acknowledgfmfnt · r4: refertoexhibit1-q,page8,sectiond. q5: can you please provide the actual...

fi4etraThe way to really fly.

To: ALL BIDDERS

From: Lori Lee, Sr. BuyerProcurement

Subject: ADDENDUM No. 3Metra Invitation for Bid No. 100

Police Uniforms and Duty Equipment

This Addendum No. 3 is being issued to clarify, correct, amend, add and/or delete certainwords, phrases, sentences or paragraphs in Metra Invitation for Bid No. 100.

1 . Refer to the attached pages of Questions ("Q") received and Metra Responses("R").

2. The Exhibits Index has been replaced with the revised Exhibits Index datedSeptember 29, 2017

3. Exhibit 1-0, Price List has been replaced with the revised Exhibit 1-0, PriceList dated September 29, 2017.

4. Replace page 25 of Exhibit 1-P, Uniform Specifications with the revised Exhibit1-P, page 25 dated September 29, 2017

s. Exhibit 1-Q, POLICE UNIFORM SCOPE, pages 1 through 12 has been addedto this solicitation.

6. The Bid Opening Date of October 6, 2017 has been changed to October 17,2017 at the time and place previously advertised.

7. The question submittal period has been reopened. All questions are due onOctober 6, 2017 by 10:00 A.m. (L.P.T.)

Sincerely,

*kDepartment Head, Procurement

547 W Jackson Boulevard Chicago, IL 60661 372.322.6900 TTY: 1 312.322.6774

September 29, 2017

Metra is the registered service mark for the Northeast lllinois Regional Commuter Raikoad Corporation.

ACKNOWLEDGFMFNT

Please acknowledge receipt of this Addendum No. 3 with your bid submittal by signingand returning with your bid package. Failure to acknowledge this addendum may resultin your bid being determined non-responsive.

Vendor Signature Date

IFB: 100

POLICE UNIFORMS AND DUTY EQUIPMENT

Listed below are the Questions ("Q") Metra has received and Responses ("R") of ouragency:

Q1: WouldWBEbeacceptableforDBEparticipation.

R1: No. Metra administers a Disadvantaged Business Enterprise (DBE) program inaccordance with federal regulatory provisions of 49 CFR Part 26, therefore WBEparticipations will not be acceptable as DBE participation.

Q2: Vendor has contacted a potential DBE that is on the registry, but when meetingwith them they informed the Vendor that their DBE paperwork is not up to date.Does that disqualify them as a DBE the Vendor can use?

R2: DBE credit will be given for proposed DBE participation only if the DBE firm iscertified by the lllinois Unified Certification Program (IL UCP), at the time ofbid/proposal submittal and the DBE firm area of specialty is related to the scope ofwork of the IFB/RFP.

Q3: Are samples of any products required with the bidder's packet?

R3: RefertoExhibit1-Q,Page1,ItemH.

Q4: What are the delivery requirements in days from time of order?

R4: RefertoExhibit1-Q,Page8,SectionD.

Q5: Can you please provide the actual number of employees who are participating inthis program currently and separate between patrol officers and supervisors?

R5: Approximately 110 0fficer (including Sergeants and Lieutenants) and 15Supervisors. These numbers are subject to change.

Q6: Will all items be shipped to one Metra location?

R6: Items will be shipped to the Service Center or Metra's 547 W. Jackson Blvd.,Chicago, IL 60661 location.

Q7: What organization wrote the website specifications?

R7: Metra.

Q8: Are any samples required with the submission of the IFB?

Re: Refer to Metra's Response to Question 3.

Q8: Are the NAICS codes for the Uniform contracts the same?

313110, 313210, 313220, 314999, 315190, s'rsz'io, 315220, 315240,

315280, 423850, 424310 and 451130.

R9: Yes.

The Question submittal period for this Invitation for Bid No. 100 is open until10:00 a.m. (L.P.T.) on October 6, 2017.

Attachment Revised Exhibitslndex - 1 pageRevised Exhibit 1-0, Pricelist - 8 pagesRevised Exhibit 1-P, Uniform Specifications, page 25Exhibit 1-Q Police Uniform Scope - 1-12 pages

ADDENDUM No. 3 DATED SEPTEMBER 29, 2017 EXHIB?TS INDEX

The following EXH?BITS are attached hereto and made a part hereof and shall become a partof any award resulting from the Invitation for Bid.

