Helmet Reconditioning

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BID No. 200-RECON-09142026-CR BIDDER:
REQUEST FOR PROPOSALS NO.
200-RECON-09142026-CR
Johnston County Public Schools
Purchasing Department
Award Notice will be given at the next scheduled
board meeting in October
Contract Type: Leave Blank
Refer ALL Inquiries to: Commodity: Leave Blank
Purchasing Department
Telephone No: (919) 934-6032 Ext. 8065
E-Mail: purchasing@johnston.k12.nc.us Using Agency Name:
Johnston County Public Schools
(Bids must be submitted via email.)
BACKGROUND
Johnston County Public Schools (JCPS) is seeking proposals for Football Helmet Reconditioning by a NOCSAE approved
vendor for a 3-year service agreement. The district estimates 1,000-1,750 helmets annually reconditioned and
3,000-5,000 over the 3 reconditioning cycles.
NOTICE TO BIDDERS
All bids are required to be sent via email received by Johnston County Public Schools Purchasing Department,
purchasing@johnston.k12.nc.us, subject line must reference: PROPOSAL RFP No. 200-RECON-09142026-CR,
submit bids no later than Monday September 14, 2026 at 12:00PM (local time).
Bids must be submitted via email in response to this Request for Proposals. The subject line must reference RFP No.
200-RECON-09142026-CR and bid must be in PDF Format sent via email. RFP No. 200-RECON-09142026-CR
should be indicated on proposals sent in via email to purchasing@johnston.k12.nc.us
Bidder Questions
All questions concerning this RFP, or any request for additional data or information must be submitted in writing via email
to the purchasing department by emailing purchasing@johnston.k12.nc.us, subject line must reference QUESTIONS RFP
No. 200-RECON-09142026-CR. Responses to these questions will be answered within 24 hours and provided via this
LINK.

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BID No. 200-RECON-09142026-CR BIDDER:
ANTICIPATED TIMETABLE
Event Responsibility Date & Time
Post RFP JCPS September 8, 2026
Submit Written Questions to the Vendor Questions may be submitted up until the bid
Purchasing Department, deadline
purchasing@johnston.k12.nc.us
Provide Responses to Questions at JCPS Questions will be answered within 24 hours of being
this Link received
Submit Bids Vendor 12pm on September 14, 2026
Award Notice JCPS Board Meeting on October 13, 2026
BIDDER'S LIST
Johnston County Public Schools desires to provide opportunities to responsible suppliers to do business with the school
system. This list is used to develop a mailing list for distribution of specifications, invitations to bid, and notice of other
competitive purchasing processes. If you wish to be added to JCPS Bidder's list please fill out the form linked here and
submit it via email to purchasing@johnston.k12.nc.us.

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BID No. 200-RECON-09142026-CR BIDDER:
EXECUTION
In compliance with this Invitation for Bids, and subject to all the conditions herein, the undersigned offers and agrees to
furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified
herein. By executing this bid, I certify that this bid is submitted competitively and without collusion (G.S. 143-54), that
none of our officers, directors, or owners of an unincorporated business entity has been convicted of any violations of
Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2),
and that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a Class I felony.
This submission is an attestation that the entity providing this response is in compliance with state and federal conflicts of
interest laws, including N.C.G.S. 14-234. Specifically, the entity attests that it is not owned by a Johnston County Board of
Education member or the spouse of a JCBOE Board member with more than a 10% ownership interest or other interest in
the entity such that, if selected, the entity would be a party to the contract, derive any income or commission directly from
the contract, or acquire property under the contract.
Failure to execute/sign bid prior to submission shall render bid invalid. Late bids are not acceptable
BIDDER: FEDERAL ID OR SOCIAL SECURITY NO.
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
(800)
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE
HAS YOUR COMPANY BEEN DEBARRED, SUSPENDED EXCLUDED OR INELIGIBLE FROM DOING BUSINESS WITH EITHER THE STATE OR
FEDERAL GOVERNMENT? YES________ NO_________
TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:

