Fire & EMS Uniform Supply Annual Contract

INVITATION FOR BID

IFB # 006-46

For the provision of:

Fire & EMS Uniform Supply Annual Contract

Hall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified vendors to provide Fire & EMS Uniforms (herein “Services”) on an as needed basis for Hall County Fire Rescue personnel with a guaranteed price for a 12-month period. The County seeks to award more than one (1) vendor to perform all the services.

Schedule of Events:

Date IFB Issued: April 2, 2025

Bidder’s Questions Due Date: April 14, 2025

Bid Due Date: April 24, 2025, 2:00 PM EST

Bidding Process: Hall County is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4 ^th ) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday, April 24, 2025.

Bidders must submit two (2) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents.

Public Reading : Bid openings are open to the public and Bidders. Bidders are not required to attend bid openings but may do so. The Issuing Officer named herein will open and publicly read all Bidders’ company names and cost proposals on the date, time, and at the address above.

Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet.

Proposal Documents: Bidders may download bid submittal documents via the County’s website at https://www.hallcounty.org/Bids.aspx then scroll down and choose IFB #006-46, Fire & EMS Uniform Supply Annual Contract.  All bid documents are available for download at the bottom of the webpage.

General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded to perform services in the State of Georgia.

Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled “Mandatory” must be completed and returned with the bid. Please sign Exhibit B – Contract for Services.

Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder to complete the described work. The County will award the contract to more than one (1) company to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.

Non-Collusion Clause: Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.

General : To provide Fire & EMS Uniform Supply Annual Contract with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2026. The successful bidders may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions.

Spe     Specifications: The following minimum specifications shall apply to the requested services:

For all items presented, you MUST offer ordering online with awarded contract pricing attached to the account.

In addition, successful bidder’s bid must:

Be all-inclusive.

Provide enough manpower to size each person on all shifts.

Provide size-set samples for each person to try on.

Stock all goods listed in bid.

Be within 50 road miles of 2875 Browns Br. Rd., Gainesville, GA, 30504.

Provide a representative to within five (5) business days if requested.

Be able to perform in-house alterations and repair problems such as torn

seams and damaged zippers.

Fourteen (14) days will be allowed for bulk orders. HCFS personnel will have a 14-day open enrollment to web-based order system; after this enrollment period ends, only authorized Fire Service personnel will be allowed to order.

Any and all price differences for larger sizes must be specified in bid.

2.0 SUBMISSION OF BIDS

2.1   Complete and include all the mandatory exhibit documents shown below in 2.3. Failure to include any of the mandatory documents listed may result in disqualification. All responses must be in writing.

2.2   Bidders must submit their response in a sealed envelope clearly marked with “IFB #006-46, “Fire & EMS Uniform Supply Annual Contract” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted.

2.3   Follow these instructions carefully. Complete and return the following mandatory documents in your bid envelope.

Exhibit A – Mandatory Bid Response Sheet

Exhibit B – Mandatory Contract for Services

Exhibit C – Mandatory Cost Proposal Worksheet

Exhibit D – Mandatory W-9 Form

Exhibit E – Mandatory E-Verify Affidavit

Exhibit F – Mandatory Ethics Affidavit

Copy of Business License

Certificate of Insurance

2.4       Bidders are responsible to review and comply with any Addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response.

2.5       All bids must be sealed.

2.6       If a Bid Bond is required then it must be included in the bid response. N/A for this proposal.

2.7       Any alternate options of additional services or deductions thereof may be included in the response; however, bidders must complete the cost worksheet as provided and enclose in the bid response.

2.8       Bids openings are open to the public. Bidders may attend, but they are not required to do so.

2.9       All bids, supporting materials, and correspondence relating to this IFB become property of the County.

2.10     Bidder bears all responsibility for expenses incurred in responding to this IFB.

2.11 Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be dated and time stamped. The County is not responsible for late bids due to mailing delays.

Julie Dorough

Issuing Officer

Hall County Government Center

Purchasing Division – 4 ^th Floor

2875 Browns Bridge Road

Gainesville, Georgia 30504

NOTICE: Bidders are responsible for delivering their bids to the Purchasing Division on the 4 ^th floor of the Hall County Government Center before 2:00pm on the due date provided. All bids must be time stamped by the receptionist on the 4 ^th floor