City/County reserves the option to purchase additional or less uniforms per the bid estimated
quantities in this Invitation for Bids and Proposals. This bid may also be utilized by other entities per
NCGS to piggyback at the sole discretion of the vendor.
INDEMNIFICATION: The bidder/vendor covenants to save, defend, keep harmless, and indemnify the
City of Winston-Salem & Forsyth County and all of its officers, departments, agencies, agents, and
employees from and against all claims, loss, damage, injury, fines, penalties and cost - including court
costs and attorney's fees, charges, liability, and exposure, however, caused resulting from, arising out of,
or in any way connected with the bidder's/vendor's negligent performance or nonperformance of the
terms of the contract.
WARRANTY (does not apply): Bidder to include the warranty provisions as outlined in bid
specifications.
TAX EXEMPTIONS: The City of Winston-Salem & Forsyth County are exempt from Federal Excise
Tax but not from State and Local Sales Tax. Sales tax should not be included in bid prices but may be
added as a separate item.
DELIVERY: Delivery shall be made FOB
EVALUATION AND SELECTION OF BIDS: The evaluation of vendor bids shall center on the
match between the stated specifications and other requirements included in the final bid request and the
lowest responsible vendor's price proposal, with consideration of past performance, service record, and
reliability. The price proposal shall be determined by multiplying the unit price by the estimated quantity
for the full contract term to calculate the grand estimated total. The statutory provisions controlling
purchasing by local governments in N. C. (GS 143) include selection standards for use in the making of
awards. The provision reads, "All contracts shall be awarded to the lowest responsible, responsive
bidder, taking into consideration quality, performance, and the time specified in the bids for the
performance of the contract". The City of Winston-Salem & Forsyth County reserves the right to accept
or reject any or all bids and proposals and further specifically reserves the right to make the award or
awards in the best interest of the City of Winston-Salem & Forsyth County.
INTERPRETATION OF DOCUMENTS
Should any bidder find any discrepancies in, or omission from, the specifications or other contract
documents, or should the bidder be in doubt as to their meaning, he shall at once notify TaWanna A.
Gates (336) 747-6938 tawannag@cityofws.org and obtain an interpretation or clarification prior to
submitting his bid. Any request for interpretation or clarification given in accordance with this provision
shall be in writing.
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ADDENDA
The bidder may, during the bidding period, be advised by addenda of additions, deletions or alterations
in any of the documents forming a part of this bid. All such changes shall be included in the work
covered by the bid and shall become a part of the contract. The bidder shall acknowledge receipt of each
addendum.
EXCEPTIONS TO SPECIFICATIONS AND APPROVAL OF ALTERNATES:
In all cases uniforms must be furnished as requested, and where brand names are used, consider
the term "or equal" to follow. However, written approval for any proposed substitution or change
in specifications must be obtained by bidder prior to the close of bids. Specifications not subject to
substitution or change shall be indicated as "NO EXCEPTIONS".
All design, materials, and workmanship shall in every respect be in accordance with the best current
practices in the industry. Minor deviations from the provisions of these specifications may be considered
to permit manufacturers to follow their standard manufacturing processes; however, all proposed minor
deviations must be explained in detail and MUST be submitted in writing to Purchasing within the
exception process time frame identified herein or they WILL NOT be considered.
Requests for approved equals or changes in specifications, and/or protests of specifications must
be received by the City of Winston-Salem & Forsyth County in writing.
Any request for an approved equal, change in specification or protest of specifications must be
fully supported with technical data, test results, or other pertinent information and evidence that
the substitute offered is equal to, or better than, the specification requirement.
If clarifications or changes to bid specifications are necessary or if a proposed substitution is approved
during the exception process, changes will be made by written addendum. The City of Winston-Salem &
Forsyth County will, if necessary, postpone the scheduled opening of bids to provide at least seven (7)
days between the mailing of the amended bid and the revised bid opening date. All addenda must be
signed and returned with the final bid.
Bidder's failure to request exceptions to specifications or approved equals as stated above will be
interpreted as the bidders' intent to comply fully with the requirements as written. Conditional or
qualified bids shall be subject to rejection in whole or in part.
The City of Winston-Salem/Forsyth County reserves the right to postpone bid openings for its own
convenience.
