INMATE UNIFORMS AND LINENS

GENERAL INSTRUCTIONS TO BIDDERS

General: Separate and sealed bids for the Inmate Uniforms and Linens will be received
at the Office of the County Controller, 2 North Main Street, Suite 111, Greensburg,
Pennsylvania 15601 until 2:00 PM. on June 9, 2026.

LATE BIDS WILL NOT BE ACCEPTED OR CONSIDERED
Bids will be opened and read aloud on June 9, 2026 at approximately 2:15 P.M.

Submission of Bids: An original and two (2) copies of the Official Bid Form must be
submitted in a sealed envelope, and addressed to the Westmoreland County Controller
and clearly marked on the outside of the envelope with the Bidder's name and address
and the designation:

"BID: INMATE UNIFORMS AND LINENS"

No responsibility will be attached to any County representative for premature opening of
a bid not properly addressed and identified.

Bid Security: Each bid must be accompanied by a certified, good faith check drawn upon
a bank authorized to do business in the Commonwealth of Pennsylvania, cashier's check,
or by a bid bond with corporate surety, in the amount of ten percent (10%) of the grand
total bid price. Bid bonds must be signed by an authorized representative of both the
bidder and the surety company, and accompanied by a power of attorney authorizing
execution of the bond on behalf of the surety company, or the bid will be rejected,

Performance bond: The successful bidder will be required to furnish a bond guaranteeing
performance of the contract, with sufficient surety in the amount of fifty percent (50%) of
the amount of the contract within fifteen (15) days of the date of written notice of award
of the contract.

NOTE: FAILURE TO FURNISH SUCH BOND WITHIN THIS TIME PERIOD SHALL,
AT THE OPTION OF THE COUNTY, CONSTITUTE GROUNDS TO
REVOKE THE BID AWARD AND DECLARE THE BID SECURITY
FORFEITED.

Tax Exemptions: The County is exempt from all Federal excise and transportation taxes,
the provisions of the Fair Trade law, and the Pennsylvania sales and use tax for purchase
of tangible personal property. The registration number with Internal Revenue Service is
25-6001046, No Exemption certificates are required and none will be issued. Nothing in
this paragraph is meant to exempt a construction contractor from the payment of sales tax
or use tax required to be paid with respect to its purchase or use of tangible personal
property used or transferred in connection with the performance of a construction
contract, If the County is required by law to pay any excise tax and then seek a refund or
credit, the contractor may add the amount of the tax to the bid price as a separate item.

The successful bidder will be required to complete an Internal Revenue Service Form
(W-9) attached hereto as Attachment "A" providing the bidder's taxpayer identification
number and, if applicable, certification regarding backup withholding and submit the
completed (W-9) Form along with the executed contract.

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Right to Accept or Reject Bids; The Westmoreland County Commissioners reserve the
right to waive informalities for the best interest of the County, approve sufficiency of
surety and reject any and all bids. Failure of the bidder to sign the bid or have the
signature of an authorized agent or representative on the official bid form will be cause
for rejection of the bid. Signature must be written in ink; typing or printing is not
acceptable. Bidders must include all information required on the Official Bid Form.
Failure to comply may be cause for rejection of the bid. Award of the contract will be
made at the County's option to the lowest responsible bidder.

Approved Equal (Where Applicable): Whenever a product is defined in this invitation by
trade name and catalogue number of a manufacturer or vendor, the term "or approved
equal," if not inserted therewith shall be implied. Any reference to a particular
manoufacturer's product either by trade name or by limited description is solely for the
purpose of more clearly indicating the minimum standard of quality desired, except
where a no substitution is requested. When a "no substitute" is requested, the County
will consider bids for the referenced item only. The term "or approved equal" is defined
as meaning any other make which, in the sole opinion of the County, is of such character,
quality and performance equivalence as to meet the standard of quality of items specified
for which it is to be used equally as well as that specified, The bidder quoting on a
commodity other than as specified shall furnish complete identification on the bid
proposal of the product he is offering by trade name brand and/or model number. The
bidder shall also furnish descriptive literature and date with respect to the alternative
commodity he proposed to furnish, Bidders offering an alternate shall also indicate any
known specification deviations from the referenced item.

