ITB 6905 SHHS Band Uniforms

INVITATION TO BID
CITY OF JOHNSON CITY, TENNESSEE
PURCHASING DEPARTMENT
WWW.JOHNSONCITYTN.ORG/PURCHASING 423/975-2711
Bid Name / Number BAND UNIFORMS / #6905
Due Day / Date / Time Friday / April 24, 2026 / 11:00 AM (at which time it will be publicly opened)
Bid Location / Mail Address Johnson City Purchasing Department, Debbie Dillon-Director,
209 Water Street, Johnson City, TN 37601
Bid Contact / Telephone Aaron Wood, Ed.D, WoodA@jcschools.org or purchasing@johnsoncitytn.org
Bid Issue Date April 10, 2026
Delivery Location Science Hill High School., 1509 John Exum Parkway, Johnson City, TN 37604
FOB Destination, freight prepaid and allowed - Johnson City, TN
Payment Terms Net 30
Anticipated Award Date May 11th
Bidder is responsible for completing the remaining portion of this bid document.
Description
Band uniforms contract as per the attached price sheets and bidder's instructions/specifications which are an
integral part of this bid. After an initial order, uniforms will be ordered on an as needed basis per unit prices. Unit
prices shall be firm for a five (5) year period. Note that all unit prices shall include design, fittings, delivery, any
embroidery, appliques etc. as required.
Vendor's past performance will be taken into consideration in the contract award.
BID SUBMITTALS: Signed bid cover sheet, completed price sheets & any alternate product literature (may include
samples upon request)
Solicitations will be opened publicly via a simultaneous virtual and in-person meeting.
Join Virtual Zoom Bid Opening: ITB# 6905 - SHHS Band Uniforms virtual bid opening; Meeting ID: 824
6920 7811; Passcode: 670052. If you do not have access to a webcam, or you have no audio with your system,
you may call this number to join: (646) 518-9805. Any issues accessing the zoom web meeting please call
423.975.2711 for direct assistance.
Bidder's Reminder: Bid to be signed in ink by authorized company representative; Verify prices, extensions and total as correct
By signing this document, the undersigned hereby agrees to the prices and all other terms and conditions, including the attached Sealed Solicitation General
Terms & Conditions and the City's Requirements for Bids, Requests for Proposals, and Contracts Between the City of Johnson City and Other Parties and
the Requirements of the Iran Divestment Act and Non-Boycott of Israel Act (Sealed Solicitations General Terms & Conditions #16 & #19) contained in this
bid and associated documents relating to this bid and will furnish items as specified if this bid is accepted. By submission of this bid, each bidder and each
person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury,
that to the best of its knowledge and belief that each bidder complies pursuant to T.C.A. 12-12-106 & T.C.A. 12-4-119.
.
SUBMITTAL INSTRUCTIONS: Firm Name______________________________________________
Submit electronically per link below or place
signed bid response in a sealed envelope By________________________________________________
plainly identified on the outside with vendor PRINTED & SIGNED
name and bid name and number. Vendor Address_______________________________________________
responsible for delivery to Johnson City
Purchasing Dept., Debbie Dillon- Director, ________________________________________________
209 Water Street, Johnson City, TN 37601 on
or before the bid opening date and time. Telephone_____________________________________________
ELECTRONIC RESPONSES: CLICK HERE Fax________________________________________________
E-Mail________________________________________________
THIS SHEET MUST BE SIGNED AND RETURNED WITH BID SUBMITTAL TO BE CONSIDERED VALID

ITB# 6905 - JOHNSON CITY SCHOOLS
Band Uniform Requirements
Johnson City Schools is requesting sealed bids from qualified vendors to design, furnish and deliver two
hundred (200) marching band uniforms meeting the specifications listed below.
SECTION 1 - GENERAL INFORMATION
1.01 Purpose
Johnson City Schools seeks a qualified vendor to design, manufacture, and deliver marching band
uniforms for use by the Johnson City Schools band program.
