Fire Department Uniform Provider

INSTRUCTIONS TO BIDDERS
Fire Department Uniforms
1. RECEIPT AND OPENING OF BIDS
The City of Spring Hill invites and will receive Bids on the forms attached hereto, all information on which
must be appropriately completed. Bids will be received at City Hall until May 6th, 2026 at 2 pm, and
publicly opened and read aloud on the aforesaid date. The envelopes containing the Bids must be sealed and
addressed to Kyle Therriault, Purchasing Agent, 199 Town Center Parkway (for hand delivery or courier
service), P.O. Box 789 (for regular mail service), Spring Hill, TN 37174, and marked "Fire Department
Uniforms".
2. PREPARATION OF THE BID
All Bids shall be made on the Bid Form attached hereto and shall give all required pricing and information
and must be signed by the Bidder.
If a unit price or a lump sum already entered by the Bidder on the Bid Form is to be altered, it shall be
crossed out with ink and the new unit price or lump sum bid entered above or below it, and initialed by the
Bidder in ink.
Each Bid must be submitted in a sealed envelope bearing on the outside the name of the Bidder, its address,
and marked "Fire Department Uniforms". If forwarded by mail, the sealed envelope containing the Bid
must be enclosed in another envelope addressed as specified in the Invitation to Bid. The City may consider
as irregular any Bid not prepared and submitted by the provisions hereof and may waive any informalities or
reject any Bids.
Any Bid may be withdrawn before the above-scheduled time for the opening of Bids or authorized
postponement thereof.
Any Bid received after the time and date specified above shall not be considered.
3. AWARD OF THE BID
The Bid shall be deemed as having been awarded when formal notice of award shall have been mailed by
the City to the Bidder.
The Bidder to whom the award is made will be required to execute 3 copies of the Contract on the form
attached. In case of the Bidder's refusal or failure to do so within ten (10) days after its receipt of formal
notice of award, Bidder will be considered to have abandoned all rights and interests in the award and the
award may then be made to the next best-qualified Bidder or the work readvertised for Bids as the City may
elect.
The City may evaluate bids based on, but not limited to, pricing, product availability, service capability,
online ordering functionality, and past performance.
The City may evaluate pricing based on a representative sample of commonly purchased items or total
estimated cost.
The resulting contract shall be for an initial term of one (1) year with up to two (2) one-year renewal options
upon mutual agreement and approval. Additionally, this contract is an as-needed contract and does not

guarantee any minimum purchase. Total expenditures shall not exceed budgeted appropriations without
proper authorization.
Price adjustments, if any, shall be requested in writing and supported by documentation. Increases shall not
exceed 5% annually and require City approval.
The City intends to award to a primary vendor; however, reserves the right to purchase from other sources if
necessary.
4. CONDITIONS
Each Bidder shall fully acquaint itself with conditions relating to the scope and restrictions attending the
execution of the Bid. Bidders shall thoroughly examine and be familiar with the Specifications.
The failure or omission of any Bidder to receive or examine any form, instrument, addendum, or other
document shall in no way relieve it of any obligations with respect to his Bid or to the Contract. The City
shall make all such documents available to the Bidder.
5. ADDENDA AND EXPLANATIONS
Explanations desired by a prospective Bidder shall be requested of the City in writing, and if explanations
are necessary, a reply shall be made in the form of an Addendum, a copy of which will be posted on the
City's website. Every request for such an explanation shall be in writing (email) addressed to Kyle
Therriault, Purchasing Agent at ktherriault@springhilltn.org. Any verbal statements regarding same by
any person prior to the award shall be unauthoritative and not binding.
Addenda issued to Bidders prior to date of receipt of Bids shall become a part of the Bid Documents.
No inquiry received within seven (7) days of the date fixed for the submission and opening of Bids will be
given consideration.
All such interpretations and any supplemental instructions will be in the form of written Addenda, which,
if issued, shall be emailed to all prospective Bidders, not later than five (5) days prior to the date fixed for
the opening of Bids.
6. NAME, ADDRESS, AND LEGAL STATUS OF THE BIDDER
The Bid must be properly signed in ink and the address of the Bidder given. The legal status of the Bidder
whether corporation, partnership, or individual, shall also be stated in the Bid.
A corporation shall execute the Bid by its duly authorized officers in accordance with its corporate by-laws
and shall also list the state in which it is incorporated. A partnership Bidder shall give full names of all
partners. Partnership and individual Bidders will be required to state in the Bid the names of all persons
interested therein.
The place of residence of each Bidder, or the office address in the case of a firm or company, with county
and state and telephone number, must be given after his signature.
If the Bidder is a joint venture consisting of a combination of any or all the above entities, each joint
venturer shall execute the Bid.

