Project Information

Bid Title

5860 Supply & Delivery of Apparel

Issuing Agency

City of New Rochelle

Location

New York

Published Date

Jan 30, 2026

Closing Date

Feb 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

5860

Original Source

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Bid Documents

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Project Description

Bid Number:	5860
Bid Title:	5860 Supply & Delivery of Apparel
Category:	*Current Bids & RFPs
Status:	Open

Description: The City of New Rochelle (the “City”), through its Purchasing Department, hereby invites sealed bids from qualified vendors for the furnishing and delivery of apparel for various City departments, as specified herein. The City intends to award a contract to the lowest responsible and responsive bidder in accordance with applicable New York State law and City procurement policies. Publication Date/Time: 1/30/2026 4:00 PM Closing Date/Time: 2/25/2026 3:00 PM Related Documents: 5860 Supply and Delivery of apparel

Attachment Preview

Department of Finance

(914) 654-2069

515 North Avenue

New Rochelle, NY 10801

Adam Ross

Deputy Commissioner

City of New Rochelle

New York

Karin Conca

Purchasing Specialist

To: All Prospective Bidders

For

Supply & Delivery of Apparel

Respond to: City of New Rochelle

Purchasing Office/Dept. of Finance

515 North Ave.

New Rochelle, N.Y. 10801

Bid Spec No. 5860

Date Posted:01/30/26

Date Due:2/25/26

NOTE: Bids are due by 3:00 p.m.

Late bids will NOT be accepted!

INSTRUCTION FOR RESPONDING TO THIS BID

1. Vendors interested in bidding on the referenced items should read the entire document. The vendor must

complete all sections of this document including the VENDOR DATA SECTION and sign where indicated. Your

signature identifies your acceptance of all terms and conditions herein.

2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces in said

bid shall be filled in and no changes shall be made in the phraseology, or in the items, terms and conditions

contained therein.

3. Completed bids should be sent to the address identified at the top of this page.

4. Please indicated the bid specification number and due date on the outside of your submitted bid.

5. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement

and encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE)

and Women Business Enterprises (WBE) are strongly encouraged to submit bid.

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Instructions, Terms and Conditions, Spec. # 5860

1. Submission of Bids - Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid

number and due date and addressed to City of New Rochelle, Department of Finance-Purchasing Office, City Hall,

New Rochelle, New York 10801. All bids must be properly signed and received by the time and date specified in

order to be valid.

2. Award of Bids - Awards will be made, if at all, to the "lowest responsible bidder" meeting the specifications.

The City reserves the right to reject any and all bids or portion thereof, or any bids that are vague, incomplete or

indefinite.

3. Withdrawal of Bids - The submission of the bid proposal shall constitute an irrevocable offer which shall remain

in full force and effect until the bid proposals received by the City are either accepted or rejected. Proposals may

be withdrawn at any time prior to the bid opening.

4. Bid Deposits - Bid deposits, if required, will be returned to unsuccessful bidders after the bid has been awarded.

A successful bidder's deposit will be returned after a written contract has been executed, or after a performance

bond, if required, has been accepted by the City.

5. Bid Format - Bidders are advised to become familiar with all conditions, instructions and specifications

governing this bid. Once the award has been made, failure to have read all the conditions, instructions and

specifications shall not be cause to alter the original bid.

All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and must be signed

and dated. In the event of a discrepancy between the unit price and extension, the unit price will govern. No

exceptions will be allowed with regard to errors made in the computation of a bid.

Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not include any of

these taxes when bidding or invoicing. Exemption certificates will be furnished upon request.

6. Substitutions - Any deviation from specifications or indicated brand shall be clearly stated and fully explained

by accompanying specification sheets with submitted bid. Samples shall be supplied by the vendor, at no charge

to the City, upon request. The City reserves the right to accept equals approved by it. If exception to indicated

brand is not noted, bidder is required to deliver brand specified.

7. Delivery of Product - All delivery are to be considered inside delivery to locations as specified by the authorized

City agent. All items must be guaranteed against faulty material and workmanship and delivered as such. Deliveries

of incorrect or faulty items will be rejected and returned at vendors’ expense. Failure to deliver within the specified

time maybe cause for cancellation of the order.

8. Shipping Terms - Shipping terms will be considered F.O.B. Destination and without charge for containers,

packing, etc., unless specified on the bid and the cost thereof quoted.

9. Payment Terms - The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of

material; whichever is later, unless alternate terms are indicated on the bid.

10. ACH Payments – The City is moving toward ACH payments, awarded vendor will be supplied with our ACH

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authorization form should you wish to accept payments via this method.

