High Visibility Shirts

City of Tulsa Finance Department
Invitation for Bid (IFB)
TAC 1085D
Supplies or Services Requested: High Visibility Shirts
Department: Human Resources
NIGP Commodity Code(s): 200-74; 345-79
Solicitation Schedule
EVENT DATE
IFB Issue Date 5/6/2026
Mandatory Pre-Bid Conference No Pre-Bid Conference
Deadline for Questions 5/18/2026
Submitted to assigned buyer via email. 10 Days prior to IFB due date
Bid Submission Date 5/27/2026
Either mailed or delivered to City Clerk address. Bids
are open the day after the due date.
If You have any questions or need additional information, contact the Assigned Buyer:
Julie Miller, Buyer | jamiller@cityoftulsa.org
All questions should be emailed with TAC 1085D on the subject line.
Submit Bids (sealed) to:
City of Tulsa - City Clerk's Office
175 E. 2ND St., Suite 260
Tulsa, OK 74103
Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.
Write the Bid Number, Supplies or Service requested (as listed above) and Bid
Opening Date on the lower left corner of the outside of Your Bid envelope. Feel
free to use included packing slip. No faxed or emailed Bids will be considered.
Barring certain circumstances (Section III-5), Bids received after the stated date
and time will not be accepted and will be returned to the Bidder unopened.

TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
I. STATEMENT OF PURPOSE:
1. Overview and Goals
The goal of this solicitation is to secure a source to purchase High Visibility Shirts for use by various
departments of the City of Tulsa.
2. Term of Contract
The City intends to award a one-year annual contract. The City may offer the Seller the opportunity
for additional one-year terms. The City also reserves the right to make multiple or partial awards. To
do business with the City, You must agree to the terms and conditions of the City's standard
Purchase Agreement, indicated by Your Authorized Agent's signature on the Purchase Agreement.
Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the
meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.
The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and
Accepted by City will be included as part of the Agreement between Seller and City. All sheets of
this IFB (including Sections I-VI) must be submitted.
Authorized Agent
Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an "Authorized
Agent." An Authorized Agent means an agent who is legally authorized to bind the Seller under the
law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the
Authorized Agent for each of the following types of entities is as stated below:
o Corporations - the president, board chair or board vice chair (or the vice president if the corporation
was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate
resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating
the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section
VI for sample of a Certificate of Secretary)
o General Partnerships - any partner can sign to bind all partners.
o Limited Partnerships - the general partner must sign.
o Individuals - no additional authorization is required, but signatures must be witnessed and notarized.
o Sole Proprietorship - the owner can sign. Any other person can sign if s/he provides a recent Power
of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.
o Limited Liability Company (LLC) - any manager of the LLC elected by the members of the LLC, or
any member signing as manager of the LLC. All other signers will need a Consent of Members signed
by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their
signature. (See Section VI for sample of a Consent of Members)
Entities organized in states other than Oklahoma must follow the law of the state in which they are
organized.
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
II. SCOPE OF SERVICES AND SPECIFICATIONS
1. Scope of Services
The City is requesting Bids for High Visibility Shirts to be used by various City departments.
Delivery Requirements
All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may
be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.
Bids must state the number of Days required for delivery under normal conditions.
Absolutely no items over 500lbs. may be directly shipped to the City, requiring the City personnel to
unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred
during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping
entity.
2. Specifications
The Bid must meet or exceed the following Specifications.
Visibility Shirt Requirements
1. Must meet current ANSI/ISEA 107-2020 Type R Class 3 Specifications
2. Pullover style only
3. Short and long-sleeved
4. Sizes small to 6XL+
5. Pocket (on left side of chest)
6. Ribbed shirt collar, cuff, and side inseams to minimize twisting
Background Material Specifications
1. Fluorescent yellow-green background material
2. Bird's-eye knit polyester material
3. Breathable & durable
4. Moisture wicking
5. Stain-resistant
6. Material thickness/weight to match comfort and durability
7. Minimum thickness of 4.1-ounce/yard bird's-eye (140gsm) knit polyester
Reflective Material Specifications
1. 3M Scotchlite preferred or acceptable equivalent
2. ANSI Class 3 compliant
3. Two (2) inch wide reflective tape
4. 3M Scotchlite reflective material preferred for maximum life expectancy
5. 3M Scotchlite Segmented trim for maximum life expectancy
6. Reflective material is used to obtain maximum wash cycles
7. Reflective material segment allow for full stretch of shirt fabric
8. Reflective material attachment type should be heat transfer
Neck Tag Specifications to Include
1. Tag less neck label is preferred
2. ANSI specifications
3. Material Blend specifications
4. Care and washing instructions
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
5. Maximum wash life
Logo and Department Names
1. City of Tulsa Logo OR approved Abbreviated Logo screen printed on front. (Official vector artwork
supplied by City of Tulsa Communications. Not to be recreated.)
2. City Department screen printed on back. (Pre-designed, vector artwork for department
recognition provided by City Communications Department in proprietary font, not to be
recreated/replicated, OR typed/set by vendor Montserrat ExtraBold.) Department names to be
provided.
3. Silk screen printing is not to impede the reflective striping area.
4. One color for both front logo and department text on back. (Either black or Blue/Pantone 289C
are approved color options.)
Examples of Approved FRONT Graphics and Mockups provided below:
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
Examples of Approved BACK Graphics and Mockups provided below:
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
Retroreflective or
Performance Background Combined Minimum Width
Garment Type
Class Material Performance Reflective Material
Materials
Type R 50mm (2in)
0.80m2 0.20m2
Roadway and Temporary Class 3** 25mm (1 in for split
(1240 in2) (310 in2)
Traffic Control Zones trim designs)
**For the smallest size offered in Type R, Performance Class 3, a minimum of 0.65 m2 (1000 in2) of
background material may be used to accommodate small-sized workers. All subsequent larger sizes must
use 0.80 m2 (1240 in2).
Each department will order on an as-needed basis, so the quantities will vary. On average, most
departments order twice per year to cover the ongoing use and replacement of the shirts. Depending
upon the reflective tape life cycle and wear rate, the shirts may be ordered more frequently.
WATER & SEWER # # # # # # # # # #
Estimated # for shirt sizes Small Med Large XL 2XL 3XL 4XL 5XL 6XL+ TOTAL 33%
043 W&S SOM 0 12 42 60 102 72 6 12 18 324 431
043 W&S Water Distribution 0 52 263 315 263 105 52 0 0 1050 1397
043 W&S Water Pollution Control 0 0 0 0 0 0 0 0 0 0 0
043 W&S Water Quality Assurance 12 0 6 24 0 0 0 0 0 42 56
043 WCS Water Supply Raw Water
0 0 72 108 36 0 0 0 0 216 287
Supply
Public Works # # # # # # # # # # #
Estimated # for shirt sizes Small Med Large XL 2XL 3XL 4XL 5XL 6XL+ TOTAL
044 Stormwater & Land Management 0 24 24 84 78 78 0 12 0 300 399
044 Streets 0 0 36 66 48 30 0 6 0 186 247
044 Traffic 0 6 30 60 12 30 6 0 0 144 192
044 Refuse Recycling Services 0 36 72 72 108 108 108 0 0 504 670
W&S and PW ESTIMATED TOTAL 12 130 545 789 647 423 172 30 18 2766 3679
Samples: Bidders must provide one sample of each style of shirt that Bidder is bidding by June 5,
2026. Samples must have segmented trim. All samples should be submitted to City of Tulsa c/o
Julie Miller 175 E 2nd Street, 15th Floor, Tulsa, OK 74103. Any Bidder that fails to submit samples
by the deadline will be considered non-responsive.
Award: Bids will be evaluated and scored as noted below. The Bid will be awarded to the Bidder
meeting Technical Specifications and scoring the highest number of points.
Bid Evaluation Criteria and Weighting
1. 25% Product life cycle cost = Shirt cost divided by # of Wash Cycles
2. 25% Material weight, feel, comfort = Determined by physical evaluation of shirt sample
3. 25% Reflective striping supplier = 3M Scotchlite preferred
4. 5% Screen print process = Consistency & quality of reproduced City seal & Dept Names
5. 20% Customer Service = Ease of ordering, local presence
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
III. BID SUBMISSION INSTRUCTIONS AND INFORMATION
1. Bidder Registration: To ensure timely updates and alerts about business opportunities with the
City, interested Bidders should register as a Bidder with the City. To register, interested Bidders
should complete the City's vendor registration form by contacting Andrea Evans at
purchasing@cityoftulsa.org or check the City's "Selling to the City" Website.
2. Pre-Bid Conference: If a pre-Bid conference is required, see the first page for time and location.
No Pre-Bid Conference
3. Questions and Concerns: As You prepare Your Bid response, You may have questions or points
of clarification around this Solicitation. Any questions or comments about this Invitation for Bid
must be sent via e-mail to the buyer listed on the first page "Assigned Buyer" and be received at
least 10 Days prior to the Bid Submission Date. Please include the IFB Bid number (as
indicated on the title page) on all communications. Bidders may only communicate with the City
through the Assigned Buyer - communication with other City staff could result in disqualification.
4. Issuing of Addenda: The City may addend or amend its IFB at any time before the Bid
Submission Date. In addition to registering as a Bidder with the City, Bidders can check the
"Purchasing Bid Opportunities & Results" page on the City Website for the latest updates (linked
here). Any such amendments shall become a part of the Agreement. You must acknowledge
receipt of any Addenda or Amendments by writing in the issued Addenda numbers on Exhibit A -
Delivery and Pricing. City may reject any Bid that fails to acknowledge any Addenda or
Amendments.
5. Submission and Receipt of Bids: The City requires two completed Invitation for Bids: 1 Original
and 1 Copy. Each must be clearly labeled on the front sheet indicating "Original" or "Copy." Use
the Bidder Checklist to ensure Your Bid includes all required components. If a copy on electronic
media is also required, the box below will be checked.
Electronic Copy also required.
Bids must be received no later than 5:00 PM (CST) on the Bid Submission Date (see first page)
and delivered to:
City of Tulsa - City Clerk's Office
175 East 2nd Street, Suite 260
Tulsa Oklahoma 74103
Bids must be sealed and either mailed or delivered. The package, container, or envelope should
contain both of Your completed Bids, the original and the copy. Please use the provided label on
the last page of this IFB to clearly write the Bidder's legal name and Bid number on the outside
of the package, container, or envelope. No faxed or emailed Bids will be considered.
Bids received after the stated date and time will not be accepted. The timestamp clock located
at the City Clerk's Office on the second floor of City Hall at 175 East 2nd Street, Suite 260, Tulsa,
Oklahoma, 74103 is the City's official bid clock for this IFB. Timeliness of Bid submittals will be
determined using only this clock.
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
Exceptions to Timeliness Requirement
The Purchasing Agent, at his/her sole discretion, may make exceptions only for the following
reasons:
* City Hall closed for business for part or all of the day on the date the response was due;
* If the Purchasing Agent deems it appropriate due to large-scale disruptions in supply chains
and the transportation industry that may have prevented delivery as required;
* If documented weather conditions caused the late delivery. You must provide documentation
of such weather to the satisfaction of the Purchasing Agent.
In the event that the Bid submittal is delivered after the time specified and does not meet the
exceptions listed above, the Bid will not be accepted, and the submittal envelope will not be
opened.
The City will not be liable for delays in delivery of Bids to the City due to handling by the U.S.
Postal Service, or any other type of delivery service. The City reserves the right to postpone the
date and time for submittal of Bids at any time prior to the Bid Opening Date or to delay or
reschedule the Bid Opening Date for its own convenience.
The City reserves the right to cancel, revise, or amend this IFB and associated bidding
documents up to the time specified for receipt of Bids.
6. Bid Opening: All Bid openings are public and take place at 8:30 a.m. Thursday, the day after
Bids are due. The Bid openings are held in the City of Tulsa Council Meeting Room, 175 East
2nd Street, 2nd Floor, Tulsa, Oklahoma.
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
IV. BID EVALUATION AND AWARD
1. Bid Evaluation: The Assigned Buyer and departmental staff will work together to determine the
winning Bid. Generally speaking, the Bid award will go to the Lowest Secure Bidder: the Supply
or Service that can best meet the City's needs at the lowest cost. In addition to price and
specifications, the Buyer and departmental staff may also evaluate Bidder history and experience,
delivery time, maintenance requirements, and performance data, among other factors.
2. Bid Rejection or Withdrawal: The City may reject any or all Bids in whole or in part. Reasons a
Bid may be rejected include, but are not limited to the following:
* A submitted Bid does not contain all the necessary materials, signatures, and/or affidavits
(listed on the included checklist);
* The Bid does not meet specifications and requirements in some material way;
* The Bidder holds outstanding debt to the City;
* The Bidder adds additional terms and conditions that modify IFB requirements or attempt to
limit Bidder's liability to the City.
City reserves the right to waive minor deficiencies of specifications, technicalities, or informalities
in a Bid, provided that the best interest of the City would be served without prejudice to the rights
of other Bidders. Bid withdrawal, meanwhile, may only be accomplished by having an Authorized
Agent request the withdrawal in person at the City Clerk's office before the City's close of business
on the Bid Submission Date.
3. Bid Award Recommendation and Appeal: Upon receipt of the Bid recommended for selection,
the Assigned Buyer will email all participating Bidders a memo announcing the recommended Bid.
This email will include the time, date, and location (or virtual meeting link, if applicable) for the
Standard, Specifications, and Award (SSA) committee meeting at which the Bid award
recommendation will be considered.
Bidders not recommended for award may submit an appeal via email to the Assigned Buyer before
the SSA meeting.
SSA meetings are held Thursdays at 8:30am in the City of Tulsa Council Meeting Room, 175 East
2nd Street, 2nd Floor, Tulsa, Oklahoma.
During this meeting, Bidders not recommended for award may present and request that the Bid
award recommendation be reconsidered.
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TAC 1085D | High Visibility Shirts | Issue Date: 5/6/2026
V. BID PROCESSING
1. Forms, Notice to Proceed, and Irrevocability of Offer: If the City Accepts Your Bid, You will
have ten (10) Days from notification of the Acceptance to provide a completed IRS form W-9. You
cannot start work until authorized to do so by the Purchasing Agent or a representative.
Bidder understands and acknowledges that the offer submitted as the Bid is firm and irrevocable
from the City's close of business on the Bid Submission Date until the date the City Accepts the
Bid or __365___ Days after the Bid Opening Date, whichever is earlier.
2. Purchase Order Without Contract: If the successful Bid is less than One Hundred Thousand
Dollars ($100,000), the City, in its sole discretion, may Accept the Bid upon written approval of the
Mayor rather than execute the Purchase Agreement. Instead, the City will purchase the Supplies
and/or Services by issuing a purchase order. In any event, the terms of this IFB will govern the
transaction and be enforceable by the City and Seller.
3. Insurance:
Yes: No:
Seller and its subcontractors must obtain at Seller's expense and keep in effect so long as City is
purchasing Supplies or Services from Seller pursuant to this Bid, policies of insurance in the
minimum amounts set forth below and Workers' Compensation and Employer's Liability insurance
in the statutory limits required by law.
General Liability: personal injury and property damage, each occurrence $1,000,000.00
Automobile Liability: Combined Single Limit (CSL), each occurrence $1,000,000.00
Workers' Compensation (Statutory limits)
Seller's insurer must be authorized to transact business in the State of Oklahoma. Seller will
have 10 Days after notification that its Bid was Accepted by the City to provide proof of coverage.
The Certificate of Insurance must be completed with the following information:
A. Your name
B. Insurer's name and address
C. Policy number
D. Liability coverage and amounts
E. Commencement and expiration dates
F. Signature of authorized agent of insurer
G. Certificate Holder Information: City of Tulsa, 175 East 2nd St., Suite 260, Tulsa, OK 74103
Seller shall not cause any required insurance policy to be cancelled nor permit it to lapse.
Failure of the Seller to comply with the insurance requirements may be deemed a breach
of the contract.
4. Bonding:
Yes: No:
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