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BID No. 200-RECON-09142026-CR BIDDER:
RECONDITIONING QUOTE REQUEST & SPEC'S
Johnston County Public Schools 3-Year service agreement starting with
2026-2027 school year
These prices are agreed upon for the 2026-2027 fiscal year of Johnston County Public Schools
through the 2028-2029 fiscal year encompassing reconditioning and details within this
document post the fall 2026 through fall 2028 football seasons at the middle and high school
level.
Expected helmets needed to be reconditioned will be between 1200-1750 helmets per year
varying in initial manufacture date, brand, and type over three years with a total estimated
number of 3,600-5,250 helmets.
Each reconditioner:
1. Must have "per occurrence based" product liability insurance of at least $10,000,000 and provide the
school/district with a CURRENT copy of their insurance certificate and be able to list the school district
as additionally insured on the certificate. A copy of the per occurrence based liability policy must
be submitted with the bid. Any bids received without the policy attached will not be considered.
2. Must provide proof as a reconditioning company in good standing with NOCSAE and have the ability to
properly recondition and mark helmets per NOCSAE standards
3. Must show proof that $100,000 or more in Riddell and Schutt helmet parts have been ordered for a
period of one year or vendor must provide proof of authorized dealer/servicer status in good standing
with Riddell, Schutt, Vicis, and Xenith, with uninterrupted access to parts.
4. Must have completed reconditioning for at least two school districts with 10 or more schools in the past
year in the United States. Include a list showing at least 2.
5. Provide 2 school district references
Inflation/Escalation Consideration for Years 2 and 3: The vendor may adjust up to a maximum of 2.5% annually
for years 2 and 3. This would be subject to documentation of manufacturer price increases and approval by the
District Athletic Director prior to September of that year's cycle.
Turnaround: Helmets should be scheduled for pick-up within three weeks of the school's last contest. Helmets
should return reconditioned by March 15th. Exception would be any high school that finishes in the 2nd round
or later of the state playoffs and these schools would be due no later than April 1st that year.
HELMETS:
BASE PRICE / FLAT RATE OF $ __________ per helmet. The base price does INCLUDE all of the
following:
- Disassemble and inspect
- Cleaning and sanitizing all helmets and parts
- Removing decals, awards, stripes, tape, adhesive residue and sand blast for proper finishing

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BID No. 200-RECON-09142026-CR BIDDER:
- Removing and reinstalling each face mask with stainless steel hardware, new cage straps and
all new chin strap snaps and stud hardware
- Remove and replace all snap studs and hardware
- If not being painted, Buff, shine and wax the complete shell
- Buff and remove old paint and prime if helmets are to be painted
- Repainting, Wax and buff (Includes standard paint color. Other colors or schemes may be
included at an additional fee - see additional paint section within document).
- Replace chin strap with hard cup manufactured recommendation per model
- Base price must include all interior part replacements necessary for recertification with no
additional line-item charges for interior components
- Replace all worn out and/or damage liners as needed
- Replace jaw pads and other cushioning/shock absorbing substances as needed
- Replace any sizers, air liners, s-pads, z-pads, valves, sweatbands, etc. needed for the interior
of the helmet to become recertified as needed
- The parts that are no longer usable are taken out of the helmet and will be replaced with new
original manufacturer parts
- All helmets to be sized
- All helmets must be returned with a "born on date" or "initial manufacturer's date" label on the
back of the exterior of the shell.
- NOCSAE recertify all helmets, include appropriate stamp/sticker on each helmet signaling
completion
- Warning labels affixed to interior and exterior of shell Exterior size sticker affixed to shell
- All shipping, transportation, and freight occurred during the reconditioning process including
rejected helmets and parts
- Will come to each school and work with on-site staff to package and start the reconditioning
process. This includes your staff complying with state laws and background check
requirements of any individuals entering school campuses in North Carolina.
- The awardee is entirely responsible for the inventorying, packaging, and loading of all
equipment. On-site JCPS staff will only be responsible for providing physical access to the
equipment storage locations.
If non-standard painting is needed and agreed upon prior to reconditioning for that school year by the
school, reconditioning representative and district athletic director, the following are paint options that
can be chosen by the school at the agreed upon additional price below:
- Basic high gloss paint price $________
- High gloss paint with metal flake $ ________
- Michigan Wings or Ram horns painted $ ________
- Fade paint $ _________
- Flat paint $ _________
- Other paints including Anodized $_____________