1.02 Quantity
Total quantity requested is 200 uniforms of varying sizes as an initial order
1.03 Delivery Location
Uniforms shall be delivered to:
Science Hill High School
1509 John Exum Parkway
Johnson City, TN 37604
1.04 Timeline
Proof designs due: within 30 days of award
Final delivery: no later than August 30th, 2026
SECTION 2 - SCOPE OF WORK
The vendor shall provide all labor, materials, fittings, packaging, and delivery necessary to complete the
project.
Services shall include:
A. Design consultation with band director and school administration
B. Sample uniform for approval prior to production
C. Manufacture of uniforms meeting specifications
D. Delivery and inventory labeling
E. Replacement pricing for additional uniforms
SECTION 3 - TECHNICAL SPECIFICATIONS
3.01 Uniform Components
Each uniform shall include:
A. Jacket/Coat
B. Plume
C. Shako Wrap/Hat Wrap
D. Optional accessories quoted separately (Front side cape, Gauntlets, etc.)
3.02 Jacket Specifications
A. Fabric
100 percent polyester or polyester blend marching band fabric

Minimum weight: 12 oz per linear yard
Colorfast and fade resistant
Breathable and wrinkle resistant
B. Construction
Reinforced seams at shoulders, elbows, and side panels
Heavy duty zipper or concealed front closure
Adjustable waist or side panels for multi-year sizing
Fully lined interior
C. Design
Custom design incorporating Johnson City Schools colors, per below.
Embroidery shall be high density stitched, minimum 10,000 stitch count
Applique elements shall be securely stitched
D. Durability
Designed for minimum five year use with regular marching band wear
Machine washable or easy care fabric required
3.03 Plume Specifications
A. Minimum 12-inch plume height unless otherwise approved.
B. Color to match uniform design.
C. Secure plume holder included.
3.04 Design Approval
A. Vendor shall provide digital renderings within 30 days of award.
B. Vendor shall provide one full physical sample uniform.
C. Production shall not begin until Johnson City Schools approval is received.
3.05 Delivery Requirements
A. Delivery shall include an inventory spreadsheet.
B. Delivery deadline shall be no later than August 30th, 2026.

3.06 Warranty
A. Minimum one year workmanship warranty.
B. Manufacturer warranty on materials.
C. Vendor shall repair or replace defective items within 30 days.
3.07 Replacement Pricing
Vendor shall provide:
A. Individual uniform replacement price
B. Component replacement price
C. Price guarantee for five years
3.08 Vendor Experience
Vendor must provide:
A. References from at least two high school band programs
B. Photos of recent uniform projects
C. Minimum five years marching band uniform experience
SECTION 4 - BID SUBMISSION REQUIREMENTS
Vendors must include:
1. Signed bid cover sheet
2. Completed pricing sheet
3. Delivery timeline
4. Warranty details
5. References from at least two high school band programs
6. Samples of any documents requiring City Signatures.
SECTION 5 - EVALUATION CRITERIA
Bids will be evaluated based on:
Cost
Quality of materials
Design capability
Vendor experience
Delivery timeline
References
Johnson City Schools reserves the right to reject any or all bids and award in the best interest of the
school system.

ITB# 6905 - SHHS BAND UNIFORMS
PRICE SHEET
ITEM DESCRIPTION UNIT COST TOTAL
1. 200 each Band Uniform sets (Jacket/Coat, Plume & $____________ $_____________
Shako Wrap/Hat Wrap).
UNIT PRICES: (shall be firm for 5 years):
2. Jacket/Coat $______________/ea
3. Plume $______________/ea
4. Shako Wrap/Hat Warp $______________/ea
Provide pricing and details on any optional accessories available: (Front side cape, Gauntlets, etc.):
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
______________________________________________________________________________________________________
COMPANY NAME: ________________________________________
To be considered complete and return with bid submittal

CITY OF JOHNSON CITY, TENNESSEE
http://www.johnsoncitytn.org/purchasing
SEALED SOLICITATION GENERAL TERMS AND CONDITIONS
Read Carefully - if applicable or unless specifically noted otherwise in the solicitation documents
1. ACCEPTANCE, REJECTION AND POSTPONEMENT
Issuance of a bid/rfp/rfq does not commit the City to make an award. The City reserves the right to postpone or reject any or all bids/rfps/rfqs, to
waive informalities and to accept the bid/rfp/rfq judged to be in the best interest of the City.