Withdrawal of bids: Bids may be withdrawn at any time prior to the designated time of
the opening of bids. All bids must be firm for thirty (30) days following the bid opening,
and no bids will be permitted to be withdrawn during such period, Bids will be awarded
or rejected within thirty (30) days from opening. In the event Award of Bid cannot be
made within thirty (30) days from Date of Bid Opening, bidders will be afforded the
opportunity to extend their bid for an additional thirty (30) days by completing and
submitting to the County a Bid Extension Form a copy of which is attached hereto as
Attachment "B",

Provisions Required by Law Deemed Inserted: Each and every Provision of law and
clause required by law to be inserted in the Contract for this project will be deemed to be
inserted therein and the Contract will be read and enforced as though it were included
herein, and if through mistake or otherwise and such provision is not inserted, or is not
correctly inserted, then upon the application of either party, the Contract shall forthwith
be physically amended to make such insertion.

More Than One Bid: If more than one bid is offered by any one bidder, in his own name
ot in the name of his agent, partner, or other person, all bids submitted by such bidder
shall be rejected,

Non-Discrimination Agreement: The successful bidder will be required to comply with
the terms of the attached Non-Discrimination Agreement herein marked Attachment "C".

Contractor Integrity: The successful bidder will be required to comply with the terms of
the attached Contractor Integrity Agreement herein marked Attachment "D".

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Subcontractor; The County shall have the right to approve subcontractors prior to the
commencement of their work. Any approved subcontractor does not relieve the bidder of
full compliance with the specifications. The bidder will be responsible for all work
performed under these specifications whether the Bidder performs the work himself or
through a subcontractor.

Addenda to Contract: During the bidding period the County may issue written Addenda
to each person, firm or corporation which has secured a copy of these specifications,
making changes or corrections to the specifications as issued. Such changes or
corrections shall be included in the work and/or materials covered by the bid proposal,
and such Addenda shall become part to the specifications and contract.

Additional Work: No additional work shall be done unless agreed to in writing by the
County.

Term of Agreement: Term of this Agreement shall be for two (2) years beginning on
August 1, 2026 through July 31, 2028.

Payment; The County will make payment to the Successful Bidder within thirty (30)
days of receipt of invoice and acceptance of items.

All invoices are to be submitted to: Westmoreland County Prison
3000 S. Grande Boulevard
Greensburg, PA 15601
Attn: Fiscal Operations Manager

Contact Person: Any questions regarding this bid should be directed to Michelle Chase,
Fiscal Operations Manager at (724) 830-6079.

Estimated Quantities; Quantities listed are estimates only. Actual quantities purchased
may vary.

Delivery: All items ordered shall be delivered to the Westmoreland County Prison
no later than fourteen (14) days from date of order. All deliveries must be coordinated
with the Westmoreland County Prison so that all deliveries occur during appropriate
delivery hours. All delivery costs shall be the responsibility of the successful bidder.

Award of Contract; The County reserves the right to award contracts to either one
vender or separate vendors for each category as may be in the County's best interest.

Samples: All bidders must include along with their bid ONE SAMPLE of each item
for each category. Samples will not be returned to bidder.

In accordance with Pennsylvania's "Right to Know" Laws, (Act 3 of 2008; 65 PS 67.101
et seq), the County may make available for viewing or provide copies of all bids received
and all associated contract documents following awarding of same.

The submission of a Bid shall constitute and establish the Bidders intent to enter into a
binding contract with Westmoreland County for the goods or services solicited.
Additionally, should any bid submitted contain defect(s) that in the County's opinion, is of a

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non-material nature, the Bidder agrees that by the submission of a Bid, Bidder will correct
any defect(s) upon request of the County.

Unit Prices: In the event Unit Prices are required, the County reserves the right, should
there be any discrepancy, inconsistency or difference between the Unit Price(s) and Total
Price(s), to choose the lowest of the prices listed and the vendor shall be bound to provide
the goods and/or services in question at the lower cost. The County reserves the right to
award contracts for individual items, groups or combined award as may be in the
County's best interest,

OFFICIAL BID FORM

The undersigned bidder agrees, if awarded a contract by the County of Westmoreland, to
provide Inmate Uniforms and linens in accordance with the foregoing Bid

Specifications for the price specified below.