BiD SUBMITTAL CHECKLIST

EXHIBIT 1-A SPECIAL lNSTRUCTiONS/CONDITIONS

EXHIBIT 1-B INFORMATION TO BIDDERS

EXHIB?T i-C PURCHASE ORDER/CONTRACT INSTRUCTION

EXH?BIT i-D TERMS AND CONDITIONS

EXHlBlTl-E FTA/IDOTADDENDI?M

EXH?BIT?-F TITLEVIASSURANCE

EXHIBIT 1-G CORRUPT PRACTICES ACT AFFIDAV?T/NON-COLLUSIONAFF?DAVIT

EXHIB?T 1-H CONTRACTOR'S CERTIFICATION/PRICE CERT?FICAT?ON

EXH?BIT "l-I CERTIFICATION ON DEBARMENT AND SUSPFNSION FORPRIMARY CONTRACTOR/ VENDOR AND CERT?FICAT?ONON DEBARMENT AND SUSPENSION FORSUBCONTRACTORS/VENDORS FOR SUBCONTRACTSOVER $25,000.00

EXHIB?T 1-J METRA'S CERTIFICATION OF RESTRICTIONS ONLOBBYING

FXHIB}T"l-K BUYAMER?CACERTIFICATE(This requirement applies only to procurements that are FTAFunded and where the award total exceeds $100,000.00)

EXHIB?T 1-L DISADVANTAGED BuSlNFSS ENTERPRISE (DBE)

EXHIBIT1-M CONTRACTSIGNATUREPAGE

EXHIBIT 1-N CONTRACT ESCALATION PAGE

EXHIBIT 1-O PRICE LIST

EXHIBIT "1-P SPEC?FICATIONS

FXH?BIT 1-Q POLICE UNIFORMS SCOPE

PAGE: NUMBERS1-2

1-4

1

1-3

1-'10

'1.

1

1

1-2

"I

1

1-13

1

1

1-8

1-25

1-12

fifigtram?

ADDENDUM No. 3 DATED SEPTEMBER 29, 2017EXHIBIT 1-O PRICELIST

SOLICITATION BUYER INFO DELIVERY ADDRESS

Soliciation No.

DesciiptionDue date time

Solici:ation typeDBE qoalSmall business incentive

POLICE UNIFORMS

10/17/2017 2:00 PM

lOo/o

No

Buyer name

Phone number

Email

Lori Lee

312-322-6656

[email protected]

NOTES

Addendum No. 3 - Line Item No. 87 - Outer Ballistic Vest Carrier

Line no.

1DescriptionGROUP 1 MALE UNIFORM -

Navy Trousers - Poly Wool(male)

QtY.25.00

U.0.M.

ea

Unit price Extension

2 GROUP 1 MALE UNIFORM -

Navy Cargo - Poly Wool(male)

25.00 ea


Navy L/S Shirt w/patches-Poly Wool (male)

25.00 ea


Navy S/S Shirt w/patches-Poly Wool (male)

25.00 ea

s GROUP 1 MALE UNIFORM -

White L/S Shirt w/patchesPoly Wool (male)

25.00 ea

P:.no 1 rif 5A

Lin; no.

0DescriptionGROUP 1 MALE UNIFORM -

White S/S Shiit w/patchesPoly Wool (male)

QtY-25.00

U.0.M.

ea


7 GROUP 1 MALE uNJFORM - 25.008? EMS Black Leather Boot

ea

g GROUP 2 FEMALE UNIFORM 25.00

-Navy Trousers - Poly Wool(female)

ea

10 GROUP 2 FEMALE UNIFORM 25.00-Navy Cargo - Poly Wool(female)

ea

11 GROUP 2 FEMALE UNIFORM 25.00

-Navy L/S Shirt w/patches-Poly Wool (female)

ea

12 GROUP 2 FEMALE UNIFORM 25.00

-Navy S/S Shirt w/patches-Poly Wool (female)

ea

13 GROUP 2 FEMALE UNIFORM 25.00-White L/S Shirt w/patchesPoly Wool (female)

ea

14 GROUP 2 FEMALE UNIFORM 25.00-White S/S Shirt w/patchesPoly Wool (female)

ea

15 GROUP 2 FEMALE UNIFORM 25.00- 8" EMS Black Leather Boot

ea

17

18

ig

GROUP 3 UNISEX DRESS 25.00

UNIFORM - Men and

Women's Dress Blouse-PolyWool


UNIFORM - Men and

Women's Dress Pants-PolyWool


UNIFORM - Dress Pants Belt

ea

ea

ea

Page 2 of 8

Lini no.

