Staff and Camp Apparel, RFQ 676858
| Agency: | Loudoun County |
|---|---|
| State: | Virginia |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | May 8, 2025 |
| Due Date: | May 22, 2025 |
| Solicitation No: | RFQ 676858 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
| Bid Number: |
RFQ 676858
|
| Bid Title: |
Staff and Camp Apparel, RFQ 676858
|
| Category: | Procurement |
| Status: | Open |
| Additional Status Information: | Addendum #2 Acceptance date changed to May 22, 2025 issued on May 8, 2025. |
|
Attachment Preview
Loudoun County, Virginia
INVITATION FOR BID
STAFF AND CAMP APPAREL
ACCEPTANCE DATE: Prior to 4:00 p.m., April 28, 2025 Local “Atomic” Time
IFB NUMBER:
RFQ 676858
ACCEPTANCE PLACE:
Department of Finance and Procurement
Division of Procurement
1 Harrison Street, SE, 1st Floor
Procurement Bids and Proposals Drop Box
Leesburg, Virginia 20175
PLEASE NOTE:
A. Documents related to this solicitation may be downloaded from the County’s web site:
www.loudoun.gov/procurement.
B. Pre-bid Conference: A mandatory pre-bid conference will be held virtually on
April 10, 2025 at 10:00 a.m. for the clarification of any questions on the specifications and
to provide a high level overview of the supplier registration process and online submission
of bids through iSupplier.
See the Microsoft Teams log in information provided below. To participate in the audio
portion of this conference, please dial the number provided below and follow the prompts
as designated. To participate by computer, connect to the link provided and follow the
prompts as designated.
Microsoft Teams Meeting
Join The Meeting Now
Meeting ID: 292 085 249 076
Passcode: 48eU9fq9
Dial in by phone
+1 757-600-4923,,136293506# United States, Norfolk
Find a local number
Phone conference ID: 136 293 506#
In order to ensure that your firm has participated in this conference, please make certain
that your device contains your firm’s name or register by contacting the Procurement
Division officer designated on page two (2) of the solicitation with the number or name
associated with your firm that will be utilized during the mandatory virtual pre-bid
conference.
The terms and conditions contained in this Invitation for Bid and in the County-Contractor
Agreement are not negotiable.
Requests for information related to this Bid should be directed to:
Heather DeHaven, NIGP-CPP, VCO
Senior Contracting Officer
(571) 627-7430
(703) 771-5097 (Fax)
E-mail address: Heather.DeHaven@loudoun.gov
Issue Date: March 26, 2025
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION
AS SOON AS POSSIBLE
STAFF AND CAMP APPAREL
IFB #RFQ 676858
Page 2 of 63
INVITATION FOR BID
SECTION/TITLE
STAFF AND CAMP APPAREL
PAGE
1.0 PURPOSE ...................................................................................................................... 4
2.0 BACKGROUND.............................................................................................................. 4
3.0 COMPETITION INTENDED............................................................................................ 4
4.0 DISCREPANCIES .......................................................................................................... 4
5.0 BIDDER’S MINIMUM QUALIFICATIONS ...................................................................... 5
6.0 SPECIFICATIONS.......................................................................................................... 5
7.0 TERMS AND CONDITIONS ........................................................................................... 9
8.0 INSTRUCTIONS FOR SUBMITTING BID .................................................................... 21
9.0 STAFF AND CAMP APPAREL .................................................................................... 31
ATTACHMENT 1 – FIRM FIXED APPAREL PRICE SHEET.................................................. 34
ATTACHMENT 2 - REFERENCES ......................................................................................... 52
ATTACHMENT 3 – LOGOS AND IMPRINT COLORS ........................................................... 53
ATTACHMENT 4 - SAMPLES OF PRCS APPAREL ............................................................. 56
Prepared By: /s/Heather DeHaven, NIGP-CPP, VCO
Senior Contracting Officer
Date: March 26, 2025
STAFF AND CAMP APPAREL
IFB #RFQ 676858
Page 3 of 63
1.0 PURPOSE
STAFF AND CAMP APPAREL
The intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to
obtain firm fixed pricing for Staff and Camp Apparel for the County Department of Parks,
Recreation and Community Services (PRCS). The apparel will be utilized by camp and
program attendees, associated camp staff, sports leagues and programs participants,
and various PRCS staff. All staff and camp apparel are ordered on an as needed basis in
various quantities throughout the year. A list of routinely ordered items is included on the
Firm Fixed Apparel Price Sheet - Attachment 1. Samples of routinely ordered apparel are
included on the Samples of PRCS Apparel - Attachment 4.