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BID No. 200-RECON-09142026-CR BIDDER:
New chin straps attached - Chin strap charges:
d. List any premium chin strap options not covered under the base contract rate (Standard Hard Cups are
included in the base price at $0.00)
a. ______________________________ $________
b. ______________________________ $________
c. ______________________________ $________
Face mask charges:
*** When replacing any face masks, NO re-dipped face masks are to be used. Only new manufactured
face masks can be used. If new cage straps are needed, they will be included in the price.
a. Riddell Speed face masks - regular $ __________
b. Riddell Speed face masks - special $ _________
c. Riddell Speed Flex face masks - regular $ __________
d. Riddell Speed Flex face masks - special $ _________
e. Schutt F7 face masks - regular $ _________
f. Schutt F7 face masks - special $ __________
g. Schutt XP face masks $ __________
h. Xenith face masks $ __________
i. Vicis face masks $ ________
j. Light face masks $_______
**** If helmets have Riddell Quick Release hardware or QT Quarter turn hardware already on their
helmets, they are to be included and re-installed at N/C when the face mask is re-attached to each
helmet.
ALL REJECTED HELMETS, FACE MASKS AND INTERIOR PARTS TO BE RETURNED AND PLACED IN A
SEPARATE BOX MARKED ACCORDINGLY to a centralized JCPS athletic location designated by the
District Athletic Director.
FINAL INVOICING TO BE DONE WITHIN 15 DAYS OF WHEN EQUIPMENT HAS BEEN
DELIVERED.

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BID No. 200-RECON-09142026-CR BIDDER:
JCPS School List Attached:
1. Archer Lodge Middle
2. Benson Middle
3. Clayton High
4. Clayton Middle
5. Cleveland High
6. Cleveland Middle
7. Corinth Holders High
8. Four Oaks Middle
9. McGee's Crossroads Middle
10. Meadow
11. North Johnston High
12. North Johnston Middle
13. Princeton Middle-High
14. Riverwood Middle
15. Selma Middle
16. Smithfield Middle
17. Smithfield-Selma High
18. South Johnston High
19. Swift Creek Middle
20. West Johnston High
21. Wilson's Mills High
Services, billing, and processes agreed upon further include:
The Awardee will not undertake to change or modify the design, construction, material, or fitness of
the equipment.
Prices listed in this bid are to include transportation (both ways). Price is also to include insuring said
equipment against loss or damage occurring in transit or while in Awardee(s) possession to the extent
of the actual cash value of the same at the time of the loss or damage.
Company must be certified to recondition all major brands of football helmets. The awardee is
responsible to inform JCPS if losing any credentials or equipment that would not allow them to fulfill
this agreement within 30 days of occurring over the life of this three year term.
All protective football equipment shall be cleaned and sanitized in accordance with the original
manufacturer's policies and procedures. Where the original manufacturer's procedures exceed the
standards of the National Athletic Equipment Reconditioners Association, the original manufacturer's
procedures will take precedence.
All providers agree that all work and parts are fully guaranteed and will not alter the warranty of the
helmet in any way.
Any equipment unsafe for continued use and/or beyond economical repair shall be marked
"Reject-unsafe for use" at the time of inspection.

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BID No. 200-RECON-09142026-CR BIDDER:
All equipment will be returned with packing labels indicating contents.
JCPS will not consider any reconditioner of helmets from any work who does not have, fully
operational in their facility, helmet testing equipment approved by the NOCSAE.
NO SUB-CONTRACTING OF ANY PORTION OF THIS CONTRACT WILL BE ALLOWED.
All NOCSAE approved helmets are to have recertification labels indicating the date and vendor name
affixed to the helmet shell interior. Further, all helmets shall have the "WARNING" label (approved by
the NFSHSA, NCAA, and MANUFACTURERS) affixed to the helmet shell exterior.
All procedures, processes, repairs, and replacement parts shall be with the original manufacturer's
parts and recommended procedures.
All face protectors will be removed, inspected and tested. All face protectors must meet current NFHS
and NOCSAE safety standards, with zero exposed rusted metal or compromised protective coating.
All face protectors will be returned NOCSAE approved:
- No helmet will be reconditioned unless it is also recertified
- All companies shall include in the base price, the NOCSAE surcharge per helmet
- The vendor shall identify any rejected helmets currently covered under a manufacturer's
warranty, separate them, and assist JCPS staff in filing the warranty claim with the
original manufacturer for replacement.
Any other repair or part replacement, which can be reasonably construed as a normal procedure
associated with helmet reconditioning, must also be included in the flat rate. This includes repair or
replacement of worn or defective parts, and replacement of missing parts, including but not limited to
liners and jaw pads.
JOHNSTON COUNTY PUBLIC SCHOOLS WILL NOT BE RESPONSIBLE FOR ADDITIONAL
CHARGES NOT STATED IN QUOTE PROVIDED IN RESPONSE TO THIS REQUEST FOR
PROPOSALS.
Johnston County Public Schools is NOT Sales Tax Exempt please include sales tax in your
bid.