Anyone signing a Bid as an agent of another, or others must submit with his Bid, legal evidence of his
authority to do so.
7. COMPETENCY OF BIDDER
The opening and reading of the Bid shall not be construed as an acceptance of the Bidder as a qualified,
responsible Bidder. The City reserves the right to determine the competence and responsibility of a Bidder
from its knowledge of the Bidder's qualifications or from other sources.
The City shall require submission with the Bid of the following supporting data regarding the qualifications
of the Bidder to determine whether it is a qualified, responsible Bidder. The Bidder will be required to
furnish the following information:
(a) Evidence that the Bidder is in good standing under the laws of the State of Tennessee, and, in the case of
corporations organized under the laws of any other State, evidence that the Bidder is licensed to do business
(copy of City and county business license) and in good standing under the laws of the State of Tennessee.
If the City requires additional certified supporting data regarding the qualifications of the Bidder in order to
determine whether he is a qualified responsible bidder, the Bidder may be required to furnish any or all of
the following information sworn to under oath:
(a) Evidence that the Bidder can commence performance as required in the Bid Documents.
(b) Such additional information that will satisfy the City that the Bidder is adequately prepared to fulfill the
Contract.
The Bidder may satisfy any or all the experience and qualification requirements by submitting the
experience and qualifications of its parent organization and subsidiaries or affiliates of the parent.
8. DISQUALIFICATION OF BIDDERS
Although not intended to be an exhaustive list of causes for disqualification, any one or more of the
following causes, among others, may be considered sufficient for the disqualification of a Bidder and the
rejection if its Bid:
(a) Evidence of collusion among Bidders. (b) Lack of competency as revealed by either financial
statements, experience or equipment statements as submitted or other factors. (c) Default on a previous
municipal bid for failure to perform.
The City reserves the right to accept any Bid or to reject any or all Bids, and to waive defects or
irregularities in any Bid. Any alteration, erasure or interlineations of the Contract Documents and of the
Bid shall render the accompanying Bid irregular and subject to (but not requiring) rejection by the City.
9. TITLE VI POLICY AND DISCLOSURES
The City of Spring Hill will not discriminate in the purchase of all goods and services based on race, color,
religion, sex, national origin, age, disability or any other lawfully protected classification.
Verbal quotations or quotations received after the closing date will not be accepted. The City of Spring
Hill reserves the right to reject all bids, to waive technicalities or informalities and to accept any bid deemed

in the best interest of the City of Spring Hill.
All documents submitted to the City of Spring Hill that are associated with this project are subject to the
Tennessee Public Records Act. Access to the record is governed by the Tennessee Public Records Act and
the policies of the City of Spring Hill and the Office of Open Records Counsel.
The City of Spring Hill reserves the right to reject any and all bids, to waive technicalities or informalities
and to accept any bid deemed in the best interest of the City of Spring Hill.
In accordance with Tennessee Code Annotated, Title 12, Chapter 4, Part 1, the selected vendor cannot be
currently engaging in, and will not for the duration of the contract, engage in a boycott of Israel.