11. Collusion Clause By submission of this bid, each bidder and each person signing on behalf of any bidder

certified, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, that

to the best of its knowledge and belief:

A. the prices in this bid have been arrived at independently without collusion, consultation, communication or

agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other

bidder or any competitor; and

B. unless otherwise requires by law, the prices which have been quoted in this bid have not been knowingly

disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor;

and

C. no attempt has been made or will be made by the bidder to induce any other person, partnership or

corporation to submit or not to submit a bid for the purpose of restricting competition.

The bidder certifies that this bid is made without any connection with any other person making a bid for the same

purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or

employee or person whose salary is payable in whole or in part from the city treasury is directly or indirectly

interested therein, or in supplies materials and equipment to which it relates, or in any portion of the profits thereof.

11. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement

and encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE)

and Women Business Enterprises (WBE) are strongly encouraged to submit bids.

12. METHOD OF AWARD: The contract if awarded will be to the lowest responsive/responsible bidder(s) in part

or in whole who meet(s) all the terms of the specifications. The City guarantees no minimum or maximum

purchases or contracts as a result of award of this bid. The City of New Rochelle reserves the right to allow all

municipal and not for profit organizations authorized under the General Municipal Laws of the State of New York,

to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments to

NYS GML 100 through 104. However, it is understood that the extension of such contracts are at the discretion of

the vendor and the vendor is only bound to any contract between the City of New Rochelle and the vendor.

Additionally, the City reserves the right to purchase any goods or services included as a part of this bid from any

means legally available to it at any time.

13. Iran Divestment Act – 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 is not on the list created pursuant to paragraph

(b) of subdivision 3 of section 165-a of the state finance law.

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STATEMENT OF NO BID

RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"

It is the intent of the City of New Rochelle to afford all suppliers an equal opportunity to bid on all commodities,

operating supplies, equipment and/or services as listed in this specification.

In the event your firm declines to bid, kindly advise the City of New Rochelle Purchasing Department to that

effect by completing and returning this document.

City of New Rochelle Purchasing Department,

We, the undersigned, have declined to bid on your Request for Quotation

Specification No 5860, For Supply and Delivery of Apparel for the following reasons:

_____We do not offer this product/service

_____We are unable to supply the product/service at this time

_____We are unable to meet the specifications

_____We are unable to meet the bond requirements

_____Other:

We understand that if the no bid letter is not executed and returned our name may be deleted from the list of

qualified bidders for the City of New Rochelle.

COMPANY NAME: _________________________________________________

ADDRESS: __________________________________________________________

TELEPHONE #: _____________________________________

EMAIL: _____________________________________________

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INVITATION TO BID

The City of New Rochelle (the “City”), through its Purchasing Department, hereby invites sealed bids from qualified

vendors for the furnishing and delivery of apparel for various City departments, as specified herein. The City intends to

award a contract to the lowest responsible and responsive bidder in accordance with applicable New York State law and

City procurement policies.

SCOPE OF WORK

The successful bidder shall provide quality apparel including, but not limited to: tee shirts, sweatshirts, polo shirts and

jackets, and embroidery and/or screen-printing services. All apparel shall be new, unused. All Logos will be supplied by

The City of New Rochelle.

CONTRACT TERM

The contract shall be for an initial term of one (1) year, with the option to renew for up to four (4) additional one-year

terms, at the sole discretion of the City.

SPECIFICATIONS & REQUIREMENTS

• Color Lots: All items within an order must be from the same color lot and match exactly.

• Brand Name or Equal: Brand names establish minimum standards. Proposed equals must be equal in all material

respects.

• Equal Products: Any proposed equal must be clearly identified by brand and style. The burden of proof rests with

the bidder.

• Sample Requirement: The City shall require physical samples for any proposed equal. Failure to provide samples

shall render the bid non-responsive.

• City Determination: The City’s determination of equivalency shall be final and binding.

• Professional Standards: All work must be professional, consistent, and durable.

• Turnaround Time: Contractor must complete and deliver orders within five (5) business days, including large

orders.

• Post-Award Substitution Penalties: Unauthorized substitutions constitute a material breach and may result in

rejection, replacement, cost recovery, termination for cause, and non-responsibility determinations.

• Change in Quality: Any reduction or degradation in quality during the contract term shall be grounds for

immediate cancellation of the bid award and contract.

INSPECTION, ACCEPTANCE, AND REJECTION

• All apparel is subject to inspection and approval.

• Inspection shall not constitute acceptance.

• The City may reject non-conforming goods.

• Manufacturer specification changes require prior written City approval.

• No cure period is required for defaults.

• Rejected items must be replaced at no cost within the original turnaround time.

PRICING

Bidders shall submit unit pricing for each item. Pricing shall include all costs and remain firm for the contract term.

AWARD OF CONTRACT

Award shall be made to the lowest responsible and responsive bidder. The City reserves the right to reject any or all bids.

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