The County intends to award a one (1) year contract with up to four (4) additional one (1)
year renewal periods, however, based on the quality and quantity of bids received, the
County may award multiple contracts for this service. Bidders are required to bid on all
line items on Attachment 1 and submit it with the bid. Failure to bid on all line items will
result in the bid being deemed non-responsive and rejected.
2.0 BACKGROUND
PRCS provides uniforms and apparel for approximately 800 full-time employees and
1,500 part-time employees. PRCS provides apparel for approximately 3,000 camp
participants annually.
PRCS is in the design phase of rebranding. As a result of rebranding, there will be a new
PRCS logo, which is estimated to be completed on or about April 15, 2025. PRCS will
require uniforms and apparel with the new logo for all of its employees with delivery
beginning as early as May 15, 2025, and on a rolling basis until complete.
3.0 COMPETITION INTENDED
It is the County's intent that this IFB permits competition. It shall be the bidder's
responsibility to advise the Purchasing Agent in writing if any language, requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this IFB to a single source. Such notification must be received by
the Purchasing Agent or appointed designee not later than fifteen (15) days prior to the
date set for bids to close.
4.0 DISCREPANCIES
Should a bidder find discrepancies in the plans and/or specifications or be in doubt as to the
meaning or intent of any part thereof, the bidder shall request clarification from the County
in writing, not later than ten (10) working days prior to the bid opening. Any changes to the
IFB that result from such a clarification request, will be communicated through a written
addendum and posted on the Procurement home page at www.loudoun.gov/procurement.
Failure to request such a clarification is a waiver of any claim by the bidder for additional
expenses because its interpretation was different than the County’s.
STAFF AND CAMP APPAREL
IFB #RFQ 676858
Page 4 of 63
5.0 BIDDER’S MINIMUM QUALIFICATIONS
Bidders must demonstrate that they have the resources and capability to provide the
materials and services as described herein. All bidders must submit the documentation
indicated below with their bid. Failure to provide any of the required documentation may
be cause for bid to be deemed non-responsive and/or non-responsible and rejected.
The following criteria shall be met in order to be eligible for this contract:
5.1 Bidders must provide documentation, in the form of a company brochure or catalog
verifying they have been in business for three (3) years, providing goods and
services like those requested in this IFB.
5.2 Bidders shall provide, at a minimum, a list of at least three (3) references of
agencies or companies of comparable size to the County. Utilizing
Attachment 2 - Reference Form provided in this IFB, for each reference, include:
agency/company name, point of contact, address, telephone number, e-mail
address, and the type and quantity of staff and camp apparel furnished for the
reference. Disclosure of a reference hereby releases listed references from all
claims and liability for damages that may result from the information provided by
the reference.
6.0 SPECIFICATIONS
The Contractor shall provide the following items:
6.1 General Requirements
A. The Contractor shall provide various silk screen printed or embroidered staff
and camp apparel listed on Attachment 1 in varied quantities, sizes, and
designs as needed. All apparel must be new. There will be no limit and/or
minimum quantity for orders.
B. The apparel included by brand on Attachment 1 are intended to be
descriptive of quality or workmanship, finish, and performance. Desirable
characteristics are not intended to be restrictive. Functionally equivalent
apparel substitutions will be considered provided the Contractor certifies
that the function, characteristics, performance, and endurance qualities of
the material offered are equal to that specified. Substitutes shall not be
made unless the Contract Administrator has authorized such substitution in
writing.
C. The County reserves the right to add or delete similar items and services to
those already specified in the Contract as requirements change during the
Contract term. The Contractor shall provide apparel not identified on
Attachment 1, silk screen printed or embroidered at the Contractor’s
published market price list less a firm fixed discount percentage provided
on Attachment 1. The County reserves the right to add or delete similar
items and services to those already specified in the Contract as
requirements change during the Contract term. A contract modification will
not be required for apparel not identified on Attachment 1 purchases. All
STAFF AND CAMP APPAREL
IFB #RFQ 676858
Page 5 of 63
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
Sign-up for a Free Trial, Government Bid Alerts
With Free Trial, you can:
You will have a full access to bids, website, and receive daily bid report via email and web.
See Also
RFP# 250010414 Executive Talent Acquisition Servic... Status: Open RFP 94423 City of Richmond
State Government of Virginia
Bid Due: 5/19/2025
Follow TSA Uniform Items Active Contract Opportunity Notice ID 70T05025Q5900N002 Related Notice 70T05025Q5900N001
HOMELAND SECURITY, DEPARTMENT OF
Bid Due: 5/26/2025
PE Uniforms Status: Open IFB 94041 Spotsylvania County Public Schools -USA Closing On:
State Government of Virginia
Bid Due: 5/21/2025
PHF GA Apron Rehab Status: Open IFB 94298-3 Peninsula Airport Commission -900 Bland
State Government of Virginia
Bid Due: 6/03/2025