NONCONFORMING TERMS AND CONDITIONS: A bid response that includes terms and
conditions that do not conform to the terms and conditions in this bid document is subject to rejection as
nonresponsive. The City of Winston-Salem & Forsyth County reserves the right to permit the
bidder/vendor to withdraw nonconforming terms and conditions from its bid response prior to a
determination by the City of Winston-Salem & Forsyth County of non-responsiveness.
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The bidder agrees that in carrying out this contract, compliance will be maintained with all applicable
federal, state, and local laws, specifically including, without limitations, the Occupational Safety and
Health Act of 1970 and Section 1324A, the Immigration Reform and Control Act.
The bidder certifies that the bid is made in good faith and without collusion with any person bidding on
this contract or with any officer or employee of the City of Winston-Salem & Forsyth County
The undersigned further agrees, in connection with the performance of this contract, not to discriminate
against any employee or applicant for employment because of race, religion, color, gender, age,
handicap, political affiliation or national origin.
The City/County reserves the right to hold bids open for a period of sixty days (60) days after due date
before making awards.
Bidders are expected to submit a formal bid that shall include delivery commitments that meet the
requirements of this IFB in the format and manner specified herein
Bids are to be signed by an officer of the company authorized to bind the submitter to its
provisions. Failure to manually sign the appropriate bid form will disqualify the bidder and the
bid will not be considered.
SCOPE OF WORK/CONDITIONS OF QUOTATION/TERMS AND CONDITIONS
1. N O SUBSTITUTIONS WILL BE ACCEPTED.
2. M EASUREMENT AND ON-SITE VISIT REQUIREMENTS
Vendor must make arrangements with the FCSO Fleet / Procurement Sergeant or designee to
schedule the location for measurements to be taken in Forsyth County, NC at the Law Enforcement
Detention Center located at 201 N Church St, Winston-Salem, NC 27101, or the Forsyth County
Sheriff's Office located at 301 N. Church St. Winston-Salem, NC 27101, within 15 days of
p urchase order issuance.
Upon request, either vendor must travel to Forsyth County to the FCLEDC or the FCSO a
minimum of one time every two weeks, as needed, to measure for new and/or replacement
uniforms. Dates and times to be selected by Sheriff's Office personnel who will provide a
minimum of 3 days' notification to vendor.
Vendor shall schedule an on-site visit with the Forsyth County Sheriff's Office once every 90 days
during the contract period.
3. D ELIVERY REQUIREMENTS
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ORDERS EXCEEDING 100 PIECES - ONLY COMPLETE ORDERS FOR EACH
EMPLOYEE WILL BE ACCEPTED AND MUST BE DELIVERED WITHIN 30 DAYS OF
MEASUREMENT OR FROM THE DATE AN ORDER IS PLACED.
ORDERS 100 PIECES OR LESS - ONLY COMPLETE ORDERS FOR EACH EMPLOYEE
WILL BE ACCEPTED AND MUST BE DELIVERED WITHIN 14 DAYS OF MEASUREMENT
OR FROM THE DATE AN ORDER IS PLACED.
NO PARTIAL EMPLOYEE ORDERS WILL BE ACCEPTED, UNLESS APPROVED BY THE
FL EET SERGEANT O R DES IGNE E.
VENDOR MUST PROVIDE THE FLEET SERGEANT OR DESIGNEE WITH AN
ES TIMATED DELIV ERY DA TE F OR EA CH ORDER THAT IS PLACED.
A LL ITEMS MUST BE DELIVERED FOB DESTINATION.
4. A LTERATIONS, HEMMING, SEWING, AND EMBROIDERY
Vendor quoted price per item includes sewing, hemming, and embroidery services as defined and
needed for each garment.
Vendor must sew on one patch per sleeve of every shirt and jacket at no additional charge. Patches
will be provided by the Forsyth County Sheriff's Office. Vendor must also hem Pants to the size
Sheriff's Office staff is measured for or to the size requested in an order.
Vendor must sew on chevrons and hash marks as requested during measuring process. Chevrons
and hash marks will be provided by the Forsyth County Sheriff's Office. Specifications for
placement will be provided by the Forsyth County Sheriff's Office.
Vendor must complete embroidery, as needed, to include the Sheriff's Office Badge, Employee
N ame, and Rank.
5. P ACKAGING
Orders must be packaged by Division and Employee Name (Last, First Middle) and clearly
labeled.
Each package must contain an inventory slip listing contents of package.
NO PARTIAL EMPLOYEE ORDERS WILL BE ACCEPTED, UNLESS APPROVED BY THE
FLEET SERGEANT OR DESIGNEE.