2C

21

22

23

24

26

27

28

29

30

31

33

Description QtY-GROUP 3 UNISEX DRESS 25.00

UNIFORM - High GlossOxford Shoe

GROUP 3 UNISEX ITEMS -5 n 25.001 Jacket

GROUP3UNISEXnEMS- 25.00

Mock Turtle Neck (Navy orBlack)

GROUP3UNISEXITEMS- 25.00

L/S Hybrid Shirt - Poly Wool

GROUP3UNISEXrTEMS- 25.00

S/S Hybrid Shirt - Poly Wool

GROUP 4 Kg - 65/35 Poly 25.00Cotton Rip Tear 5.11 Trousers

GROUP 4 Kg - 5.11 US Shiit 25.00w/embroidery and patches

GROUP 4 Kg - 5.11 S/S Shirt 25.00w/embroidery and patches

GROUP 4 Kg - 5.11 Mec 25.00

Desert Boots

GROUP 4 Kg - Baseball Cap 25.00w/embroidered star

GROUP 4 Kg - Clip OnLeather Badge Holderw/Chain

GROUP s MISCELLANEOUS - 25.00

L/S Polyester Polo Shirt

25.00

U.0.M.

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea


Page 3 of 8

Line n*.

34

35

36

37

38

39

40

41

42

43

44

45

Description Qty-GROUP s MISCELLANEOUS - 25.00

S/S Polyester Polo Short


Raincoat-Long Reversible HiVis


Universal Reversible CapCover Hi Vis


Fur Trooper Cap/Navy


Navy s-Star Cap w/Band(Summer and Winter)

GROUP s MISCELLANEOUS - 25.00Command Staff Dress Hat


Polyester 4 n Hand Tie


Clip on Tie - Polyester


Molded Nylon Duty Belt


Molded Nylon Trouser Belt

GROUP s MISCELLANEOUS - 25.00Molded Handcuff Case


Molded Nylon DoubleStaggered Mag Pouch

U.0.M.

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea


Page 4 of 8

Line n*.

46

Description Qty-GROUP s MISCELLANEOUS - 25.00Molded Universal Radion

Holder w/Swivel

U.0.M.

ea


47 GROUP s MISCELLANEOUS - 25.00

Level m Retention ALS Mid

Rid Duty Holster

ea

48 GROUP?5 MISCELLANEOUS - 25.00

ASP 16" Expandable Batonea


ASP Rotating SidebreakScabbard for iei'a Batons

ea

so GROUP s MISCELLANEOUS - 25.00

Nylon Belt Keepers (4 Pack)ea


Body Armor Point Blank LevelII w/Concealable Carrier

ea


Open Shoulder TAC Carr:erwfWelt Pockets

ea


Nameplate - Silver or GoldPolished Finish

ea


Serving Since Pin - Silver orGold Polished Fin.

ea


Tie Bar w/State of Illinois Sealea


Police Hat Badge (GoldPlated)

ea


Police Hat Badge (Rhodium)ea

Page s of 8

Line no.

58

Description QtY.GROUP s MISCELLANEOUS - 25.00

Waterbury Small?P" Buttons

U.0.M.

ea



Blackington s Point Starea

60

61

62

63

64

65

66

67

68


Large Gold 4-Star Bar forChief


Small Gold 4-Star Bar for

Chief


Large Gold 2-Star Bar forDeputy Chief


Small Gold 2-Star Bar for

Deputy Chief


Large Nickel Oak Leaves forOp. Comm


Small Nickel Oak Leaves for

Op. Comm.


Large Gold Oak Leaves forComm.


Small Gold Oak L.eaves for

Comm.


Large Gold Capt. Bars

ea

ea

ea

ea

ea

ea

ea

ea

ea


Small Gold Capt. Barsea

Page 6 of 8

Line no.

70

71

72

73

74

75

76

77

78

79

80

82

Description Qty-GROUP s MISCELLANEOUS - 25.00

Large Gold Lieut. Bars


Small Gold Lieut. Bars


Silver Star


Gold Star


Large Gold/Black Sgt..Chevrons


Small Gold/Black Sgt.Chevrons


Rechargeable Flashlight


Soft Shell Gloves


Nickel Finished Handcuff


OC Spray Sabre Red


OC Spray Holder

GROUP 6 - Adjust Shirt 25.00

Seams

U.0.M.

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea

ea


Page 7 of 8

Line no.

