Class B Uniforms

Request for Information Specification No. FD22-0331F Template Revised: 02/15/2022 Page 1 of 8 TACOMA FIRE DEPARTMENT REQUEST FOR INFORMATION CLASS B UNIFORMS SPECIFICATION NO. FD22-0331F Form No. SPEC-040C Revised: 07/11/2022 City of Tacoma Tacoma Fire Department REQUEST FOR INFORMATION FD22-0331F CLASS B UNIFORMS Submittal Deadline: 11:00 a.m., Pacific Time, Tuesday, October 4th, 2022 Submittals must be received by the City’s Procurement and Payables Division prior to 11:00 a.m. Pacific Time. For electronic submittals, the City of Tacoma will designate the time of receipt recorded by our email, bids@cityoftacoma.org, as the official time of receipt. This clock will be used as the official time of receipt of all parts of electronic bid submittals. Submittal Delivery: Sealed submittals will be received as follows: By Email: bids@cityoftacoma.org Maximum file size: 35

MB. Multiple emails may be sent for each submittal. Bid Opening: Held virtually each Tuesday at 11AM. Attend via this link or call 1 (253) 215 8782. Submittals in response to a RFI will be recorded as received. As soon as possible, after 1:00 PM, on the day of submittal deadline, preliminary results will be posted to www.TacomaPurchasing.org. Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.  Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates.  Click here to see a list of vendors registered for this solicitation. Pre-Proposal Meeting: A pre-proposal meeting will not be held. Project Scope: The City of Tacoma Fire Department (TFD or City) is developing its requirements for Class B uniforms. The purpose of this Request of Information (RFI) is to gather information and samples for formulating the CITY’s requirements as well as identify qualified firms who may be able to meet our requirements. Estimate: N/A Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave as set forth in Title 18 of the Tacoma Municipal Code. For more information, visit our Minimum Employment Standards Paid Sick Leave webpage. Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be made available in an alternate format by emailing Gail Himes at ghimes@cityoftacoma.org, or by calling her collect at 253-591-5785. Title VI Information: “The City of Tacoma” in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42 U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, national origin in consideration of award. Additional Information: Requests for information regarding the specifications may be obtained by contacting Ryan Foster, Senior Buyer by email to rFoster1@cityoftacoma.org Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for protests submitted prior to and after submittal deadline. Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with disabilities can be arranged with 48 hours advance notice by calling 253-502-8468. Request for Information Specification No. FD22-0331F Template Revised: 02/15/2022 Page 3 of 8 Table of Contents SUBMITTAL CHECK LIST ......................................................................................................... 4 1. INTRODUCTION ................................................................................................................ 5 2. PURPOSE .......................................................................................................................... 5 3. CALENDAR OF EVENTS ................................................................................................... 5 4. INQUIRIES ......................................................................................................................... 5 5. DISCLAIMER ...................................................................................................................... 6 6. QUALIFYING REQUIREMENTS ......................................................................................... 6 7. CONTENT TO BE SUBMITTED ......................................................................................... 7 8. INSURANCE ....................................................................................................................... 7 9. ENVIRONMENTALLY PREFERABLE PROCUREMENT .................................................... 8 10. EQUITY IN CONTRACTING ........................................................................................... 8 11. STANDARD TERMS AND CONDITIONS ........................................................................ 8 12. ADDENDUMS ................................................................................................................. 8 Request for Information Specification No. FD22-0331F Template Revised: 02/15/2022 Page 4 of 8 SUBMITTAL CHECK LIST This checklist identifies items to be included with your submittal. Any submittal received without these required items may be deemed non-responsive and not be considered for award. Submittals must be received by the City of Tacoma Purchasing Division by the date and time specified in the Request for Information page. The following items make up your submittal package: Letter of Interest Literature to include technical specifications, safety data information, warranty, brochures, and/or standard price lists (NO QUOTES). Technical specification sheets Any other additional information relevant to this Solicitation Request for Information Specification No. FD22-0331F Template Revised: 02/15/2022 Page 5 of 8 1. INTRODUCTION The City of Tacoma Fire Department (TFD or City) is developing its requirements for Class B uniforms. The purpose of this Request of Information (RFI) is to gather information and samples for formulating the CITY’s requirements as well as identify qualified firms who may be able to meet our requirements. 2. PURPOSE The City of Tacoma Fire Department (TFD or City) is issuing this Request for Information (Solicitation) to gather data that may be used to develop future solicitations. TFD will be testing Class B uniforms under three main categories: wearability, durability, and professionalism. TFD is seeking a complete response from vendors who can demonstrate that they possess the organizational, functional, and technical capabilities to provide the equipment and services, as well as meet or exceed the requirements specified herein. Respondents must have a solid customer base of departments utilizing the proposed solution(s), including departments similar in size and service delivery to TFD. TFD seeks continual improvement for the safety of our department personal protective equipment (PPE), and as such are looking to find advancements in the area of Class B uniforms over what we currently wear. 3. CALENDAR OF EVENTS This is a tentative schedule only and may be altered at the sole discretion of the City. The anticipated schedule of events concerning this Solicitation is as follows: Question Deadline: 9/26/2022 Questions and Answers Posted: 9/28/2022 Submittal Due Date: 10/4/2022 4. INQUIRIES Questions should be submitted to Ryan Foster via email to rfoster1@cityoftacoma.org. Subject line to read: FD22-0331F – CLASS B UNIFORMS – VENDOR NAME 4.1 Questions are Due September 26th, 2022 by 3:00 PM. 4.2 Questions marked confidential will not be answered or included. 4.3 The City reserves the discretion to group similar questions to provide a single answer or not to respond when the requested information is confidential. 4.4 The answers are not typically considered an addendum. Request for Information Specification No. FD22-0331F Template Revised: 02/15/2022 Page 6 of 8 4.5 The City will not be responsible for unsuccessful submittal of questions. 4.6 Written answers to questions will be posted in the event approximately one week after the question deadline. 5. DISCLAIMER The City is not liable for any costs incurred by the Respondent for the preparation of materials or a submittal submitted in response to this RFQ, for conducting any presentations to the City, or any other activities related to responding to this RFQ, or related to the contract negotiation process. Please note that this Request for Information is not a Request for Bids (RFB) or a Request for Proposals (RFP), and there is no guarantee that either a RFB or RFP will be issued. A Respondent’s decision to respond, or not to respond, to this Solicitation will NOT be a factor in evaluating any later RFB or RFP. While the intent of this Solicitation is to help identify vendors who meet various requirements for a competitive solicitation, there is no guarantee that any specific information presented by any Respondent will ultimately be included in any future solicitation issued by the City. Each Respondent shall bear all expenses incurred by the preparation and presentation of its Solicitation response. The City will therefore reject any claim made against them in this matter, regardless of the results of the subsequent processes, if any. 6. QUALIFYING REQUIREMENTS 6.1 Equipment Requirements: Class B uniforms shall meet the requirements set forth in the 1994 editions of NFPA 1975, in addition looking for dual and or triple certification in NFPA 1951,1971, 1977. 6.2 Equipment Requirements: Class B uniforms for firefighters through Captains should consist of: Navy Blue Nomex (or fire-resistant material equivalent) uniform Shirt, Navy Blue or Nomex (or fire-resistant material equivalent) uniform pants, also interested in Jumpsuits made from Nomex (or fire-resistant material equivalent). 