INVITATION TO BID BID FORM BID NO. 2013-38 POLICE UNIFORMS City of Carlsbad Please submit Bid on or before 3:00 pm 101 N. Halagueno on June 7, 2013 in the office of Carlsbad, NM 88220 Purchasing Department, Room 101. OR At Precisely 3:00 pm on June 7, 2013 PO Box 1569 bids will be opened and read aloud in Carlsbad, NM 88221 Conference Room 116. General Terms and Conditions 1. Bids must be clearly marked on the outside of the envelope: Bid No. 2013-27 Police Department Uniforms. 2. All bids must be submitted on regular bid forms furnished by the City of Carlsbad. 3. All prices shall be FOB Carlsbad, New Mexico and must be held firm from July 1, 2013 through June 30, 2014. 4. The Vendor shall submit a complete sample uniform, less alterations and patches, meeting specifications for Approval with the Bid. 5. An employee of the vendor shall measure each individual officer for all uniforms to insure a proper fit. 6. All uniforms shall be individually packaged for each employee. 7. The Vendor shall deliver the uniforms in person and shall insure that all uniforms fit or are altered to fit prior to uniforms being accepted. 8. An incomplete order shall result in stop payment until completed. 9. All uniforms that require patches shall be delivered with the patches sewn on prior to delivery. Patches shall be provided by the Carlsbad Police Department. 10. Vendor shall guarantee delivery within forty-five (45) days of receipt of order. 11. Vendor must submit three (3) copies of the bid. 12. All bids must be signed. 13. Uniforms used for sizing must meet the same specifications as for bid items. 14. Bids must be broken down into a price/cost for each category. Bids will be awarded based on total cost of all items, however, the City of Carlsbad reserves the right to award bids on item by item basis. 15. No Alternate Bids will be accepted. 16. If bid contains exceptions, please indicate your exceptions on an attached sheet. 17. The term of the agreement shall be for a period of one (1) year, and may be renewable for up to three (3) additional years at the same terms and conditions specified herein provided, however, that such agreement may be terminated without penalty by the City in any year for which the City Council fails to appropriate sufficient funds.
Submitted By: New Mexico Identification Tax Number City Business Registration Number Name of Company Signature Resident Business Certification No. Print Signature Title Business Address Telephone # City, State, ZIP The City reserves the right to accept or reject any or all bids. Acceptance of this bid constitutes a contract and is binding on both parties. In order for the 5% in-state preference to be applied, Resident Business Certification Number must be submitted on this form. The Procurement Code, Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil and criminal penalties for its violation. In addition, the New Mexico criminal statutes impose felony penalties for illegal bribes, gratuities, and kickbacks. BID NO. 2013-38 Police Department Uniforms. Page 2 of 27
SUBJECT: Police Department Uniforms BID GENERAL: The following specifications describe Uniforms to be used by the City s Police Department. All specifications shall be considered as minimum. ACTUAL (1) Patrol Division 1 Men s Long Sleeve Shirt Brand Flying Cross Fabric 7 7 ½ oz. 100% VISA Polyester, Plain Weave (1) ACTUAL Color Creasing Front LAPD Navy Blue Pockets, pocket flaps, collar band and shoulder straps to be die creased to give uniform shape and size. To have two sewn in permanent military creases in front and three in back. To have self fabric center, 1 ½ wide extending from collar band to bottom of shirt. It shall have 2 rows of stitching 7/8 apart. The center pleat to be lined with 100% polyester, 250 Denier. A self-lined button stand 7/8 wide shall be placed on the right side and extend from collar band to bottom of shirt. There shall be six front and one collar button. BID NO. 2013-38 Police Department Uniforms. Page 3 of 27