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BID No. 200-RECON-09142026-CR BIDDER:
AWARD CRITERIA: As provided by statute, award will be based on the lowest and best bid most advantages to
Johnston County Public Schools as determined by consideration of:
1. Prices offered.
2. Quality of assessments offered.
3. General reputation and performance capabilities of the bidder.
4. Conformity with specifications herein.
5. Suitability for Intended Use.
Johnston County Public Schools reserves the right to reject any and all proposals and discontinue the RFP process
without obligation or liability to any potential vendor.
Johnston County Public Schools reserves the right to select the proposal(s) which in its sole judgment best meet the
news, services and cost of JCPS.
Johnston County Public Schools reserves the right to accept or reject any one or more items of the proposal and/or waive
any irregularities or informalities in any proposal or in the proposal process.
Johnston County Public Schools reserves the right to award more than one contract to one or more bidders if it is in the
best interest of Johnston County Public Schools.
JCPS will make decisions regarding evaluation of the proposal. JCPS also reserves the right to judge and determine
whether a request is compliant and has satisfactorily met the requirements of the RFP.

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BID No. 200-RECON-09142026-CR BIDDER:
TERMS AND CONDITIONS
6. READ, REVIEW AND COMPLY: It shall be the bidder's responsibility to read this entire document, review all enclosures and
attachments, and comply with all requirements specified herein.
NOTICE TO BIDDERS: All bids are subject to the provisions of special terms and conditions specific to this Request for Proposal,
the specifications. Johnston County Public Schools ("JCPS") objects to and will not evaluate or consider any additional terms and
conditions submitted with a bidder response. This applies to any language appearing in or attached to the document as part of the
bidder's response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.
By execution and delivery of this document, the bidder agrees that any additional terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect.
DEFINITIONS:
BIDDER: Company, firm, corporation, partnership, individual, etc., submitting a response to a Request for Proposal.
TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of
time based on estimated quantities only.
OPEN MARKET CONTRACT: A contract for the purchase of a commodity not covered by a term contract.
EXECUTION: Failure to sign under EXECUTION section will render bid invalid.
ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be (1)
special terms and conditions specific to this bid, (2) specifications, and (3) Instructions to Bidders.
TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, bidder's offer shall be valid for 45
days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and
acceptance.
SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered
that items offered are in strict compliance with these specifications, and bidder will be held responsible therefore. Deviations shall
be explained in detail. The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will
be acceptable.
INFORMATION AND DESCRIPTIVE LITERATURE: Bidder is to furnish all information requested and in the spaces provided in
this document. Further, if required elsewhere in this bid, each bidder must submit with their bid descriptive literature and/or
complete specifications covering the products offered. Reference to literature submitted with a previous bid will not satisfy this
provision. Bids which do not comply with these requirements will be subject to rejection.
RECYCLING AND SOURCE REDUCTION: It is the policy of JCPS to encourage and promote the purchase of products with
recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more
durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.
We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of
commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for
providing packaging that will protect the commodity and contain it for its intended use.
Companies are strongly urged to bring to the attention of JCPS which issued the solicitation document, those products or
packaging they offer which have recycled content and that are recyclable.
CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser
named on the cover sheet of this document. Do not contact the school or department directly. Any and all revisions to this
document shall be made only by written addendum from JCPS Purchasing Department. The bidder is cautioned that the
requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no
effect.
ACCEPTANCE AND REJECTION: JCPS reserves the right to reject any and all bids, to waive any informality in bids and, unless
otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error and the
other is obviously correct, the incorrect price will be disregarded.
REFERENCES: JCPS reserves the right to require a list of users of the exact item offered. JCPS may contact these users to
determine acceptability of the bid. Such information may be considered in the evaluation of the bid.
AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and
best bid most advantageous to JCPS as determined upon consideration of such factors as: prices offered; the quality of the
articles offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the
specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services