Fire Department Uniforms
SPECIFICATIONS
1.00 GENERAL
The minimum requirements and the specification for the purchase, as well as certain requests for information to
be provided by Vendor as part of its bid, are set forth below. The online system must allow department-level
approval workflows, order tracking, and reporting of purchases by employee and department. All pricing shall
be firm and inclusive of all costs unless otherwise clearly identified in the Bid. If Vendor takes exception
to any terms or conditions set forth in this RFP, Vendor will submit a list of the exceptions.
The City reserves the right to request product samples prior to award.
All brand names are used for descriptive purposes only. Equivalent products meeting or exceeding
specifications will be considered.
Vendor shall provide standard delivery timelines in their Bid. Consistent failure to meet stated timelines
may be considered a breach of contract.
2.00 MINIMUM REQUIREMENTS FOR FIRE DEPARTMENT UNIFORMS
(Please add cost on the lines below)
Shirts Price Per Unit
Flying Cross Brand Polyester Cotton Long & Short Sleeve button-up Shirts
(Light Blue & White)
Flying Cross Women's Polyester Cotton Long & Short Sleeve Shirts (Light
Blue & White)
5.11 Tactical Taclite Pro Short Sleeve and Long Sleeve button-up Shirts
(White)
5.11 Tactical Men's Patrol Duty Uniform (PDU) Short and Long sleeve Class
A Twill Shirt (White)
Cornerstone select long sleeve snag-proof tactical polo
Cornerstone Men's Tactical short sleeve polo
5.11 Tactical professional short sleeve polo
5.11 Tactical professional Long sleeve polo
5.11 Tactical Women's professional short sleeve polo
5.11 Tactical Women's professional long sleeve polo
5.11 Tactical Men's Utility PT shirt
Outerwear Price Per Unit
5.11 Water-repellent Job Shirt
5.11 Tactical Water Repellent Job Shirt
Game Workwear The Bravest Jacket
5.11 Tactical Valiant Softshell Jacket
First Tactical Men's Tactix Hi Vis Parka
Men's Softshell Jacket
5.11 Men's Responder Hi-Vis Parka 2.0
5.11 Tactical Fleece Jacket

Condor Summit Soft-shell Jacket with Hood
Condor Summit Zero Lightweight Soft-shell Jacket
Carhartt Rain Defender Loose Fit Heavyweight Sweatshirt
Tri-Mountain Prospect Hooded Sweatshirt W/Zipper
Carhartt Rain Defender Loose Fit Heavyweight Quarter-Zip Hoodie
Pants (All Colors are Navy Blue/LAPD Blue or Dark Navy) Price Per Unit
Jerzees Super Sweats Sweatpant with pockets
Vertx Phantom LT 2.0 Tactical Pants
5.11 Tactical Fast-Tac Cargo Pant
Flying Cross Men's Command 100% Polyester Serge Class A Trousers
Flying Cross Women's Command 100% Polyester Serge Class A Trousers
Soffe Performance Shorts
5.11 Tactical Pants
5.11 Tactical Company Pant 2.0
5.11 Tactical Women's Company Pant 2.0
5.11 Tactical Women's Company Cargo Pant 2.0
Under Armour Men's Tactical Academy 5" Shorts
Under Armour Men's Tactical Academy 9" Shorts
Tru-spec 24-7 Men's Ripstop 9" Shorts
5.11 Tactical Taclite PDU Class A Pant
5.11 Tactical Stryke Pants with Flextac
5.11 Tactical Stryke Shorts
Propper Summer Weight Pants
Propper Summer Weight Tactical Shorts
Under Armour Men's Raid Shorts W/10" Inseam
Sport-Tek Posicharge Classic Mesh Short W/7" Inseam
Flying Cross Command Freedom Flex Trousers
Blauer BDU pant with side zip thigh pockets
Headwear (All Colors are Navy Blue/LAPD Blue or Dark Navy) Price Per Unit
5.11 Tactical Bonnie Hat
5.11 Tactical Fleece Watch Cap
Port & Company Fleece Lined Knit Cap
Port & Company Knit Cap
Port Authority R-Tek Stretch Fleece Beanie
Flexfit Ballcap (Sm, L-XL)
Duty Gear & Equipment Price Per Unit
5.11 Tactical Rush LBD Lima Duffle Bag
5.11 Tactical Rush 24 2.0 Backpack
5.11 Tactical Turnout Pocket Organizer II
Edge Eyewear Dragon Fire Tactical
ESS Crossbow & Crossbow Suppressor Frames with Clear and Smoke Lens
Stream Light Wedge Slim Everyday Carry Flashlight
Stream Light Protac HL-X Dual-Fuel High-Lumen Tactical Light
Ringers Rope Rescue Gloves
Benchmade Hook and Rescue Knife
Leatherman Tools OHT One Hand Multi-Tool