Collar To be die cut. The back of the stand is to measure 1 ½. The points are to be 3 ¼ in length and top stitched ¼ from edge. The interlinings are to be 100% polyester, 250 Denier. Collar band to be lined with crease-ntack interlining. Permanent collar stays of proper length to be sewn inside collar so that no stitches are made through bottom leaf. The stand shall fasten with one button. (1) ACTUAL Yoke Two-piece yoke of self goods to measure approximately 4 ½ at bottom center of band and 3 ½ at outside edge of yoke. Sleeves Each sleeve shall have 2 plackets with one button placed on the right placket approximately 2 ½ above the top of the cuff. Sleeve setting and closing shall be done with an over edge and safety stitch. Cuffs to close with 2 buttons and buttonholes to 2 7/8 wide and have ¼ topstitching on edge. They shall be lined with woven, unbleached 100% cotton interlining. BID NO. 2013-38 Police Department Uniforms. Page 4 of 27
Pockets Two breast pockets finishing 5 3/8 wide and 5 ¾ long to have mitered corners. Both pockets shall have a 1 ½ box pleat stitched top and bottom to prevent spreading. Left pocket to have sewn through pencil opening 1 5/8 in width. Velcro 3/8 wide and 1 long to be placed on each pocket to secure Velcro placed on each flap. (1) ACTUAL Flaps To be die cut, creased and scalloped, finished 5 ½ in width, 2 ¾ in length at the center and 2 ½ at each side. Flaps to be placed ¼ above the top of each pocket and have one centered buttonhole with button. The left flap to have a pencil opening 1 5/8 in width, Velcro 3/8 wide and 1 long to be placed on edges of each flap to secure Velcro placed on pockets. Flaps to be lined with crease-ntack interlining. Badge Tab Inside sling type of selfgoods approximately 1 ½ wide to extend from joining seam to pocket of left front. To have two small, uncut button holes 1 ¼ apart with lower buttonhole approximately ¾ above the flap. BID NO. 2013-38 Police Department Uniforms. Page 5 of 27
Shoulder Straps To be sewn into sleeve head seam and measure approximately 1 7/8 tapering to 1 ½ with end pointed. Straps to be set approximately 1 from collar seam. They shall be box stitched to shoulders with a row cross stitching 2 from sleeve head and diagonally sewn from each end of seam to sleeve. Shoulder straps are to be die cut, creased and lined with crease-in-tack. BID NO. 2013-38 Stamping and care instructions Buttons Packing Zipper Closure Neck size and sleeve length to be stamped in collar band with style and cut number. A permanent size tab to be sewn in with label to the inside yoke. Care instructions to be attached to the tail of shirt. To be made of thermosetting Polyester material to match the fabric. Shirts to be poly bagged individually. Zipper closure will have a 14 nylon separating zipper. (1) ACTUAL 2 Men s Short Sleeve Shirt Brand Flying Cross Fabric 7-7 ½ oz. 100% VISA Polyester, Plain Weave Color LAPD Navy Blue BID NO. 2013-38 Police Department Uniforms. Page 6 of 27
Creasing Pockets, pocket flaps, collar band and shoulder straps to be die creased to give uniform shape and size. To have two sewn in permanent military creases in front and three in back. BID NO. 2013-38 Front Collar Yoke To have self fabric center pleat 1 ½ wide with an approximate 3 turnback extending from collar band to bottom of shirt. It shall have 2 rows of stitching 7/8 apart. The center pleat to be lined with 100% polyester, 250 Denier. A self-lined button stand 7/8 wide shall be placed on the right side and extend from collar band to bottom of shirt. There shall be six front and one collar button. To be die cut. Convertible collar is to measure approximately 3 ¼ long at points and be topstitched ¼ from edge. The interlinings are to be 100% polyester, 250 Denier. Permanent collar stays of proper length to be sewn inside collar so that no stitches are made through bottom leaf. Two-piece yoke of self goods to measure approximately 4 ½ at bottom center of band and 3 ½ at outside edge of yoke. (1) ACTUAL BID NO. 2013-38 Police Department Uniforms. Page 7 of 27
Sleeves Sleeves are to be onepiece, have a 7/8 hem and finish 9 ½ to 9 ¾ long from the shoulder seam. Sleeve setting and closing shall be done with an over edge and safety stitch. The sleeve is to be bartacked at the hem. (1) ACTUAL Pockets Two breast pockets finishing 5 3/8 wide and 5 ¾ long to have mitered corners. Both pockets shall have a 1 ½ box pleat stitched top and bottom to prevent spreading. Left pocket to have sewn through pencil opening 1 5/8 in width. Velcro 3/8 wide and 1 long to be placed on each pocket to secure Velcro placed on each flap. Flaps To be die cut, creased and scalloped, finishing 5 ½ in width, 2 ¾ in length at the center and 2 ½ at each side. Flaps to be placed ¼ above the top of each pocket and have one centered buttonhole with button. The left flap to have a pencil opening 1 5/8 in width, Velcro 3/8 wide and 1 long to be placed on edges of each flap to secure Velcro placed on pockets. Flaps to be lined with crease-ntack interlining. BID NO. 2013-38 Police Department Uniforms. Page 8 of 27