83

84

85

86

87

Description Qty-GROUP 6 -Adjust Sleeve 25.00Length

GROUP 6 -Adjust Shoulders 25.00

GROUP 6 -Adjust Crotch 25.00and/or Addition of Crotch

Pieces

GROUP6-AlterTrousersfor 25.00

Muscular Thighs

Group 6 - Ou{er Ballistic Vest 25.00Carrier

U.0.M.

ea

ea

ea

ea

ea


l

Total price:

Page 8 of 8

ADDENDUM No. 3 DATED SEPTEMBER 29, 2017EXHIBIT 1-P UNIFORM SPECIFICATION 25

Crossfire Spray

Uses time tested SABRE Red formu]a; l0% OC, l.33% capsaicinoid contentFires 10 one-sec bursts

Electronic immobilization device compatible

Product that meets this description is Item 52CFTIO - Sabre Red MK 3

Molded Nylon MK 111 Mace Holder

*

Finest 1 00% ballisti6 nylon covers outer shel?Soft polyester lining protects your gear

High quality, high density EVA foam center

Item No. 87 0uter Ballistic Vest Carrier

Outer garn'ient aesigned to contain the Kevlar ballistic panels and worn outsiae of the officer's ?miformshirt. The carrier shall be measured and sewn to fit the officer and ballistic panels. The carrier sho?ild beconstructed of heavy auty dark blue fabric, such ]ias rip stop nylon close to the dark blue color of tl'ie MPDuniform. Embroidered on the vest carrier will be the MPD star over the left breast pocket wit employee IDnumbers under the star. Over the right breast pocket will be the officer's first initial and last name in blocklettering. On the rear of the vest carrier a patch across the upper half of the carrier shall have the wordPOLICE iii Iarge block Iettering. Tliis embroidery shall tie in silver for the rank of patrol officer andInspector arid gold for a? l other ranks such as Sergeant, I,ieutenant, Detective, Captain, Commander, DeputyChief and Chief of Police. The carrier will have a mock button aown center to image the buttons of theuniform shirt ?mderneath. The carrier will have two breast pockets and two slash pockets below the breastpockets on the lower half of the front panel.

ADDENDUM No. 3 DATED SEPTEMBER 29, 2017POLICE UNIFORM SCOPE EXH?BIT 1-Q

/. OBJECTIVES

Metra is seeking a vendor who will deliver a uniform program that provides high quality garments thatare readily available in a wide variety of sizes and furnish these garments to our Police personnel, iii alimely manner. This will be a five (5) year contract.

//. SCOPE

A. This Specification is intended to be descriptive, but not restrictive, and is solely for the prirposeof indicating the type and quality of article which will meet the approval of Metra. It will be theresponsibility of the vendor to make certain that all parts and components fit and functiontogether properly.

B. The uniforms shall be manufactured as "ready-made? o'r be constructed from off-the-shelfpatterns allowing for standard alterations.

C. Where brand, manufacturer or product name are iiidicated in this Specification, they are includedfor the purpose of establishing identification and general descriptions of the items. Wlierever-sucli names appear, the item or "approved equal? is considered to follow.

D. Metra will be the final authority for whether an item conforms to these reqriirements andcomplies with the intention of this specification.

E. Each designated employee will be issued one complete uniform for the first year of the contract,which consists of three (3) long sleeve shirts, three (3) short sleeve shirts and two (2) trousers.

F. Once they are provided their initial issue, uniforms will only be replaced once determinedunserviceable by a supervisor.

G. Metra employees have the option to purchase additional items and use their personal funds, i.e.cash and/or credit cards. These items are not covered under the current labor agreement andpayment for said items is the responsibility of the employee. Metra Police Department ExecutiveOfficer should receive a copy, via email, of the items purchased with personnel funds. The PoliceDepartment Executive Officer's name and email address will be provided upon contract award.

H. The material and workmanship in all categories shall be of the highest commercial qriality. Inorder to ensure that all components of this uniform program meet the criteria set forth in thefollowing specifications, all vendors may be required to submit a sample, upon Metra's requestwithin five (5) days of notification. The samples shall be shipped in a sealed container aridinclude the company's name, representative's name, IFB Number and the Buyer's Name.Failure to submit samples within the required time frame may result in your bid being noii-responsive.

If notified, multiple samples may be submitted for consideration with the understanding that allare available at no cost to Metra. If multiple samples are submitted for consideration, theyshould be marked as followed by designation as Alternative 1 and/or Alternative 2. Metra willinspect all riniform samples. Tlie sample uniform remaiiis the property of Metra.

1 Updated 06/06/2017

I. Submit a quality assurance program with the bid that will cover the entire production anddelivery of all uniform components.

J. Metra reserves the right to define "like uniform? and "similar service?. Metra will be the finalarithority in determining if the "like uniform" offered meets the criteria of "similar service? asrequired by Metra.