6. Q UANTITIES
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Actual quantities and sizes ordered may vary due to personnel changes, New Hires, revised needs,
and variations after measurement.
7. P RICING STRUCTURE
No deviations in pricing structure as displayed on this form will be considered (I.E. No % increases
for sizes, flat price for sizing as listed only).
Vendor quoted price per item includes shipping (FOB Destination) and alteration, hemming,
s ewing, and embroider y.
8. IT EM PRICING
THE CONTRACT WILL COVER APPROXIMATELY TWO AND A HALF (2 12) YEAR
PERIOD FROM JANUARY 1, 2027, THROUGH JUNE 30, 2029, WITH THE OPTION TO
TERMINATE THE CONTRACT AT ANY TIME, FOR ANY REASON, BY EITHER
PARTY WITH A 90-DAYS NOTICE.
ALL PRICES MUST BE FIXED JANUARY 1, 2027, THROUGH JUNE 30, 2028.
NO PRICE INCREASES ALLOWED PRIOR TO JULY 1, 2028.
ANY PRICE INCREASE FOR THE SUBSEQUENT YEAR STARTING JULY 1, 2028,
THROUGH JUNE 30, 2029, MUST BE SUBMITTED TO THE FCSO BY MAY 1, 2028, AND
CANNOT EXCEED THE CONSUMER PRICE INDEX FOR ALL URBAN CONSUMER (CPI-
U) APPAREL, NOT SEASONALLY ADJUSTED, OR 4.0%, WHICHEVER IS LESS. THE
PERIOD FOR DETERMINING THE CPI-U ANNUAL PERCENTAGE RATE SHALL BE
MARCH OF THE IMMEDIATELY PRECEDING YEAR TO MARCH OF THE CURRENT
YEAR IN WHICH THE CALCULATION IS BEING MADE.
THE TERMS OF THE BID RESERVE THE RIGHT FOR THE COUNTY TO PURCHASE
ADDITIONAL UNITS OF UNIFORM GARMENTS BELOW OR ABOVE THE IFB
ESTIMATED UNITS THROUGH JUNE 30, 2029.
9. IN VOICING
ALL INVOICES MUST BE GENERATED ELECTRONICALLY. All invoices must include the
Deputy name for each line-item invoiced.
10. OTHER
A) Consideration of Proposals
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i. Bids will be evaluated based on the quality of the bid proposal, cost, and vendor
performance to questions during a pre-award teleconference (interview) between the
Forsyth County Sheriff's Office and the vendor. The teleconference/interview will be
conducted in November or early December.
B) Bid award is subject to final contract terms and contract execution.
C) Late Delivery Penalties:
i. Per the final contract terms, if the late delivery rate is greater than 20% for orders in the first
six months, it may result in the termination of the contract.
ii. For the period of January 1, 2027, through June 30, 2027, deliveries that are late 20% of the
time or greater will result in a 3% penalty (price reduction) for the remainder of the
purchases.
11. ON-LINE STORE AND ORDERING
Vendor will provide a web based On-Line Store for ordering of items and inventory
replenishment.
The store function will include access to all detailed items specified in the approved contract.
FUTURE CONTRACT TERMS OF SELECTED BUSINESS PROVIDER
Independent Contractor. The Provider shall operate as an independent contractor, and the County shall
not be responsible for any of the Provider's acts or omissions. The Provider, its employees, and
subcontractors shall not be treated as an employee with respect to the services performed hereunder for
federal or state tax, unemployment or workers' compensation purposes. Neither federal, state, nor
payroll tax of any kind shall be withheld or paid by the County on behalf of the Provider or the
employees of the Provider. The Provider is fully responsible for the payment of any and all taxes arising
from the payment of monies under any Agreement except for sales and use taxes, which shall be the
responsibility of the County to pay to the Provider in accordance with State law. The Provider shall
comply with the North Carolina Workers' Compensation Act and shall ensure that its subcontractors
also comply. The Provider shall not be treated as an employee with respect to the services performed
hereunder for purposes of eligibility for, or participation in, any employee pension, health, or other
fringe benefit plan of the County. The Provider has no authority to enter into contracts or agreements on
behalf of the County. The County shall not be liable to the Provider for any expenses paid or incurred by
the Provider unless otherwise agreed in writing. The Provider shall supply, at its sole expense, all
equipment, tools, materials, and/or supplies required to provide contracted services unless otherwise
agreed in writing.
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