Badge Tab Inside sling type of selfgoods approximately 1 ½ wide to extend from joining seam to pocket of left front. To have two small, uncut button holes 1 ¼ apart with lower buttonhole approximately ¾ above the flap. BID NO. 2013-38 Shoulder Straps Stamping and care instructions Buttons Packing Zipper Closure To be sewn into sleeve head seam and measure approximately 1 7/8 tapering to 1 ½ with end pointed. Straps to be set approximately 1 from collar seam. They shall be box stitched to shoulders with a row cross stitching 2 from sleeve head and diagonally sewn from each end of seam to sleeve. Shoulder straps are to be die cut, creased and lined with crease-n-tack interlining. Neck size and sleeve length to be stamped in collar band with style and cut number. A permanent size tab to be sewn in with label to the inside yoke. Care instructions to be attached to tail of shirt. To be made of thermosetting Polyester material to match the fabric. Shirts to be poly bagged individually. Zipper closure will have a 14 nylon separating zipper. (1) ACTUAL BID NO. 2013-38 Police Department Uniforms. Page 9 of 27
3 Men s Trousers Brand Flying Cross Fabric 12.50 13.00 oz. 100% VISA Polyester, Elastic weave. (1) ACTUAL Color LAPD Navy Blue Design Shall be made on uniform pattern, having plain front and quarter top front pockets, 1 watch pocket and 2 back pockets. BID NO. 2013-38 Police Department Uniforms. Page 10 of 27
Pockets The front pocket opening will be a minimum of 6 and be 6 deep from the bottom of the opening. They shall be stitched, turned and restitched. The inside front pocket facing shall be a separate piece of self material finishing to less than 1 ¼ wide. The back pockets will have a minimum opening of 5 ½ and be 6 deep. They shall be made with a Reese PW automatic machine and finished on the outside with an exposed top and bottom cord. The left pocket shall have a tab to button. The watch pocket, located approximately 3 to the front of the right seam at the waist band, shall have an approximate opening of 2 ¾ and be 3 deep. The front pockets and watch pocket shall each have a straight bartack and each back pocket shall be bartacked with a triangular bartacking machine. (1) ACTUAL Pocketing All pocketing shall be black 75% polyester/25% cotton with a minimum thread count of 68 x 54. The weight shall be 3.0 yards/pound. BID NO. 2013-38 Police Department Uniforms. Page 11 of 27
Waistband Inside Trim The waistband shall be 2 wide and shall be closed with a crushproof hook and eye, the eye being bartacked for stability. The waistband curtain, attached with a rocap machine, shall have a snugtex and be made of black pocketing material. Banrol waistband stiffener, ¾ in width shall be sewn into the waistband on the front of the trouser from side seam to side seam. The trousers are to be made with a continuous closed waistband. The waistband shall be set on and shall be stitched below the lower edge through the outer fabric and the waistband curtain. The full length of the waistband is fused with Pellon. The right fly and crotch lining shall be the same fabric and color as the waistband curtain. The right fly lining shall be sewn to the left fly below the zipper. The crotch lining shall be serged to each front. A separate French fly made of the outer fabric shall be sewn to the inside right fly. BID NO. 2013-38 Police Department Uniforms. Page 12 of 27
(1) ACTUAL Belt Loops There should be a minimum of 5 belt loops on waist sizes 30 and under, and a minimum of 7 on all sizes 31-48 and a minimum of 9 on sizes 50 and larger. Except for the back loop, all loops shall be Keystone style measuring 1 ¾ wide. Except for the center back loop, which shall be tacked on, all loops shall be sewn into the bottom of the waistband and into the rocap. They shall accommodate a 1 5/8 belt. BID NO. 2013-38 Police Department Uniforms. Page 13 of 27