///. BIDDER REqUlREMENTSThe bidder shall:

A. Be a person or corporation, which has been in the business of selling and/or manufacturinguniforms rinder their present name and ownership for a minimum of three (3) years.

B. Have maiiitained a continuous business for a minimum of three (3) years.

C. Have adequate equipment to do the work properly.

D. Guarantee the sale and manufacturing facilities used by the vendor and their subcontractorswill be available for inspection by Metra personnel, at their discretion, for the duration of thiscontract. The vendor shall demonstrate their ability to produce a quality product in compliantwith this specification on a consistent, timely basis.

E. Either be the manufacturer or the authorized agent of a manufacturer of the uniform itemsdescribed in this specification.

F. Guarantee the uniform manufacturer (a person or company whose business is makinguniforms by hand or machine) shall have manufactured and provided a like uniform that hasbeen worn in similar service. The "like uniform" shall have been produced under the firm'scurrent name and have a prior satisfactory in-service performance record of at least three (3)years. The vendor shall provide the names police department users of that uniform.

G. Supply a product that meets the specification. For purposes of this bid evaluation, ifrequested, a vendor shall furnish a sample that is at least a ?Representative Sample."Representative Samples shall meet the following requirements in order for them to bedeemed acceptable.

l . Representative Sample Requirements

a. The Fabric/Material for each item shall meet requirements listed in thisspecification including fabric content, fabric weight, thread type andthread count.

b. The Design/Style for each item shall meet exact requirements listed inthis specification including requested fit and pattern, seaming, andmaterial measurements, lining, collars, sleeves, pockets and buttonrequirements.

2 Updated 06/06/2017

c. All samples submitted shall include a permanent label listing careinstmctions, size, fiber content and the country the item was made in.

2. Exception: If a sample item is submitted that meets the Fabric/Material andDesign/Style Requirements as well as the label requirements but does notmeet color specifications, the sample may be accepted as long as a fabricswatch with the required color specifications is provided along with thesample item and with the corresponding item description. Failure to providethe requested fabric swatch in the specified color family may result in the bidbeing non-responsive.

3. Metra will be the final arithority in determining as to whether an itemconforms to the specification.

H. To be considered responsive to this bid you shall provide, submit or include the following:(failure to provide, submit or include any of the items listed below may result in your bidbeing non-responsive):

1. Provide at least three (3) similar business references

2. Complete the attached (Pricing list for Metra Police Of'ixcer Uniforms).Failure to bid on all items may result in your bid being non-responsive.

3. The vendor to provide written detail on the following:

a.

b.

c.

d.

The Website

Service Center(s)Quality Assurance ProgramThe ability to meet the warranty requirements as outlined in thespecification.

4. Upon Metra's request of samples the vendor shall:

a. Submit samples in a sealed container and include the company's name,representative's name, IFB Number and Buyer's name within five (5) daysfrom notification by Metra.

b. It is required that each sample provide has the following information attachedto each individual item:

o Item Name (i.e. male flat front slacks)o Fabric Used (i.e. weight, fabric content)o Color (color name/numbers or PMS color)o Care instructions

o Origin of Product Manufacture

3 Updated 06/06/2017

N. CONTRACTREQUIREMENTS

A. Distribution of Uniforms: The distribution of uniform items to Metra employees shall bemade available through an Internet website. The vendor shall be able to have uniformsavailable through at least one Service Center.

1 . Website: The vendor shall provide a website, designed specifically for Metraemployees, to enable Metra employees to purchase uniform items via theInternet. Internet orders shall be shipped directly to the Service Center orMeta Headquarters located at 547 W. Jackson Blvd., Chicago, IL 60661, atthe same price as an in store purchase and with shipping charges included inthe price. These items shall be shipped ?work ready,? clean and unwrinkled.All embroidery shall be properly sewn before shipping. The website shallclearly identify all authorized uniform items for each specific job title and bereadily accessible to Metra employees. Delivery of Miscellaneous Items: Thevendor shall also be prepared to supply specific components of the totaluniform. As an example, but not restricted to, one pair of trousers, a shirt, etc.A representative of the Contractor shall be available during normal businesshours (between the hours of 8 A.M and 4 P.M.) via phone to assist Metraemployees in ordering uniforms from the website.

