Project Information

Bid Title

Fire Department Uniform Provider

Issuing Agency

Spring Hill city

Location

Tennessee

Published Date

Apr 13, 2026

Closing Date

May 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Fire Department Uniform Provider
Category:	Non-Construction Projects
Status:	Open

Publication Date/Time: 4/13/2026 4:30 PM Closing Date/Time: 5/6/2026 2:00 PM Contact Person: Kyle Therriault, Purchasing Agent (ktherriault@springhilltn.org) Special Requirements: Bidder must disclose all fees on bid submission Bidder will be required to have an ordering platform Related Documents: RFP - Uniform Provider - Fire Dept

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INSTRUCTIONS TO BIDDERS

Fire Department Uniforms

1. RECEIPT AND OPENING OF BIDS

The City of Spring Hill invites and will receive Bids on the forms attached hereto, all information on which

must be appropriately completed. Bids will be received at City Hall until May 6th, 2026 at 2 pm, and

publicly opened and read aloud on the aforesaid date. The envelopes containing the Bids must be sealed and

addressed to Kyle Therriault, Purchasing Agent, 199 Town Center Parkway (for hand delivery or courier

service), P.O. Box 789 (for regular mail service), Spring Hill, TN 37174, and marked "Fire Department

Uniforms".

2. PREPARATION OF THE BID

All Bids shall be made on the Bid Form attached hereto and shall give all required pricing and information

and must be signed by the Bidder.

If a unit price or a lump sum already entered by the Bidder on the Bid Form is to be altered, it shall be

crossed out with ink and the new unit price or lump sum bid entered above or below it, and initialed by the

Bidder in ink.

Each Bid must be submitted in a sealed envelope bearing on the outside the name of the Bidder, its address,

and marked "Fire Department Uniforms". If forwarded by mail, the sealed envelope containing the Bid

must be enclosed in another envelope addressed as specified in the Invitation to Bid. The City may consider

as irregular any Bid not prepared and submitted by the provisions hereof and may waive any informalities or

reject any Bids.

Any Bid may be withdrawn before the above-scheduled time for the opening of Bids or authorized

postponement thereof.

Any Bid received after the time and date specified above shall not be considered.

3. AWARD OF THE BID

The Bid shall be deemed as having been awarded when formal notice of award shall have been mailed by

the City to the Bidder.

The Bidder to whom the award is made will be required to execute 3 copies of the Contract on the form

attached. In case of the Bidder's refusal or failure to do so within ten (10) days after its receipt of formal

notice of award, Bidder will be considered to have abandoned all rights and interests in the award and the

award may then be made to the next best-qualified Bidder or the work readvertised for Bids as the City may

elect.

The City may evaluate bids based on, but not limited to, pricing, product availability, service capability,

online ordering functionality, and past performance.

The City may evaluate pricing based on a representative sample of commonly purchased items or total

estimated cost.

The resulting contract shall be for an initial term of one (1) year with up to two (2) one-year renewal options

upon mutual agreement and approval. Additionally, this contract is an as-needed contract and does not

guarantee any minimum purchase. Total expenditures shall not exceed budgeted appropriations without

proper authorization.

Price adjustments, if any, shall be requested in writing and supported by documentation. Increases shall not

exceed 5% annually and require City approval.

The City intends to award to a primary vendor; however, reserves the right to purchase from other sources if

necessary.

4. CONDITIONS

Each Bidder shall fully acquaint itself with conditions relating to the scope and restrictions attending the

execution of the Bid. Bidders shall thoroughly examine and be familiar with the Specifications.

The failure or omission of any Bidder to receive or examine any form, instrument, addendum, or other

document shall in no way relieve it of any obligations with respect to his Bid or to the Contract. The City

shall make all such documents available to the Bidder.

5. ADDENDA AND EXPLANATIONS

Explanations desired by a prospective Bidder shall be requested of the City in writing, and if explanations

are necessary, a reply shall be made in the form of an Addendum, a copy of which will be posted on the

City's website. Every request for such an explanation shall be in writing (email) addressed to Kyle

Therriault, Purchasing Agent at ktherriault@springhilltn.org. Any verbal statements regarding same by

any person prior to the award shall be unauthoritative and not binding.

Addenda issued to Bidders prior to date of receipt of Bids shall become a part of the Bid Documents.

No inquiry received within seven (7) days of the date fixed for the submission and opening of Bids will be

given consideration.

All such interpretations and any supplemental instructions will be in the form of written Addenda, which,

if issued, shall be emailed to all prospective Bidders, not later than five (5) days prior to the date fixed for

the opening of Bids.

6. NAME, ADDRESS, AND LEGAL STATUS OF THE BIDDER

The Bid must be properly signed in ink and the address of the Bidder given. The legal status of the Bidder

whether corporation, partnership, or individual, shall also be stated in the Bid.

A corporation shall execute the Bid by its duly authorized officers in accordance with its corporate by-laws

and shall also list the state in which it is incorporated. A partnership Bidder shall give full names of all

partners. Partnership and individual Bidders will be required to state in the Bid the names of all persons

interested therein.

The place of residence of each Bidder, or the office address in the case of a firm or company, with county

and state and telephone number, must be given after his signature.

If the Bidder is a joint venture consisting of a combination of any or all the above entities, each joint

venturer shall execute the Bid.

Anyone signing a Bid as an agent of another, or others must submit with his Bid, legal evidence of his

authority to do so.

7. COMPETENCY OF BIDDER

The opening and reading of the Bid shall not be construed as an acceptance of the Bidder as a qualified,

responsible Bidder. The City reserves the right to determine the competence and responsibility of a Bidder

from its knowledge of the Bidder's qualifications or from other sources.

The City shall require submission with the Bid of the following supporting data regarding the qualifications

of the Bidder to determine whether it is a qualified, responsible Bidder. The Bidder will be required to

furnish the following information:

(a) Evidence that the Bidder is in good standing under the laws of the State of Tennessee, and, in the case of

corporations organized under the laws of any other State, evidence that the Bidder is licensed to do business

(copy of City and county business license) and in good standing under the laws of the State of Tennessee.

If the City requires additional certified supporting data regarding the qualifications of the Bidder in order to

determine whether he is a qualified responsible bidder, the Bidder may be required to furnish any or all of

the following information sworn to under oath:

(a) Evidence that the Bidder can commence performance as required in the Bid Documents.

(b) Such additional information that will satisfy the City that the Bidder is adequately prepared to fulfill the

Contract.

The Bidder may satisfy any or all the experience and qualification requirements by submitting the

experience and qualifications of its parent organization and subsidiaries or affiliates of the parent.

8. DISQUALIFICATION OF BIDDERS

Although not intended to be an exhaustive list of causes for disqualification, any one or more of the

following causes, among others, may be considered sufficient for the disqualification of a Bidder and the

rejection if its Bid:

(a) Evidence of collusion among Bidders. (b) Lack of competency as revealed by either financial

statements, experience or equipment statements as submitted or other factors. (c) Default on a previous

municipal bid for failure to perform.

The City reserves the right to accept any Bid or to reject any or all Bids, and to waive defects or

irregularities in any Bid. Any alteration, erasure or interlineations of the Contract Documents and of the

Bid shall render the accompanying Bid irregular and subject to (but not requiring) rejection by the City.

9. TITLE VI POLICY AND DISCLOSURES

The City of Spring Hill will not discriminate in the purchase of all goods and services based on race, color,

religion, sex, national origin, age, disability or any other lawfully protected classification.

Verbal quotations or quotations received after the closing date will not be accepted. The City of Spring

Hill reserves the right to reject all bids, to waive technicalities or informalities and to accept any bid deemed

in the best interest of the City of Spring Hill.

All documents submitted to the City of Spring Hill that are associated with this project are subject to the

Tennessee Public Records Act. Access to the record is governed by the Tennessee Public Records Act and

the policies of the City of Spring Hill and the Office of Open Records Counsel.

The City of Spring Hill reserves the right to reject any and all bids, to waive technicalities or informalities

and to accept any bid deemed in the best interest of the City of Spring Hill.

In accordance with Tennessee Code Annotated, Title 12, Chapter 4, Part 1, the selected vendor cannot be

currently engaging in, and will not for the duration of the contract, engage in a boycott of Israel.

Fire Department Uniforms

SPECIFICATIONS

1.00 GENERAL

The minimum requirements and the specification for the purchase, as well as certain requests for information to

be provided by Vendor as part of its bid, are set forth below. The online system must allow department-level

approval workflows, order tracking, and reporting of purchases by employee and department. All pricing shall

be firm and inclusive of all costs unless otherwise clearly identified in the Bid. If Vendor takes exception

to any terms or conditions set forth in this RFP, Vendor will submit a list of the exceptions.

The City reserves the right to request product samples prior to award.

All brand names are used for descriptive purposes only. Equivalent products meeting or exceeding

specifications will be considered.

Vendor shall provide standard delivery timelines in their Bid. Consistent failure to meet stated timelines

may be considered a breach of contract.

2.00 MINIMUM REQUIREMENTS FOR FIRE DEPARTMENT UNIFORMS

(Please add cost on the lines below)

Shirts

Flying Cross Brand Polyester Cotton Long & Short Sleeve button-up Shirts

(Light Blue & White)

Flying Cross Women's Polyester Cotton Long & Short Sleeve Shirts (Light

Blue & White)

5.11 Tactical Taclite Pro Short Sleeve and Long Sleeve button-up Shirts

(White)

5.11 Tactical Men's Patrol Duty Uniform (PDU) Short and Long sleeve Class

A Twill Shirt (White)

Cornerstone select long sleeve snag-proof tactical polo

Cornerstone Men's Tactical short sleeve polo

5.11 Tactical professional short sleeve polo

5.11 Tactical professional Long sleeve polo

5.11 Tactical Women's professional short sleeve polo

5.11 Tactical Women's professional long sleeve polo

5.11 Tactical Men's Utility PT shirt

Outerwear

5.11 Water-repellent Job Shirt

5.11 Tactical Water Repellent Job Shirt

Game Workwear The Bravest Jacket

5.11 Tactical Valiant Softshell Jacket

First Tactical Men's Tactix Hi Vis Parka

Men's Softshell Jacket

5.11 Men's Responder Hi-Vis Parka 2.0

5.11 Tactical Fleece Jacket

Price Per Unit

Price Per Unit

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