Zipper The trousers shall be closed with a brass zipper which has a brass bottom stop at the base of the zipper chain and a brass ratcheting cam lock slider. The left inside fly will be reinforced with Pellon under the zipper stitching. A straight bartack shall be sewn through from the outside of the garment to the inside at the bottom of the fly. It shall be sewn through the zipper tape, the right and left fly and the right fly lining. The right and left fly shall be joined by an additional bartack located below the bottom zipper stop on the inside of the trouser. BID NO. 2013-38 Police Department Uniforms. Page 14 of 27
Seaming Size Tag Finishing and Pressing The entire trouser is to be seamed with polyester core of 100% polyester core thread. The seat seam shall be stitched with a tandem needle seat seaming machine. All exposed inside seams of the trouser are to be serged. The trouser shall have a sewn-in label giving care instructions and an outside waistband label which shall be marked with a lot number, size, fiber content and WPL number. All loose threads shall be removed. Trousers must be pressed completely and properly with the side seam, inseam and seat seam pressed open. There must be a Texpak clip attached to the top fly of the finished trouser. (1) ACTUAL BID NO. 2013-38 Police Department Uniforms. Page 15 of 27
4 Pants BDU Pant Sewn to Military Specification Mit- T-44047E 60% cotton / 40% poly twill; black - six pockets, four with button flaps; Fused pocket flaps; four button fly; doublereinforced seat and knee; /adjustable waist tabs with 4 bar tacks; drain holes in Bellows Pockets; nylon drawstring leg closures, fused knotted and tacked; felled inseam, outseam and seat seam Men s sizes S thru L /Short; Men s sizes XS thru XL/Regular Men s sizes XXL thru XXXXL Regular Men s Sizes S-XL Long BID NO. 2013-38 5 Women s Long Sleeve Shirt Brand Flying Cross Fabric 7-7 ½ oz. 100% VISA Polyester, Plain Weave (1) ACTUAL Color Creasing Front LAPD Navy Blue Pockets, pocket flaps, collar band and shoulder straps to be die creased to give uniform shape and size. To have two sewn in permanent military creases in front and three in back. To have self fabric center pleat, 1 ½ wide with an approximate 2 BID NO. 2013-38 Police Department Uniforms. Page 16 of 27
¾ turnback extending from collar band to bottom of shirt. It shall have 2 rows of stitching 7/8 apart. The center pleat to be lined with 100% polyester, 250 Denier. The right front shall have six buttonholes ¾ apart from edge, 3 ½ apart. The left front to have an approximate 2 ¾ turnback extending from collar to bottom of shirt. Buttons to be strongly attached through two thicknesses of material forming left front. They shall correspond to each buttonhole. The right front shall button over the left front. BID NO. 2013-38 (1) ACTUAL Collar To be die cut. Convertible collar is to measure approximately 3 ¼ long at points and be topstitched ¼ from edge. The interlinings are to be 100% polyester, 250 Denier. Permanent collar stays of proper length to be sewn inside collar so that no stitches are made through bottom leaf. Yoke Two-piece yoke of self goods to measure approximately 2 ½ at bottom center of band and 2 ¾ at outside edge of yoke. BID NO. 2013-38 Police Department Uniforms. Page 17 of 27
Sleeves Each sleeve shall have 2 plackets with one button placed on the sleeve placket approximately 2 ½ above the top of the cuff. Sleeve setting and closing shall be done with an over edge and safety stitch. Cuffs shall close with 1 buttonhole and 2 buttons for adjustable fit. They shall be 2 7/8 wide and have ¼ top stitching on edge. Cuffs to be lined with woven, unbleached 100% cotton interlining. BID NO. 2013-38 (1) ACTUAL Pockets Two breast pockets finishing 4 ½ wide and 5 long to have mitered corners. Both pockets shall have a 1 3/8 box pleat stitched top and bottom to prevent spreading. Left pocket to have sewn through pencil opening 1 ½ wide. Velco 3/8 wide and 1 long to be placed on each pocket to secure Velcro placed on each flap. BID NO. 2013-38 Police Department Uniforms. Page 18 of 27