2. Service Center(s): Metra employees will obtain uniforms from a ServiceCenter. Also, new employees will be sent to the service center during, or uponcompletion, of training and the vendor shall provide a complete set of initialuniforms with embroidery within one visit to the service center.

a. This Service Center shall be operated, managed, controlled or leasedby the vendor. The Service Centers should be centrally located withinthe Metropolitan Chicago area, not to exceed 25 miles from Metra's547 Headquarters (547 W. Jackson Blvd, Chicago, IL), and should beeasily accessible to Metra employees. These facilities shall provideadequate accommodations to provide timely customer service,tailoring, and embroidery for Metra employees. The Service Centersshall be open to Metra employees between the hours of 9:00 a.m. and5:00 p.m., or similar nine hour span, Monday through Friday [exceptfor legal holidays]. The vendor shall have a representative available atall times to resolve complaints and to monitor and control theavailability of uniform items (inventory) at the Service Centers.

b. Personnel: The vendor's Project Manager shall work with Metra staffto determine the needs of Metra uniformed personnel and ensureexcellent customer service where no uniformed employee is forced towait more than fifteen (15) working days from date of order to receiveall uniform items. However, for new hire employees about to go intoservice, the vendor shall provide all necessary items, includingembroidery, and do all required tailoring work in one visit to theService Center. Employees of other customers shall not be givenpriority over Metra employees on these pre-arranged dates. Some ofthe duties of the Project Manager shall be to ensure that proper

4 Updated 06/06/2017

customer service is given to all Metra uniformed employees, providesufficient inventory at all times during the contract term, provideresolution of problems within seven (7) calendar days, ensure thetimeliness and accuracy of all reports, and provide alternatemanagement personnel information, including names, phone numbersand e-mail addresses to ensure continued, uninterrupted support for thecontract.

1. Prices for uniform items shall be all inclusive - Regular tailoring and shipping shallbe included in the price and be part of the total cost. All uniforms ordered from theInternet shall be sent ?ready to wear" to the Service Center or Metra's 547 W.Jackson Headquarters - Attention Police Department. All regular tailoring shall becompleted prior to sending the uniform item to Metra's employee.

2. Record Keeping: The vendor shall maintain up-to-date records on each individual,identifying the current up-to-date balance of funds and specific employee informationshowing past purchases and monies available for future purchases and furnish Metracopies of said records upon twenty-four (24) hour request and upon Contracttermination.

B. Eligible Officers and Accounting ServicesEach designated employee will be issued one complete uniform for the first year of thecontract, which consists of three (3) long sleeve shirts, three (3) short sleeve shirts and two(2) trousers. Once they are provided their initial issue, uniforms will only be replaced oncedetermined unserviceable by a supervisor.

At the begimiing of the contract and periodically throughout the term of the coritract, MetraPolice Department Executive Officer will provide a listing of all eligible employees to thevendor. This data shall be used to implement the vendor's software solutions with thenecessary information.

The following describes specific accounting requirements:

1. First year of contract: The vendor will be required to produce a salesorder for every employee measured and forward this information either viafax and/or E-mail within 24 hours.

Sales Order shall include the following information :a.

1. Assigned Sales Order Number

11. Assigned Invoice Number (NOTE: Invoice No. and SalesOrder No. for the corresponding order can be the same aslong as these forms are clearly marked as "Sales Order"and "Invoice".)

111. Date

?V. Date the Employee was Measured

s Updated 06/06/2017

V. Metra Employee's Name

Vl. Metra Employee's ID Number

Vll. Metra Employee's District

Vlll. Sold To: Metra Accounts Payable (Purchase Order No.),547 W. Jackson Blvd., Chicago, IL 60661

?X. Location Items will be shipped to

X. An area to list Metra's assigned Requisition Number

xl. The fifteen (15) day delivery date to be adhered to

xll. Item Description Including Size

xlll. Quantity Ordered

X?V. Unit Price

XV. Extension of Unit Price

XV?. Total

b. Invoicing for payment will not be submitted until individual employeehas received complete uniform. There are to be no partial invoicesand/or partial payments. Invoices will be returned to vendor if order isnot complete or without documentation.

c. The vendor will be required to include a copy of the invoice in theuniform packages that are delivered to employees. The originalinvoices are to be mailed to the following address, on the date theemployee has received their uniform package or when orders areshipped to employee: Metra- Accounts Payable 4'h Floor East - 547W. Jackson Blvd., Chicago, IL 60661. A copy of the invoice will beemailed.

d. The Invoice will include the following information:1. Assigned Invoice Number

11. Sales Order Nurnber (NOTE: Invoice No. and Sales OrderNo. for the corresponding order can be the same as long asthese forms are clearly marked as "Sales Order" and"Invoice ". )