2. ADDENDA
Addenda will be issued to all known interested parties and posted on the City's website (listed above). All addenda issued shall become part of the
solicitation documents. It is the vendor's responsibility to determine and acknowledge all addenda issued for a solicitation. No addendum will be
issued less than two (2) working days prior to the solicitation opening as per TCA 12-4-01 , as amended
3. AWARD
An award, if made, shall be to the lowest responsible, responsive bidder(s) or best solicitation meeting quality and performance standards as
described in the solicitation documents and whose bid/rfp is determined to be in the best interest of the City. The City also reserves the right to
award this product/service based on other contracts in-place (state or cooperative contracts), as may be in our best interest.
4. AWARD PERIOD
The City shall have 60 days to issue a contract. Any contract past that period must be mutually agreed upon by both parties.
5. BID TABULATIONS/RFP/RFQu RESPONSES
Bid tabulations and RFP/RFQu respondent's lists will be posted and available no later than the next business day on our above website. Select
"awarded/opened solicitations". Award recommendations, when ready, will also be posted there.
6. BRAND NAMES
By referencing a brand name as "or approved equal", the City intends to establish a minimum level of quality by which alternate offers can be judged.
If an alternate is offered, the vendor must include complete descriptive literature and specifications that clearly describe the item and how it differs
from the referenced item. The City alone will determine whether an alternate is equivalent and meets the standards of quality and performance for
the City's use. A sample or demonstration may be required at the expense of the vendor.
7. CONDITION STANDARDS
It is understood and agreed that any item offered or shipped as a result of this solicitation shall be new and unused and the manufacturer's latest
model unless otherwise called for in the solicitation.
8. COOPERATIVE PROCUREMENT BY OTHER GOVERNMENTS "PIGGYBACK"
Other governmental entities in Tennessee may purchase goods and services under the same terms as Johnson City's contracts or agreements as
per T.C.A. 12-3-1203. Johnson City does not accept any responsibility or involvement in this use by other public agencies.
9. DEFAULT
In case of contractor default or failure to provide material or service according to the solicitation, the City may cancel the contract and acquire from
another source and may recover any excess cost by (1) invoice; (2) deduction from an unpaid balance due; (3) collection against the bid and/or
performance bond; or (4) a combination of the aforementioned remedies or other remedies provided by law. All costs associated with default will be
borne by the contractor. The City reserves the right to remove a company in default from the active vendor list for a time period to be determined by
the Director of Purchasing.
10. EQUAL OPPORTUNITY
It is the policy of the City of Johnson City to ensure compliance with Title VI of the Civil Rights Act of 1964; 49 CFR, Part 21; related statutes and
regulations to that end that no person shall be excluded from participation in or be denied benefits of, or be subjected to discrimination under any
program or activity receiving Federal financial assistance or any other funding source on the grounds of race, color, sex, national origin, or ancestry. By
virtue of submitting a response to this solicitation, vendors agree to comply with the same non-discrimination policy.
11. EVALUATION
Bids/RFPs/RFQs will be evaluated according to the criteria set forth in the solicitation with the degree of importance determined by the City.
12. EXAMINATION OF BIDS/RFPS/RFQS
Bids and associated documents may be examined at the opening. Only the name of the respondent is read aloud for RFP's/RFQu's. All solicitations
are closed for review and inspection during the evaluation period, prior to award.
13. INDEMNIFICATION
The vendor shall guarantee and certify by submitting a response to this solicitation that if successful, they shall indemnify and defend the City against
any and all claims or legal actions arising as a result of their performance of the contract, whether or not such claims relate to damages or alleged
damages sustained by physical injury to contractors personnel, subcontractors, city employees or other persons, or against any lawsuits arising from
alleged or actual patent infringements, and shall hold the City, its various departments, employees, and any and all persons or entities acting on its
behalf harmless from the same.
14. INSPECTION
All supplies or materials purchased as a result of this solicitation are subject to inspection and rejection by the City. Rejected materials will be
returned at the vendor's expense.
15. INSURANCE
The contractor shall maintain, at their expense, such insurance as required by the solicitation. Such insurance shall protect the City for claims of
damages which may arise during operations under this contract whether such operations be by the Contractor or by any subcontractor or anyone
directly or indirectly employed by either of them. Any required insurances shall be maintained for the term of the contract and beyond the term of
the contract when so required in the solicitation.
16. IRAN DIVESTMENT ACT
Pursuant to Tenn. Code Ann. 12-12-110 a person that is identified on a list created pursuant to 12-12-106, as a person engaging in investment
activities in Iran as described in . 12-12-105 shall be ineligible to contract with any political subdivision of this State.
17. LICENSES, FEES, PERMITS
The contractor is responsible for furnishing the proper licenses, fees, and permits required by law to do business with the City of Johnson City in
completion of the project. All work shall be done in accordance with the latest building codes, state and federal laws relative to the contract.
18. MULTIPLE ITEM AWARD
The City will determine the successful bidder(s) either on the basis of the individual line items or the total of all items. ALL OR NONE bids must be
clearly identified on the bid form and will be considered only if in the City's best interest.
19. NON-BOYCOTT OF ISRAEL ACT
Pursuant to the Non-Boycott of Israel Act Tenn. Code Ann. 12-4-119 requires that contracts of $250,000+ to suppliers with 10 or more employees
must certify that to the best of its knowledge and belief they are not boycotting Israel pursuant to Tenn. Code Ann. 12-4-119 and will not during
the full term of any award.

20. NON-COLLUSION AGREEMENT
By submitting this solicitation, the agent representing all officers, partners, owners, representatives, employees or interested parties of the vendor's
firm certifies to the best of his/her knowledge and belief this bid/proposal to the City of Johnson City, Tennessee has not been prepared in collusion
with any other seller, proprietor, or manufacturer of similar products or services. "Collusive bidding" refers to agreements and/or communications
by vendors submitting bids/proposals to cooperate for the purpose of manipulating the competitive solicitation process. The agent also certifies that
the prices, terms and conditions of said bid/proposal have been arrived at independently and have not been communicated by the submitter, nor by
any of the aforementioned firm associate to any other seller, proprietor, or manufacturer of similar products or services and will not be communicated
prior to the official opening of said solicitation. In the event the City of Johnson City identifies a vendor or vendors engaged in collusive bidding, the
City of Johnson City may reject future submissions from identified vendor or vendors and/or prohibit future submissions from the same. The agent
further states that no official or employee of the City of Johnson City has promised any personal, financial or other beneficial interest, either directly
or indirectly, in order to influence award of this solicitation.
21. PARTS AND SERVICE
The successful vendor must be able to provide adequate parts and service for all items awarded. Service location and ability to perform may be a
consideration in the award.
22. PAST PERFORMANCE
Vendor's past performance may be a consideration in the awarding of this contract.
23. PRE-BID MEETING ATTENDANCE
If attendance is mandatory then only those firms whose names are listed on the pre-bid attendance roster are eligible to submit a solicitation.
24. PRICING
All pricing must appear in the spaces provided on the city's form.. Any changes or corrections by the bidder/proposer must be initialed by the person
signing. Unit prices will prevail in case of an extension error. The City will correct math computation errors (unit price & totals). No bid may be
altered or amended after the bid opening. Obvious mistakes will be given special consideration upon receipt of written request and full disclosure
or evidence regarding pricing error.
25. PROPRIETARY/CONFIDENTIAL INFORMATION
Vendors are hereby notified that all information submitted as part of, or in support of, bids/proposals will be available for public inspection after
award, in compliance with Tennessee Statutes and any information marked as confidential will be reviewed for compliance.
26. PROTEST PROCEDURE
Any protest to the award of a contract by the City of Johnson City shall be submitted in writing to the Director of Purchasing with a copy to the City
Manager and delivered not later than seven (7) calendar days from the date of the city's award decision (T.C.A. 12-3-514 ), as amended. Such
protest must include a protest bond in the amount of $350 (cashier's check payable to the City of Johnson City) submitted to the Purchasing Director
before the City will consider the protest. This protest bond will serve as a guarantee by the protester of the validity and accuracy of the protest. If
the protest is denied by the City Manager the bond will be retained to cover costs associated with the protest.
27. QUESTIONS
No oral interpretations or instructions given by any city employee or any other person shall apply. Changes relative to any solicitation will be in
writing, in the form of an addendum.
28. SAFETY STANDARDS
All manufactured items and fabricated assemblies shall comply with applicable requirements of OSHA/TOSHA and any related standards thereto.
29. SAMPLES
Samples, if required, will be furnished at no charge to the City. They will remain in the Purchasing Department for testing and evaluation until an
award is made. Vendors are responsible for picking up their samples within two (2) weeks after the award. Samples not collected after that time
shall become the property of the City. Samples from the successful vendor will be held until delivery is received and accepted as being equal to the
sample.
30. SEALED SOLICITATION OPENINGS
Bids will be read aloud at the specified date and time as stated in the document. RFP's/RFQ'S respondent names will be read aloud. All openings are
public meetings. Bidders/proposers and interested persons are invited to attend. The City reserves the right to postpone any solicitation opening
under circumstances warranting such action, including but not limited to instances when the City receives fewer than two responses.
31. SIGNATURES
When submitting a solicitation, other than electronically, the bid/proposal form must contain the full name and address of the company and be signed
in Ink by a person authorized to bind that company to a contract. Submission of an electronic solicitation constitutes acceptance of all terms and
conditions, digital signatures are allowed. Unsigned paper bids will not be considered, read or tabulated. They may not be signed during or after
the bid opening, even if a representative is present.
32. SUBMITTAL OF SEALED BIDS/RFPS/RFQS
Any forms furnished by the city shall be completed and returned as specified in the solicitation, otherwise response may be considered as non-
responsive. TELEPHONE, FACSIMILE OR E-MAIL RESPONSES WILL NOT BE ACCEPTED. Electronic receipt of bids/proposals is acceptable for
those eligible for online submittal at: https://vrapp.vendorregistry.com/Vendor/Register/Index/johnson-city-tn-vendor-registration. Paper
submittals shall be sealed in an envelope. No solicitation received after closing time shall be considered. The official time for paper submittals will
be that of the date and time clock in the Purchasing Department. For electronic bids the official time is that posted on the website. Late submittals
will not be accepted. The City of Johnson City shall not be responsible for technical difficulties experienced by vendors trying to register or submit their
bid/rfp response electronically less than one hour prior to the bid/rfp opening time. If not offering a solicitation response, the vendor is encouraged to
complete the "Statement of Decline" form and return prior to the opening. Any document superfluously provided and not requested in the solicitation
document may not be considered.
33. TAXES
The City is exempt from Federal excise tax, State, and city sales tax. Contractors are not exempt from the use tax on materials and supplies used
in the production of an item or in the performance of a repair or construction contract. Tax exemption certificates will be furnished upon request.
34. TERM OF CONTRACT
Unless otherwise stated, the City reserves the right to purchase like items at the same contract price for a period of one year from the award date
subject to agreement of both parties. The City may cancel any contract for cause, or non-appropriation of funds, following written notification of
intent.
35. WARRANTY
Unless otherwise specified by the City, all items shall be guaranteed for a minimum period of one (1) year against defects in material and
workmanship.
Revised March 7, 2025

REQUIREMENTS FOR BIDS, REQUESTS FOR PROPOSALS, AND CONTRACTS
BETWEEN THE CITY OF JOHNSON CITY
AND OTHER PARTIES
The City of Johnson City has established the following requirements for use in all bids and
contracts between the City and any other person or entity. The following list is mandatory and modifies any
bid, contract, or request for proposal, or conditions applicable to, signed by, or let by the City,
notwithstanding anything contained in any particular conditions, contract, request for proposal, or bid to the
contrary.
In general, the following provisions apply to all such contracts, bids, requests for proposals,
contracts requiring bids, and bids containing contracts:
1. The City of Johnson City shall not answer to any contracting party for the
furnishing of public records to a person requesting such in accordance with Tennessee
law.
2. The City, while it may designate in writing a representative on a particular
project, shall only be bound by a majority vote of the Board of Commissioners or by the
limited authority delegated to the City Manager pursuant to City Ordinance. No personal
representative of the City assigned to a particular project may bind it in excess of the
dollar amounts granted to the City Manager by Ordinance, and no personal representative
assigned to a particular project may bind the City for an amount equal to or less than the
dollar amounts granted to the City Manager by Ordinance without the City Manager's
approval.
3. The City shall not in any event waive or limit any claims for damages
including but not limited to consequential damages in any contract for any reason or
purpose.
4. No decision of an architect, engineer, or personal representative of the City
shall be final and binding on the City, unless the City so agrees in any dispute with any
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party including but not limited to an architect, a contractor, a subcontractor, an engineer,
etc. If the City agrees to be bound pertaining to a dispute, then the monetary limits
contained in the City's ordinances regarding the authority of the City Manager shall
prevail, and any amounts exceeding the authority of the City Manager shall be referred to
the Board of Commissioners for their consideration.
5. The City shall not participate in any mediation or arbitration regarding any
agreement to which it is a party, and all matters left unresolved between the City and any
other party, person, or entity shall be resolved in a court of competent jurisdiction in
either Washington County, Tennessee, or in Federal District Court in Greeneville,
Tennessee.
6. No party or other entity shall file a lien of any nature whatsoever against City
property, real, personal, or mixed, no matter where that property is located. Should a
party or entity contracting with the City or acting as a subcontractor or subsubcontractor
file a lien against any property, real, personal, or mixed, owned by the City, then that
party or entity shall take immediate steps at its own cost and expense to remove said lien,
or the City shall take such steps as it deems necessary and hold the other party or entity
liable for any costs and attorneys' fees associated with the lifting of said lien.
7. The City shall exercise its sole discretion before agreeing to any assignments
of any contracts or subcontracts regarding any project in which the City is involved. No
contract with the City shall be assignable without the City's sole, discretionary, absolute
consent.
8. The City shall not be required to supply any information regarding its title to
any property in which it has an interest for any purposes regarding the filing of liens.
9. The City shall not waive any claims it has in the making of final payment in
any project in which it is involved. The City shall have the right to terminate any
agreement to which this document is attached at any time in its sole discretion with or
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without cause. In the event the City terminates with or without cause any agreement to
which this document is attached, then in such event the City shall be liable only for the
actual work and costs that have accrued at or before the date of the City's termination. In
no event shall the City be liable for lost profits, consequential damages or incidental
damages in the event it terminates a contract with or without cause.
10. Except to the extent allowed by law, the City shall not indemnify and hold
harmless any other party, entity, person, their agents, employees, or anyone else in the
world for any reason whatsoever.
11. The City shall not waive the rights of subrogation of its insurers or itself for
any purpose whatsoever, and the City shall not cause any such endorsements to be placed
on any policies to which it is a party.
12. Unless the City elects otherwise, the City shall not provide any "builders'
risk" or an "all-risk" or equivalent policy for any reason whatsoever for any project in
which the City has an interest, and the contractor or other such party shall assume this
responsibility. That builder's risk policy provided by the contractor or other such
interested party shall name the City as an additional insured. The City shall not provide
boiler and machinery insurance, but shall require such insurance as applicable, depending
on the parameters of whatever project is involved. The cost of boiler and machinery
insurance shall be borne by the appropriate contractor, subcontractor, or other interested
party. The City shall not insure the interests of any other person or entity, nor shall the
City add any other person or entity as an additional insured to any of its policies.
13. The City shall not waive any rights regarding the loss of use of the City's
property.
14. As to acts or failures to act or any causes of action by any party to a
contract, whether that party be the architect, owner, contractor, City, etc., a cause of
action shall accrue according to Tennessee law. No contract provision shall shorten the
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