Flaps Badge Tab To be die cut, creased and scalloped, finished 4 ¾ in width, 2 ½ in length at the center and 2 ¼ at each side. Flaps to be placed ¼ above the top of each pocket and have one centered buttonhole with button. The left flap to have a pencil opening 1 ½ in width. Velcro 3/8 wide and 1 long to be placed on edges of each flap to secure Velcro placed on pockets. Flaps to be lined with crease-ntack interlining. Inside sling type of selfgoods approximately 1 ½ wide to extend from joining seam to pocket of left front. To have two small, uncut button holes 1 ¼ apart with lower buttonhole approximately ¾ above the flap. BID NO. 2013-38 Shoulder Straps To be sewn into sleeve head seam and measure approximately 1 7/8 tapering to 1 ½ with ends pointed. Straps to be set approximately 1 from collar seam. They shall be box stitched to shoulders with a row cross stitching 2 from sleeve head and diagonally sewn from each end of seam to sleeve. Shoulder straps are to be die cut, creased and lined with crease-n-tack interlining. (1) ACTUAL BID NO. 2013-38 Police Department Uniforms. Page 19 of 27
Stamping and care instructions Buttons Packing Zipper Closure Neck size and sleeve length to be stamped in collar band with style and cut number. A permanent size tab to be sewn in with label to the inside yoke. Care instructions to be attached to the tail of shirt. To be made of thermosetting Polyester material to match the fabric. Shirts to be polybagged individually. Zipper closure styles will have a 14 nylon separating zipper. BID NO. 2013-38 6 Women s Short Sleeve Shirt Brand Flying Cross Fabric 7-7 ½ oz. 100% VISA Polyester, Plain Weave (1) ACTUAL Color LAPD Navy Blue Creasing Pockets, pocket flaps, collar band and shoulder straps to be die creased to give uniform shape and size. To have two sewn in permanent military creases in front and three in back. BID NO. 2013-38 Police Department Uniforms. Page 20 of 27
Front To have self fabric center pleat 1 ½ wide with an approximate 2 ¾ turnback extending from collar band to bottom of shirt. It shall have 2 rows of stitching 7/8 apart. The center pleat to be lined with 100% polyester, 250 Denier. The right front shall have six buttonholes ¾ from edge, 3 ½ apart. The left front to have an approximate 2 ¾ turnback extending from collar to bottom of shirt. Buttons to be strongly attached through two thicknesses of material forming left front. They shall correspond to each buttonhole. The right front shall button over the left front. (1) ACTUAL Collar To be die cut. Convertible collar is to measure approximately 3 ¼ long at points and be topstitched ¼ from edge. The interlinings are to be 100% polyester, 250 Denier. Permanent collar stays of proper length to be sewn inside collar so that no stitches are made through bottom leaf. Yoke Two-piece yoke of self goods to measure approximately 2 ½ at bottom center of band and 2 ¾ at outside edge of yoke. BID NO. 2013-38 Police Department Uniforms. Page 21 of 27
Sleeves Pockets Flaps Badge Tab Sleeves are to be onepiece, have a 7/8 hem and finish 8 long from the shoulder seam. Sleeve setting and closing shall be done with an over edge and safety stitch. The sleeve is to be bartacked at the hem. Two breast pockets finishing 4 ½ wide and 5 long to have mitered corners. Both pockets shall have a 1 3/8 box pleat stitched top and bottom to prevent spreading. Left pocket to have sewn through pencil opening 1 ½ wide. Velcro 3/8 wide and 1 long to be placed on each pocket to secure Velcro placed on each flap. To be die cut, creased and scalloped, finishing 4 ¾ in width, 2 ½ in length at the center and 2 ¼ at each side. Flaps to be placed ¼ above the top of each pocket and have one centered buttonhole with button. The left flap to have a pencil opening 1 ½ in width, Velcro 3/8 wide and 1 long to be placed on edges of each flap to secure Velcro placed on pockets. Flaps to be lined with crease-ntack interlining. Inside sling type of selfgoods approximately 1 ½ wide to extend from joining seam to pocket of left front. To have two small, uncut button holes 1 ¼ apart with lower buttonhole approximately ¾ above the flap. BID NO. 2013-38 BID NO. 2013-38 Police Department Uniforms. Page 22 of 27