111. Date

6 Updated 06/06/2017

?V. Date the Employee was Measured/ Sales Order Date

V. Date Uniform was shipped/picked up

Vl. Package Tracking information

Vll. Metra Employee ' s Name

Vlll. Metra Employee's ID Number

?X. Metra Employee's District

X. Sold To: Metra Accounts Payable (Purchase Order No.),547 W. Jackson Blvd. / Chicago, IL 60661

xl. Location items were shipped to

xll. An area to list Metra's assigned requisition number

xlll. Items Ordered - Item Description Including Size

X?V. Quantity Ordered

xv. Unit Price

xvi. Extension of Unit Price

xvii. Total

e. Statements will only include the invoices for complete orders.

f. Release numbers shall be present on all invoices, credit memos andstatements.

g. Credit memos shall have an explanation for the credit.

h. If an invoice is generated for an even exchange, no paperwork will beforwarded to Accounts Payable.

i. If a Credit is given to an invoice the credit invoice will be forwarded toAccounts Payable

j. Payments will only be made on original paperwork. If originalpaperwork is missing, payments will be made "against reprints? only ifagreed to by both parties.

k. Specific billing details will be addressed after the contract is awarded.

7 Updated 06/06/2017

C. The Successful Bidder shall provide the following services:

1. Accurately account for and maintain a history of items purchased by each employeeand the amounts spent by each employee.

2. Provide employees with controlled on-line access to their available allotment andpurchase history.

3. Update accounting practices to accommodate any changes to the roles for Metra'suniform policy.

4. The vendor shall provide access to Metra's designated staff for all reporting data.This data shall be updated in real time.

D. Delivery: It is rinderstood and agreed that time of delivery is vital to this contract. Deliveryshall be within the time specified herein. Metra employees shall receive al uniform itemswithin fifteen (15) working days from date of order. For new hire employees about to go intoservice, the vendor shall provide all necessary items, including embroidery and regulartailoring/alterations within one visit to the Service Center. Timely delivery of completeuniforms is a material consideration for Metra' s award of this contract. The vendor shall keeprecords acceptable to Metra showing the date uniforms were ordered, and the date uniformswere delivered.

E. Reporting: In order to ensure that all orders are processed properly and employees arehandled on an individual basis, the vendor will be required to furnish the following reports inMicrosoft Excel to a Metra representative by the first business day of each month.

1. Listing of all orders placed, filled, invoiced, paid and shall include applicable datesand other pertinent data.

2. Listing of all open orders, including date placed and projected completion date.

F. Return Comment/Cards: Included with each order shall be a customer comment cardsoliciting level of satisfaction concerning quality, timeliness, service, etc. These cards will bedeveloped by Metra and the vendor and be given to each employee receiving an order.

G. Issues/Resolutions: On a Bi-Weekly basis, the vendor shall submit a report summarizingcurrent issues and a plan on resolving said issues. These issues should include problems andconcerns with matters pertaining to inventory, vendors and suppliers, customer service,personnel, and the vendor's online ordering system.

H. Metra reserves the right to be briefed on the data processing and records systems which thevendor owns, operates and administers relating to Metra's uniform program.

I. In addition, the vendor shall provide to Metra the following online reports:

1. Outstanding Invoice Summary Report: A report listing order number, employeename, employee ID number, and total employee purchase charged. A separatecolumn shall detail all backorders.

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2. Inventory/Sales Information: This report identifies the sales - by item - within theprevious 12-24 month period. The vendor shall include the minimum inventory levelof each item that is to be provided and maintained to ensure that employees are ableto get any and all of the unifornn items identified in the specification in a timelymanner.

3. -[he following accounting and other infornnation shall also be made available to Metraupon Metra's request. Metra shall have the right to make additions/deletions ofrequired information on reasonable notice to the vendor.

a.

b.

c.

d.

e.

f.

g.h.

1.

J.k.

Order status by AreaOrder status by Employee Name, for each AreaTotal sales

Total cash/credit sales

Inventory by uniform item numberInventory by uniform item nameQuantity purchased (preceding 12 months)Quantity purchased (preceding 13 to 24 months)Quantity purchased (preceding 25 to 36 months)Quantity purchased (preceding 37 to 48 months)Quantity purchased (preceding 49 to 60 months), weekly, monthly, and year-to-date

J. Quality: The vendor shall furnish uniforms of the highest quality material and workmanshipthat meets or exceeds the specifications. Failure to confornn to the specifications may because for rejection of the uniforms. It shall be the responsibility of the vendor to ensure thatall items furnished fit and function properly.

V BIDDER REOUIREMENTSThe bidder shall:

A. Supply all garments, ancillary uniform items, and services specified in this contract. Beauthorized by the manufacturer and all items shall be new. If an item is discontinued by themanufacturer, the vendor shall notify Metra immediately and provide a replacement item(s)at the same cost. The replacement item(s) requires Metra's written approval before beingauthorized for sale.