6.3 Equipment Requirements: Class B uniforms for Chief Officers should consist of: White uniform shirt (Long or short sleeves), black Nomex (or fire-resistant material equivalent) uniform pants. Request for Information Specification No. FD22-0331F Template Revised: 02/15/2022 Page 7 of 8 7. CONTENT TO BE SUBMITTED 7.1 Products and Services Provided A. Describe the products and services provided by your firm with respect to the subject areas listed in Section 1.02 (above). Please reference the corresponding section number, as appropriate. B. If reference is made to supporting literature or documentation included with your submittal, direct the reader using specific reference to the document that address the topic, including document name, section and page number. C. Provide a detailed description of Class B uniforms implemented at other cities/utilities. Specifically identify which cities/utilities. If available, provide contact information for staff who may discuss the elements of this Solicitation. D. Provide a detailed description of manufacturer’s experience accommodating various types of reporting activities. E. Provide information about development services if customizations to the product are necessary, such as patch sewing capabilities. F. Provide information about assistance in implementation of the product. G. Provide a detailed description of manufacturer’s long-term involvement on maintenance, maintenance costs, software updates, and whether the tool is cloud-based, or would be a hosted on premise solution. If the proposed solution is cloud-based, include a specific example of implementation at another city/public utility. H. Identify measures taken to meet security requirements. I. Indicate whether your firm is able to provide the City an on-site demonstration. The City may request an on-site demonstration following review of material received through this Solicitation. The purpose of the demonstration is to discuss capabilities with the intent of assisting the City in finalizing elements for a potential RFP. J. Provide samples for department to wear test in the field for three months to ensure products will meet department needs. 7.2 Pricing Information Please provide as much general information as possible about your firm’s pricing and fee structure (NO QUOTES, MSRP ONLY). The City is interested in assessing the cost of your options in Class B uniforms in varying sizes and colors. 8. INSURANCE During the course and performance of the testing and demo phase, Supplier will provide proof and maintain the insurance coverage in the amounts and in the manner specified in the City of Tacoma Insurance Requirements document applicable to the services, Request for Information Specification No. FD22-0331F Template Revised: 02/15/2022 Page 8 of 8 products, and deliverables provided under the Solicitation. The City of Tacoma Insurance Requirements document, if issued, is fully incorporated into the Solicitation by reference. 9. ENVIRONMENTALLY PREFERABLE PROCUREMENT In accordance with the City of Tacoma’s Sustainable Procurement Policy, it is the policy of the City of Tacoma to encourage the use of products or services that help to minimize the environmental and human health impacts of City Operations. Respondents are encouraged to incorporate environmentally preferable products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. This comparison may consider raw materials acquisition, products, manufacturing, packaging, distribution reuse, operation, maintenance or disposal of the product or service. The City of Tacoma encourages the use of sustainability practices and desires any awarded contractor(s) to assist in efforts to address such factors when feasible for:  Reduction of pollutant releases  Toxicity of materials used  Waste generation  Greenhouse gas emissions, including transportation of materials and services  Recycle content  Comprehensive energy conservation measures  Waste manage reduction plans  Potential impact on human health and the environment 10. EQUITY IN CONTRACTING The City of Tacoma is committed to encouraging firms certified through the Washington State Office of Minority and Women’s Business Enterprise to participate in City contracting opportunities. See the TMC 1.07 Equity in Contracting Policy at the City’s Equity in Contracting Program website. 11. STANDARD TERMS AND CONDITIONS City of Tacoma Standard Terms and Conditions apply. 12. ADDENDUMS In the event it becomes necessary to revise any part of this Solicitation, an addendum will be issued through the event in Ariba. CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: FD22-0331F Template Revised 10/3/2019 Page 1 of 4 The Contractor (Contractor) shall maintain at least the minimum insurance set forth below. By requiring such minimum insurance, the City of Tacoma shall not be deemed or construed to have assessed the risk that may be applicable to Contractor under this Contract. Contractor shall assess its own risks and, if it deems appropriate and/or prudent, maintain greater limits and/or broader coverage. 