Leatherman Tools Raptor Rescue Shears
Dutyman 1.5" Hook and Loop Tip Belt
Boston Leather Garrison Belt
High Speed Gear Cobra Belt with Integrated D-Ring
Blackhawk CQB/Riggers Belt
Uniform Accessories Price Per Unit
Four Crossed Bugles Insignia-Gold W/Clutch Back (Pair)
Five Crossed Bugles Collar Insignia-Gold W/Clutch Back (Pair)
Three Crossed Bugles Collar Insignia-Gold W/Clutch Back (Pair)
Two Crossed Bugles Collar Insignia-Gold W/Clutch Back (Pair)
Serving Since Bar ______________
Blackington Nametag 2 1/2" x 1/2" One Line ____________
Lawpro Breakaway Tie (Dark Navy/LAPD Navy/Navy Blue)
Clip on Tie (Regular and Long) (Dark Navy/LAPD Navy/Navy Blue)
Footwear Price Per Unit
Merrell Agility Peak Tactical Training Shoe
Salomon Quest 4D GTX Forces 2 Waterproof Tactical Boot
Lowa Innox Pro GTX Mid TF Tactical Boots
Under Armour Micro G Valsetz 8" Side-Zip Boots
Under Armour Men's Charged Assert 9 Running Shoes
Reebok Nano Tactical 6" Side Zip Duty Boots
Merrell Tactical Chameleon 8 Stretch Tactical Shoe
Under Armour MG Strikefast Athletic Shoes
Salomon Speed Assault 2 Tactical Shoes
Haix Airpower XR1 Pro Boots
Galls 6" Waterproof Side Zip Composite Toe Boots
Merrell Men's Moab 3 8" Tactical Side-zip Waterproof Boots
Merrell Men's Nova 3 Tactical Shoes
Thorogood Softstreets 10" Wellington Boot
Thorogood Men's 8" Side Zip Jump Boot
Thorogood Gen-Flex2 8" Waterproof Duty Boot
Danner Acadia 8" Waterproof Duty Boot
Rocky Pro Cell Leather Chukka Boot
Thorogood 6" Deuce Side Zip Waterproof Boot
Redback Bobcat UBBK Elastic-sided soft-toe work boot
Embroidery/Screen Printing-Hear Press Transfer/Direct to Fabric Price Per Unit
Cost of embroidery per shirt, jacket, sweatshirt, outerwear etc. (First Initial
and Last Name) Custom Dept. Badge on L Chest w/Rank)
Cost of Screen Printing per shirt, jacket, sweatshirt, outerwear etc. (First
Initial and Last name) Custom Dept. Badge on L Chest w/Rank)
Cost of embroidery per hat and knit cap (Dept. Emblem)
Cost to affix Department Patch to Left Arm and American Flag to the Right
Arm

Respectfully submitted,
Bidder:
Address:
Phone:
Email:
By:
(Authorized Signature for Bidder)
Name:
Title:
Date: