Project Information

Bid Title

Sports Equipment and Apparel FY27

Issuing Agency

City of Providence

Location

Rhode Island

Published Date

Mar 25, 2026

Closing Date

May 4, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Sports Equipment and Apparel FY27

Attachment Preview

Revised: 7/28/2024

BOARD OF CONTRACT AND SUPPLY

CITY OF PROVIDENCE, RHODE ISLAND

REQUEST FOR PROPOSALS

Item Description: SPORTS EQUIPMENT AND APPAREL FY27

Procurement/MinuteTraq #: 52541

Date to be opened: 05/04/2026

Issuing Department: Rereation

QUESTIONS

• Please direct questions related to the process, how to fill out forms, and how to submit an

application(Pages 1-8) to the Purchasing Department.

o Email: purchasing@providenceri.gov

 Please use the subject line “Solicitation Question”

• Please direct questions relative to the Minority and Women’s Business Enterprise Program and the

corresponding forms (Pages 10-11) to the MBE/WBE Outreach Director for the City of Providence,

Grace Diaz

o Email: gdiaz@providenceri.gov

 Please use subject line “MBE WBE Forms”

• Please direct questions relative to the specifications outlined (beginning on page 14) to the issuing

department’s subject matter expert:

o Name: Yamilka Manfredo

o Title: Senior Secretary of Recreation

o Email/Phone: ymanfredo@providenceri.gov; 401-680-7311

Pre-submission Conference

There is no pre-bid conference scheduled for this item.

INSTRUCTIONS FOR SUBMISSION

Meeting Date: 05/04/2026

Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk. Room

311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened and read at the

Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.

• Bidders must submit 3 copies of their bid in sealed envelopes or packages labeled with the captioned

Item Description and the City Department to which the solicitation and bid are related and must

include the company name and address on the envelope as well. (On page 1).

• If required by the Department, please keep the original bid bond and check in only one of the envelopes.

• Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e. product

information/samples) should have “NOT A BID” written on the envelope or wrapper.

• Only use form versions and templates included in this solicitation. If you have an old version of a form

do not recycle it for use in this bid.

• The bid envelope and information relative to the bid must be addressed to:

Board of Contract and Supply

Department of the City Clerk – City Hall, Room 311

25 Dorrance Street

Providence, RI 02903

**PLEASE NOTE: This bid may include details regarding information that you will need to provide

(such as proof of licenses) to the issuing department before the formalization of an award.

This information is NOT requested to be provided in your initial bid by design.

All bids submitted to the City Clerk become public record. Failure to follow instructions could result in

information considered private being posted to the city’s Open Meetings Portal and made available as a

public record. The City has made a conscious effort to avoid the posting of sensitive information on the

City’s Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing

department only at their request.

Page 2 of 15

BID PACKAGE CHECKLIST

Digital forms are available in the City of Providence Purchasing Department Office or online at

http://www.providenceri.gov/purchasing/how-to-submit-a-bid/

The bid package MUST include the following, in this order:

• Bid Form 1: Bidder's Blank as the cover page/ 1st page (see page 6 of this document)

• Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)

• Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)

• Bid Form 4: Affidavit of City Vendor (see pages 9 and 10 of this document)

• Forms from the Minority and Women Business Enterprise Program: Based on Bidder Category. See

forms and instructions enclosed (pages 10-11) or on:

https://www.providenceri.gov/purchasing/minority-women-owned-business-mbewbe-procurement-

program/

*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be inclusive of

ALL required signatures. Forms without all required signatures will be considered incomplete.

• Bidder’s Proposal/Packet: Formal response to the specifications outlined in this RFP, including pricing

information and details related to the good(s) or service(s) being provided. Please be mindful of

formatting responses as requested to ensure clarity.

• Financial Assurance, if requested (as indicated on page 5 of this document under “Bid Terms”)

All of the above listed documents are REQUIRED. (With the exception of financial assurances, which are

only required if specified on page 5.)

***Failure to meet specified deadlines, follow specific submission instructions, or enclose all required

documents with all applicable signatures will result in disqualification, or in an inability to appropriately

evaluate bids.

Page 3 of 15

NOTICE TO VENDORS

1. The Board of Contract and Supply will make the award to the lowest qualified and responsible bidder.

2. In determining the lowest responsible bidder, cash discounts based on preferable payment terms will not be

considered.

3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one bidder, or

to split the award.

4. No proposal will be accepted if the bid is made in collusion with any other bidder.

5. Bids may be submitted on an “equal in quality” basis. The City reserves the right to decide equality.

Bidders must indicate brand or the make being offered and submit detailed specifications if other than

brand requested.

6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in

accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.

7. The Board of Contract and Supply reserves the right to reject any and all bids.

8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence,

immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the

bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City’s Open

Meetings Portal.

9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island Sales

Tax, prices quoted are not to include these taxes.

10. In case of error in the extension of prices quoted, the unit price will govern.

11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally or

equitably any monies or any claim thereto without the previous written consent of the City Purchasing

Director.

12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an

immediate delivery from stock will be made.

13. A certificate of insurance will normally be required of a successful vendor.

14. For many contracts involving construction, alteration and/or repair work, State law provisions concerning

payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)

15. No goods should be delivered, or work started without a Purchase Order.

16. Submit 3 copies of the bid to the City Clerk, unless the specification section of this document

indicates otherwise.

17. Bidder must certify that it does not unlawfully discriminate on the basis of race, color, national origin,

gender, gender identity or expression, sexual orientation and/or religion in its business and hiring practices

and that all of its employees are lawfully employed under all applicable federal, state and local laws, rules

and regulations. (See Bid Form 2.)

Page 4 of 15

BID TERMS

1. Financial assurances may be required in order to be a successful bidder for Commodity or Construction

and Service contracts. If either of the first two checkboxes below is checked, the specified assurance

must accompany a bid, or the bid will not be considered by the Board of Contract and Supply. The

third checkbox indicates the lowest responsible bidder will be contacted and required to post a bond to

be awarded the contract.

a) A certified check for $

must be deposited with the City Clerk as a guarantee that the

Contract will be signed and delivered by the bidder.

b) A bid bond in the amount of

per centum (%) of the proposed total price, must be deposited

with the City Clerk as a guarantee that the contract will be signed and delivered by the bidder; and

the amount of such bid bond shall be retained for the use of the City as liquidated damages in case of

default. Any person signing a bid bond as an attorney-in-fact shall include with the bid bond an

original, or a photocopy or facsimile of an original, power of attorney.

c) A performance and payment bond with a satisfactory surety company will be posted by the

bidder in a sum equal to one hundred per centum (100%) of the awarded contract.

d) No financial assurance is necessary for this item.

2. Awards will be made within sixty (60) days of bid opening. All bid prices will be considered firm,

unless qualified otherwise. Requests for price increases will not be honored.

3. Failure to deliver within the time quoted or failure to meet specifications may result in default in

accordance with the general specifications. It is agreed that deliveries and/or completion are subject to

strikes, lockouts, accidents, and Acts of God.

The following entry applies only for COMMODITY BID TERMS:

4. Payment for partial delivery will not be allowed except when provided for in blanket or term contracts.

The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:

5. Only one shipping charge will be applied in the event of partial deliveries for blanket or term contracts.

6. Prior to commencing performance under the contract, the successful bidder shall attest to compliance

with the provisions of the Rhode Island Worker’s Compensation Act, RIGL 28-29-1, et seq. If exempt

from compliance, the successful bidder shall submit a sworn Affidavit by a corporate officer to that

effect, which shall accompany the signed contract.

7. Prior to commencing performance under the contract, the successful bidder shall, submit a certificate of

insurance, in a form and in an amount satisfactory to the City.

Page 5 of 15

Commodity Codes

• NAICS 339920Sporting and Athletic Goods Manufacturing
• NAICS 423910Sporting and Recreational Goods and Supplies Merchant Wholesalers

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