B. Notify Metra and receive Metra's written approval 90 days prior to changing manufacturersor substituting a discontinued item. The replacement item(s) shall be approved by Metrabefore being authorized for sale. The pricing shall be equal or lesser than the item beingreplaced.

C. If an item is out of stock, the vendor shall have the item available within twenty (20) days ofinitial inventory outage.

D. Metra reserves the right to inspect the vendor's or the manufacturer's facilities, both prior toand subsequent to award of the contract, with or without prior notification.

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E. If at any time during this contract, it is found that the uniform fails to meet thespecification listed herein, the vendor shall, at no additional expense to Metra, take anyand all steps necessary to comply with these specifications up to and including a recall andreplacement of all uniforms and/or uniform items purchased by Metra that do not complywith these specifications.

F. The vendor shall have at least three (3) years' experience managing a uniform program thathas serviced at least 200+ employees.

G. The vendor shall provide an automated, secure, and accurate system verifying authorizeduniform personnel and tracking their purchases and payments for uniform garments.

H. The vendor shall comply with the accounting and other requirements described above andtrack garment outages and customer complaints. The vendor shall also provide informationregarding back-orders, inventory levels, outlines complaints, and summarizes how thesecomplaints are resolved.

I. WARRANTY: The vendor shall replace, without charge to Metra, any item, which failswithin a period of one (1) year of date of delivery, due to faulty material, design and/orworlananship.

J. QUALITY ASSURANCE: The vendor shall submit a quality assurance program with thebid that will cover the entire production of all uniform components. Failure to provide thisrequested quality assurance program may deem the bid non-responsive. This program shallinclude the following:

1. Fabric with defects such as holes, knots/stubs, etc. is not acceptable.

2. Every component should be inspected before and after pressing to assurecompliance with the specification and proper component compatibility.

3. Inspection of all uniform items just prior to delivery to assure the highestpossible quality.

4. Every order should be inspected prior to shipment to ensure that it iscomplete. Only complete orders may be shipped and invoiced. Partial orderswill not be accepted.

s. Invoicing for payment will not be done until the individual employee hasreceived their complete unifornn order. There are to be no partialinvoices/partial payment. If partial invoices are submitted they will NOT beprocessed for payment. (See Section IV-Contract's Requirement, Item D-Uniform Allowance Procedure & Accounting Services. )

K. SERVICE REQUIREMENTS: In order to assure good service throughout the term of thiscontract, the following is required:

Vendor shall establish an acceptable method of forecasting to be used foradequate inventory to ensure availability as required. Metra will receive an

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update on existing inventory on a quarterly basis. The inventory shall be infirst quality condition and meet all criteria.

L. GENERAL REQUIREMENTS: Uniform items will be produced in accordance withspecifications listed in this contract.

M. TAILORING: The uniform will be tailored to fit the ordering employee at the time theuniform is ordered. The vendor shall retain this information and have it available uponrequest.

N. Regular Tailoring/Alterations: The following tailoring should be considered as regularalterations under this contract and shall be provided at no cost to Metra within four (4) hours.The items listed below are not inclusive of the following alterations:

o

o

o

o

o

o

Adjusting trouser hemAdjusting trouser waistEmbroideryPatehes

ZippersButtons

Any alterations required beyond those listed above shall NOT be completedunless approved by designated Metra personnel.

1. Special Tailoring/Alterations: The vendor shall create an alterations form forall special alterations, listing each item as outlined in this section. The vendorshall furnish a price for each of these alterations as separate items on the PriceList (Exhibit l-O)

The following alterations are to be considered special:

o

o

o

o

o

Adjust Shirt SeamsAdjust Sleeve LengthAdjust ShouldersAlter Trousers

Adjust Crotch and/or Addition of Crotch Pieces

Note: No special tailoring/alterations are to be completed unless approved bya Metra personnel. A copy of the Alterations Authorized Form shall beincluded with all requests for payment, signed by the appropriateindividuals. Special Tailoring/Alterations shall be completed within seven (7)calendar days.

0. STYLE: The style of the uniform is to be consistent with those specifications as set forth inthe Invitation for Bid (IFB)

P. FABRIC: Fabrics are as listed in the attached specifications.

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Q. THREAD: All thread should match the fabric and be color fast to light and cleaning.

R. BUTTON SIZING: Buttons shall be sized as appropriate to garment.

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acknowledgfmfnt · r4: refertoexhibit1-q,page8,sectiond. q5: can you please provide the actual...

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