Shoulder Straps Buttons To be sewn into sleeve head seam and measure approximately 1 7/8 tapering to 1 ½ with end pointed. Straps to be set approximately 1 from collar seam. They shall be box stitched to shoulders with a row cross stitching 2 from sleeve head and diagonally sewn from each end of seam to sleeve. Shoulder straps are to be die cut, creased and lined with crease-n-tack interlining. To be made of thermosetting Polyester material to match the fabric. BID NO. 2013-38 Packing Zipper Closure Shirts to be polybagged individually. Zipper closure will have a 14 nylon separating zipper. (1) ACTUAL 7 Women s Trousers Brand Fabric Color Flying Cross 12.50 13.00 oz. 100% VISA Polyester, Elastique weave. LAPD Navy Blue Design Shall be made on a modified ladies uniform pattern, having plain front and quarter top front pockets, 2 back pockets, and an elastic in the back waistband. BID NO. 2013-38 Police Department Uniforms. Page 23 of 27
(1) ACTUAL Pockets The front pocket opening will be a minimum of 6 and be 5 ½ deep from the bottom of the opening. They shall be stitched, turned and re-stitched. The inside front pocket facing shall be a separate piece of self material finishing to less than 1 ¼ wide. The back pockets will have a minimum opening of 5 ½ and be 6 deep on size 14 and up. On size 12 and down, the minimum opening will be 5 wide and 6 deep. They shall be made with a Reese PW automatic machine and finished on the outside with an exposed top and bottom cord. The front pockets shall have a straight bartack and the back pockets shall be bartacked with a triangular bartacking machine. Pocketing All pocketing shall be black 75% polyester/25% cotton with a minimum thread count of 68 x 54. The weight shall be 3.0 yards/pound. BID NO. 2013-38 Police Department Uniforms. Page 24 of 27
Waistband Inside Trim The waistband shall be 2 wide and shall be closed with a crushproof hook and eye, the eye being bartacked for stability. The waistband curtain, attached with a rocap machine, shall have a snugtex and be made of pocketing material. Banrol waistband stiffener, ¾ in width shall be sewn into the waistband on the front of the trouser from side seam to side seam. The full length of the waistband is fused with Pellon. The trousers are to be made with a continuous closed waistband. There shall be special elastic back using the closed covered method. The waistband shall be set on and stitched below the lower edge through the outer fabric and the waistband curtain. The back of the waistband contains elastic which allows it to stretch 1 ½. The right fly shall be the same fabric and color as the waistband curtain. The right fly lining shall be sewn to the left fly below the zipper. The crotch lining shall be serged to each front. A separate French fly made of the outer fabric shall be sewn to the inside right fly. (1) ACTUAL BID NO. 2013-38 Police Department Uniforms. Page 25 of 27
Belt Loops Zipper There should be a minimum of 5 belt loops on waist sizes 12 and down, and a minimum of 7 on all sizes over 14. Except for the center back loop, all loops shall be Keystone style measuring 1 ¾ at top and 1 ¼ at the bottom. Except for the center back loop, which shall be tacked on, all loops are to be sewn into the rocap at the top and dropped and tacked below the waistband seam. They shall accommodate a 1 5/8 belt. The trousers shall be closed with a YKK brass zipper which has a brass bottom stop at the base of the zipper chain and a brass ratcheting cam lock slider. The inside left fly will be reinforced with Pellon under the zipper stitching. A straight bartack shall be sewn through from the outside of the garment to the inside at the bottom of the fly. It shall be sewn through the zipper tape, the right and left fly and the right fly lining. The right and left fly shall be joined by an additional bartack located below the bottom zipper stop on the inside of the trouser. (1) ACTUAL BID NO. 2013-38 Police Department Uniforms. Page 26 of 27
Seaming Size Tag Finishing and Pressing The entire trouser is to be seamed with polyester core of 100% polyester core thread. The seat seam shall be stitched with a tandem needle seat seaming machine. All exposed inside seams of the trouser are to be serged. The trouser shall have a sewn-in label giving care instructions and an outside waistband label which shall be marked with a lot number, size, fiber content and WPL number. All loose threads shall be removed. Trousers must be pressed completely and properly with the side seam, inseam and seat seam pressed open. There must be a Texpak clip attached to the top fly of the finished trouser. (1) ACTUAL VENDOR NOTES: BID NO. 2013-38 Police Department Uniforms. Page 27 of 27