1. GENERAL REQUIREMENTS The following General Requirements apply to Contractor and to Subcontractor(s) of every tier performing services and/or activities pursuant to the terms of this Contract. Contractor acknowledges and agrees to the following insurance requirements applicable to Contractor and Contractor’s Subcontractor(s): 1.1. City of Tacoma reserves the right to approve or reject the insurance provided based upon the insurer, terms and coverage, the Certificate of Insurance, and/or endorsements. 1.2. Contractor shall not begin work under the Contract until the required insurance has been obtained and approved by City of Tacoma. 1.3. Contractor shall keep this insurance in force during the entire term of the Contract and for Thirty (30) calendar days after completion of all work required by the Contract, unless otherwise provided herein. 1.4. Insurance policies required under this Contract that name “City of Tacoma” as Additional Insured shall: 1.4.1. Be considered primary and non-contributory for all claims. 1.4.2. Contain a “Separation of Insured provision and a “Waiver of Subrogation” clause in favor of City of Tacoma. 1.5. Section 1.4 above does not apply to contracts for purchasing supplies only. 1.6. Verification of coverage shall include: 1.6.1. An ACORD certificate or equivalent. 1.6.2. Copies of all endorsements naming the City of Tacoma as additional insured and showing the policy number. 1.6.3. A notation of coverage enhancements on the Certificate of Insurance shall not satisfy these requirements – actual endorsements must be submitted. 1.7. Liability insurance policies, with the exception of Professional Liability and Workers’ Compensation, shall name the City of Tacoma and its officers, elected officials, employees, agents, and authorized volunteers as additional insured. 1.7.1. No specific person or department should be identified as the additional insured. 1.7.2. All references on certificates of insurance and endorsements shall be listed as “City of Tacoma”. 1.7.3. The City of Tacoma shall be additional insured for both ongoing and completed operations using Insurance Services Office (ISO) form CG 20 10 04 13 and CG 20 CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: FD22-0331F Template Revised 10/3/2019 Page 2 of 4 37 04 13 or the equivalent for the full available limits of liability maintained by the Contractor irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract and irrespective of whether the Certificate of Insurance describes limits lower than those maintained by the Contractor. 1.8. Contractor shall provide a Certificate of Insurance for each policy of insurance meeting the requirements set forth herein when Contractor provides the signed Contract for the work to City of Tacoma. Contractor shall provide copies of any applicable Additional Insured, Waiver of Subrogation, and Primary and Non-contributory endorsements. Contract or Permit number and the City Department must be shown on the Certificate of Insurance. 1.9. Insurance limits shown below may be written with an excess policy that follows the form of an underlying primary liability policy or an excess policy providing the required limit. 1.10. Liability insurance policies shall be written on an “occurrence” form, except for Professional Liability/Errors and Omissions, Pollution Liability, and Cyber/Privacy and Security 1.11. If coverage is approved and purchased on a “Claims-Made” basis, Contractor warrants continuation of coverage, either through policy renewals or by the purchase of an extended reporting period endorsement as set forth below. 1.12. The insurance must be written by companies licensed or authorized in the State of Washington pursuant to RCW 48 with an (A-) VII or higher in the A.M. Best's Key Rating Guide www.ambest.com. 1.13. Contractor shall provide City of Tacoma notice of any cancellation or non-renewal of this required insurance within Thirty (30) calendar days. 1.14. Contractor shall not allow any insurance to be cancelled or lapse during any term of this Contract, otherwise it shall constitute a material breach of the Contract, upon which City of Tacoma may, after giving Five (5) business day notice to Contractor to correct the breach, immediately terminate the Contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith; with any sums so expended to be repaid to City of Tacoma by Contractor upon demand, or at the sole discretion of City of Tacoma, offset against funds due Contractor from City of Tacoma. 