Project Information

Bid Title

The City of Nicholasville Fire Department Employee Uniforms

Issuing Agency

Nicholasville city

Location

Kentucky

Published Date

Apr 29, 2026

Closing Date

May 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

REQUEST FOR PROPOSAL – 2026-303.

The City of Nicholasville hereby request proposals for The City of Nicholasville Fire Department Employee Uniforms to be provided in accordance with terms, conditions and specifications established herein.

Proposals received after the date and time set for proposals will not be considered, and will be returned to the Proposer.  It is the sole responsibility of the Proposer to assure that his/her proposal is received at City Hall, 517 North Main Street, Nicholasville, KY, 40356 before May 8 th , 2026 at 12:00 p.m.

If mailed, the envelope must be addressed to:

City of Nicholasville

Camille Latham, Purchasing Assistant

517 North Main Street Nicholasville, Ky 40356

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CITY OF NICHOLASVILLE

REQUEST FOR PROPOSALS

The City of Nicholasville hereby request proposals for The City of Nicholasville Fire

Department Employee Uniforms to be provided in accordance with terms, conditions

and specifications established herein.

Proposals will be received at City Hall, 517 North Main Street, Nicholasville, Ky,

40356, until 12:00 p.m. local time, on Friday, May 8th, 2026.

Proposals received after the date and time set for proposals will not be considered, and

will be returned to the Proposer. It is the sole responsibility of the Proposer to assure

that his/her proposal is received at City Hall, 517 North Main Street, Nicholasville,

KY, 40356 before May 8th, 2026 at 12:00 p.m.

Proposals must be sealed in an envelope and the envelope prominently marked:

If mailed, the envelope must be addressed to:

City of Nicholasville

Camille Latham,

Purchasing Assistant

517 North Main Street

Nicholasville, Ky 40356

The City of Nicholasville reserves the right to reject any or all proposals.

BID:2026-303

1

Request for Proposal

City of Nicholasville

Fire Department

Employee Uniforms

Opening/Due Date: 12:00 p.m.

May 8th, 2026

Bid #2026-303

RFP PURPOSE:

The City of Nicholasville is seeking qualified company/companies to provide uniforms

for the Nicholasville Fire Department.

The RFP is for the purpose of obtaining a firm unit price, no guarantee on quantity or

number of employees.

64 employees Fire Department – (60) Male (4) Female

TERM OF CONTRACT: The contract shall be in effect for two years from award date.

The Contract may be renewed for one additional year. Upon renewal, The City of

Nicholasville and Vendor will work together on an Agreement to reflect new pricing.

Successful Bidder must send a written request to extend yearly contract 60 days prior to

end of each contract period. The request must be sent to the City of Nicholasville,

Purchasing Department, 517 North Main Street, Nicholasville, Kentucky 40356.

PROPOSAL INSTRUCTIONS:

Please read these instructions carefully.

“NO BID:” Bidders unable or unwilling to submit an RFP should immediately return the

Proposal only with “No Bid” marked clearly on the outside of the envelope. Any vendor

not submitting an RFP is encouraged to indicate the reason(s) for not participating.

ALTERNATE ITEMS: It is not the intention of the specifications contained herewith to

eliminate any bidder; however, quoted items must equal or exceed stated specifications.

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RFP SUBMITTAL: The RFP shall be addressed and or delivered to Camille Latham,

Purchasing Assistant, 517 North Main Street, Nicholasville, Kentucky 40356 prior to

RFP opening scheduled for May 8th, 2026 at 12:00 p.m.

ANY RFP’S NOT RECEIVED PRIOR TO SCHEDULED DATE AND TIME

WILL BE REJECTED AND RETURNED TO VENDOR.

METHOD OF AWARD: The City of Nicholasville reserves the right to reject any and

all RFP’s. The City of Nicholasville also reserves the right to award RFP based on the

best evaluated and/or most advantageous to the City. The City of Nicholasville reserves

the right to consider as a part of the RFP evaluation, the stated warranty, stated delivery

schedule and payment terms.

PRICING: All prices shall be quoted exclusive of any tax. The City of Nicholasville is

exempt from Federal excise, transportation and/or Kentucky sales tax. Any items

supplied directly to the City from a supplier/manufacture are exempt from sales tax.

Bidders must provide manufacturer’s product literature if available and appropriate with

the RFP submission.

Prices quoted shall remain firm and open to acceptance by the Owner for a minimum

period of sixty (60) days after RFP opening.

SHIPPING CHARGES: All items quoted shall be ‘F.O.B. Destination.” No additional

freight charges will be allowed.

PAYMENT: The City of Nicholasville payments are net 30 from the date of invoice is

received.

TERMINATION OF CONTRACT: In the event that the vendor violates any breach of

the provisions of this contract such breach shall constitute default. In the event of

default, the City of Nicholasville may serve written notice to the vendor of its intention to

terminate the contract.

3

GENERAL TERMS AND CONDITIONS:

The successful bidder must be able to provide items as listed on the RFP, and provide

samples of each item if needed.

The successful bidder shall work with Purchasing Department to provide individual order

forms for each department and shall be responsible for distributing all necessary copies to

Purchasing.

MEASURING:

The successful bidder shall be responsible for obtaining individual measurements as

may be required at the City of Nicholasville. All measurements are the

responsibility of the successful bidder and any misfits due to the successful bidder’s

error(s) in measuring or failure to take measurements, are the successful bidder’s

responsibility and should misfits occur, same shall be replaced with the proper fit

within a reasonable period of time.

The successful bidder shall provide a complete size run of items included in the bid

list for departments to try on at the time of measurements.

COMPLETION/DELIVERY SCHEDULE:

A thirty- (30) day period is the maximum time the City will allow. Each bidder must

state in the RFP a time schedule for completion or delivery of the product. Time

schedules must be definite.

Successful bidder shall be required to notify Purchasing in writing about back orders.

Purchasing and the Department Superintendents must approve any substitutions for long

delays.

PACKAGING:

All items ordered for an individual must be packaged by the successful bidder for

delivery and that individual’s name shall be clearly marked on the outside of the package.

NO BULK PACKAGING OF ANY ITEMS WILL BE PERMITTED.

EMBLEMS AND PATCHES:

Whenever required in the detailed specifications, emblems, patches and the like, must be

affixed by the successful bidder as prescribed in the Specifications prior to delivery of the

items.

4

ADDITION OF NEW ITEMS:

Any new item added to the existing list of uniforms, shoes, leather goods or other

associated equipment must be authorized by the Department and approved by the

Purchasing Agent in writing. Pricing is subject to negotiation and approval by the

Purchasing Agent and the Department Superintendents. The City reserves the option to

buy new items from alternate suppliers.

LABEL:

There shall be sewn in all garments a permanent press label giving cleaning instructions,

size and fiber content.

EMBROIDERY:

Samples of any required embroidery can be obtained from NFD.

PATCHES: All patches will be sewn on the garments by the vendor where required.

5

Commodity Codes

• NAICS 315210Cut and Sew Apparel Contractors

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