Inmate Uniform Shirt Subtotal Bid Price $.
Inmate Uniform Pants Subtotal Bid Price $
Inmate Uniform Shorts Subtotal Bid Price $
Inmate Uniform Shoes Subtotal Bid Price $
Inmate Uniform Gym Tank Top Subtotal Bid Price $ _
Inmate Linens Subtotal Bid Price $

GRAND TOTAL BID PRICE $

NAME OF BIDDER (Type or print)

ADDRESS
AUTHORIZED SIGNATURE
AFFIX CORPORATE
SEAL HERE PRINT NAME AND TITLE OF SIGNER
(if bidder is
a corporation)
AREA CODE & TELEPHONE
FAX NUMBER

Bidder is a (check one):
Corporation incorporated in the State of
General Partnership
______ Limited Partnership
Limited Liability Company
Sole Proprietorship
Other (specify)

Quantity

Inmate Uniform Shirt

Each Description Unit Total
Cost Cost
250 Size Small _
100 Size Medium _| a |
200 Size Large |
175 Size X-Large
150 Size 2 X-Large
75. Size 3 X-Large
75 Size 4 X-Large
10 Size 5 X-Large
10 Size 6 X-Large
10 Size 7 X-Large
Female night shirt-1 size fits all-navy
50 SPECS LISTED BELOW

Category Subtotal

Colors, Navy, White, Orange, Green, Postman Blue, Yellow

No zippers, no pockets, no buttons/snaps, no Velcro with V-Neck

Industrial laundry grade fabric

7% oz. twill 65% polyester 35% combed cotton

Triple needle interlocking stitch on elastic and hems

Must stand up to industrial/commercial washing and high heat industrial/commercial drying

Woven polyester labels-size color coded

All spees listed above to apply to uniform shirts AND female night shirt

NO SUBSTITUTIONS

Quantity Inmate Uniform Pants Unit Total
Each Description Cost Cost

| __120___ | Size Small 0-34) |

175 Size Medium (34-38) _

350 Size Large (38-42)

225 Size X-Large (42-46)

200 Size2 X-Large __ (46-50)

100 Size3 X-Large __ (50-54)

25 Size 4 X-Large (54-58)

25 Size 5 X-Large (58-62)

10 Size 6 X-Large (62-66)

10 Size 7 X-Large (66-70)

Category Subtotal

Colors, Navy, White, Orange, Green, Postman Blue, Yellow

No zippers, no pockets, no buttons/snaps, no velcro

Industrial laundry grade fabric

7 o2, twill 65% polyester 35% combed cotton

Heat resistant 1 4%" woven elastic attached with 4 rows of lock stitches

Triple needle interlocking stitch on elastic and hems

Must stand up to industrial/commercial washing and high heat industrial/commercial drying

Woven polyester labels-size color coded
Pants-32" inseam

NO SUBSTITUTIONS

Quantity

Inmate Uniform Shorts

Unit Total

Each _Deseription --__|_Cost_| Cost
| 75 _| Size Small_ (30-34)

__150 Size Medium __ (34-38) Le
325 Size Large (38-42)
225 Size X-Large (42-46)
200 Size 2 X-Large (46-50)
75 Size 3 X-Large (50-54)
25 Size 4 X-Large (54-58)
25 Size 5 X-Large (58-62)
10 Size 6 X-Large (62-66)
10 Size 7 X-Large (66-70)
Category Subtotal

Color-Orange

No zippers, no pockets, no buttons/snaps, no velcro

Industrial laundry grade fabric

7% 02. twill 65% polyester 35% combed cotton

Heat resistant 1 4" woven elastic attached with 4 rows of lock stitches.

Triple needle interlocking stitch on elastic and hems

Must stand up to industrial/commercial washing and high heat industrial/commercial drying

Woven polyester labels-size color coded
5" inseam

NO SUBSTITUTIONS

Quantity

Inmate Uniform Shoes

Unit Total
Each Description Cost Cost
75 Size 5
150 Size 6
100. Size7
175 Size 8
200 Size 9 _
300 Size 10 ee
200 Size 11
|__200 Size 12
100 Size 13
25 Size 14
25 Size 15
Category Subtotal

Color orange-Unisex sizes

No zippers, no pockets, no buttons/snaps, no Velcro

Heavy duty clog/croc style shoe and/or step in strapless shoe (shoes style at our preference)

100% Ethyl Vinyl Acetate

Contour insole with arch

Water resistant, slip resistant and non-marking

NO SUBSTITUTIONS

Quantity | Inmate Uniform Gym Tank Top Unit Total
Each Description Cost Cost
| 325 Size Small__ SuSE EEE
325 Size Medium eo
300 Size Large
400 Size X-Large
300 Size 2 X-Large
100 Size 3 X-Large
25 Size 4 X-Large
25 Size 5 X-Large
10 Size 6 X-Large
10 Size 7 X-Large
Category Subtotal

Color Grey-Unisex Sizes

No zippers, no pockets, no buttons/snaps, no velcro

NO SUBSTITUTIONS