1.15. Contractor shall be responsible for the payment of all premiums, deductibles and self-insured retentions, and shall indemnify and hold the City of Tacoma harmless to the extent such a deductible or self-insured retained limit may apply to the City of Tacoma as an additional insured. Any deductible or self-insured retained limits in excess of Twenty Five Thousand Dollars ($25,000) must be disclosed and approved by City of Tacoma Risk Manager and shown on the Certificate of Insurance. 1.16. City of Tacoma reserves the right to review insurance requirements during any term of the Contract and to require that Contractor make reasonable adjustments when the scope of services has changed. CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: FD22-0331F Template Revised 10/3/2019 Page 3 of 4 1.17. All costs for insurance shall be incidental to and included in the unit or lump sum prices of the Contract and no additional payment will be made by City of Tacoma to Contractor. 1.18. Insurance coverages specified in this Contract are not intended and will not be interpreted to limit the responsibility or liability of Contractor or Subcontractor(s). 1.19. Failure by City of Tacoma to identify a deficiency in the insurance documentation provided by Contractor or failure of City of Tacoma to demand verification of coverage or compliance by Contractor with these insurance requirements shall not be construed as a waiver of Contractor’s obligation to maintain such insurance. 1.20. If Contractor is a State of Washington or local government and is self-insured for any of the above insurance requirements, a certification of self-insurance shall be attached hereto and be incorporated by reference and shall constitute compliance with this Section. 2. CONTRACTOR As used herein, "Contractor" shall be the Supplier(s) entering a Contract with City of Tacoma, whether designated as a Supplier, Contractor, Vendor, Proposer, Bidder, Respondent, Seller, Merchant, Service Provider, or otherwise. 3. SUBCONTRACTORS It is Contractor's responsibility to ensure that each subcontractor obtain and maintain adequate liability insurance coverage. Contractor shall provide evidence of such insurance upon City of Tacoma’s request. 4. REQUIRED INSURANCE AND LIMITS The insurance policies shall provide the minimum coverages and limits set forth below. Providing coverage in these stated minimum limits shall not be construed to relieve Contractor from liability in excess of such limits. 4.1 Commercial General Liability Insurance Contractor shall maintain Commercial General Liability Insurance policy with limits not less than One Million Dollars ($1,000,000) each occurrence and Two Million Dollars ($2,000,000) annual aggregate. The Commercial General Liability Insurance policy shall be written on an Insurance Services Office form CG 00 01 04 13 or its equivalent. Products and Completed Operations shall be maintained for a period of three years following Substantial Completion of the Work related to performing construction services. This policy shall include product liability especially when a Contract solely is for purchasing supplies. The Commercial General Liability policy shall be endorsed to include: 4.2 A per project aggregate policy limit, using ISO form CG 25 03 05 09 or an equivalent endorsement. 4.2.1 4.3 Commercial (Business) Automobile Liability Insurance Contractor shall maintain Commercial Automobile Liability policy with limits not less than One Million Dollars ($1,000,000) each accident for bodily injury and property damage and bodily injury CITY OF TACOMA INSURANCE REQUIREMENTS FOR CONTRACTS Insurance Requirements Spec/Contract Number: FD22-0331F Template Revised 10/3/2019 Page 4 of 4 and property damage coverage for owned (if any), non-owned, hired, or leased vehicles. Commercial Automobile Liability Insurance shall be written using ISO form CA 00 01 or equivalent. Contractor must also maintain an MCS 90 endorsement or equivalent and a CA 99 48 endorsement or equivalent if “Pollutants” are to be transported. 4.4 Workers' Compensation 4.4.1 Contractor shall comply with Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington, as well as any other similar coverage required for this work by applicable federal laws of other states. The Contractor must comply with their domicile State Industrial Insurance laws if it is outside the State of Washington. 4.5 Employers’ Liability Insurance Contractor shall maintain Employers’ Liability coverage with limits not less than One Million Dollars ($1,000,000) each employee, One Million Dollars ($1,000,000) each accident, and One Million Dollars ($1,000,000) policy limit. 4.6 Other Insurance Other insurance may be deemed appropriate to cover risks and exposures related to the scope of work or changes to the scope of work required by City of Tacoma. The costs of such necessary and appropriate Insurance coverage shall be borne by Contractor.