Active SLED Opportunity · ARIZONA · CITY OF TUCSON
AI Summary
The City of Tucson seeks proposals for an annual contract to supply police and fire department uniforms, ballistic shields, and body armor. The contract supports cooperative purchasing nationwide and requires compliance with NIJ/ASTM standards, detailed product and service offerings, and robust ordering and delivery systems.
The City of Tucson Police Department (TPD) and Tucson Fire Department (TFD) seek to establish an annual requirements contract for the purchase of formal uniforms, general uniforms, ballistic shields, and body armor vests for TPD and TFD personnel. Items may be picked up at the contractor’s place of business or shipped F.O.B. Destination, Freight Prepaid, to various TPD and TFD locations. TPD’s estimated annual usage is approximately $300,000.
Only approved uniforms and accessory items may be purchased by authorized TPD and TFD personnel. Orders will be placed on an as-needed basis. Vendors must be capable of providing both in-person and online web ordering, including employee account tracking for uniform orders and stipend balances.
Vendors may submit proposals for one or more categories. Submission to all groups is NOT required.
NATIONAL CONTRACT REQUIREMENTS
Axia Coop LLC (“Axia Cooperative” or “Axia”) is a national public sector cooperative purchasing organization. Axia works with respected leaders from the public procurement community to offer a growing portfolio of master agreements that leverage national volume to deliver savings, efficiency, and innovation for non-federal public sector agencies. Each agreement is publicly solicited by a lead agency utilizing the strictest of procurement standards. The resulting awards address the dynamic needs of today’s evolving market while providing both value and cutting-edge solutions. For more information about the contracting process, please visit axiacoop.org/contracting-process.
The City of Tucson has entered into an agreement with Axia Cooperative to facilitate the Request For Proposals (RFP) and act as the primary contracting authority for the term of the resulting contract(s). Resulting contract(s) is/are made available to other public agencies nationally for “piggybacking” through the Axia Cooperative purchasing program and authorized by various joint powers authority statutes, rules and regulations within each state and local jurisdiction.
While Axia Cooperative makes no guarantees as to exact quantities and/or purchase volume made by Participating Agencies, the estimated annual volume for purchases made nationwide through this contract category is $10,000,000. Please see Attachment C for more information regarding the Axia Cooperative purchasing program.
A. Provide a detailed overview of your company, including years in business, corporate headquarters location, number of employees and types of business.
B. Describe your Tucson-area operations, including physical locations and number of employees dedicated to public safety uniform or equipment services.
C. Provide an organization chart for your Tucson-area operations and identify the primary representative for this contract.
D. Detail your regional / national product distribution and service delivery network.
E. Demonstrate your company’s ability to meet the evolving needs of public sector customers of varying sizes and locations.
F. How many sellers are dedicated to selling and supporting the state & local government and education (SLED) market?
G. Provide resumes for all key personnel, including supervisors and staff who will be assigned to this contract.
1. Include relevant experience with public safety uniform programs, tailoring, alterations, or equipment fitting (or, if applicable, ballistic equipment).
H. Describe your relevant past performance with law enforcement or public safety clients.
I. Provide at least three (3) references for work similar in scope to this RFP. References may be from law enforcement agencies or public safety organization.
For each reference, provide the following:
J. If subcontractors will be used, provide the same information requested above for each subcontractor.
1. Identify the specific services each subcontractor will provide.
K. If submitting as a manufacturer’s representative, provide a letter from each manufacturer certifying that the vendor is authorized to provide the products offered.
L. Provide examples of past experience managing shield quality and warranty issues for similar agencies.
M. The letter must guarantee that, if the vendor cannot fulfill contract obligations, the manufacturer will assume responsibilities or provide an alternate authorized vendor for the remaining contract period.
Contractor shall submit a detailed Method of Approach that clearly describes how they will meet all requirements of this Request for Proposals for Police Department uniforms. The Method of Approach will be evaluated based on the contractor’s demonstrated understanding of the Scope of Work and its ability to successfully provide uniforms, accessories, and related services in a professional, timely, and compliant manner for the City of Tucson Police Department.
1. Provide all product brochures, descriptive literature, and catalogs showing appearance, construction, fabric content, durability, and detailed specifications that is available for purchase.
2. If you have any deviations from the General Requirements, you must provide justification for each individual item.
3. Provide full catalog pricing, including MSRP, percentage discount, and final cost, in a Word or Excel format. Provide physical address(es) of all storefronts serving Police and Fire Department personnel.
4. Provide details on services at each location, including on-site sizing, product review, alterations/repairs, uniform consultations, and catalog access.
5. Provide the number of staff available for sizing and alterations, including their qualifications and experience and hours of operation.
6. Provide a detailed description of sizing methodology, including in-person and alternative sizing options.
7. Provide details on the process and items available for sampling items prior to ordering.
8. Provide details on how sizing accuracy will be ensured to minimize errors and returns.
9. Provide a timeline between sizing and delivery.
10. Describe the range of men and women’s sizes that you offer.
11. Describe method of communication with City departmental representatives and the process for sampling items.
12. Describe the ordering process Tucson Police employees should follow when purchasing.
13. Provide details and samples of the organization and tracking methods for individual employee orders and budgeted cost allocations.
14. Provide sample backup documentation for all orders received.
15. Provide details on all available ordering methods, including in-store and online.
16. Provide details for online platforms, including functionality, user access, account management, stipend tracking, and order history.
17. Provide a sample, demonstration, or screenshots of the system; if available, provide a test website with login credentials.
18. Describe any alternative purchasing methods.
19. Describe processes for bulk orders, including academy classes or special units.
20. Describe real-time reporting for inventory levels, order status, delivery tracking, and employee stipend balances.
21. Provide a sample or demonstration of the inventory tracking and invoicing system.
22. Provide details on the inventory you will provide in stock, including sizes and brands.
23. Describe delivery methods (in-store pickup, hand delivery, shipment).
24. Describe handling processes (transportation, unpacking, inspection, repackaging, reshipment).
25. Provide details on shipping, handling, or related logistics costs for purchases and returns and explain calculations or indicate if included at no cost.
26. Provide specific timeline from sizing to delivery.
27. Provide details of experience with law enforcement uniform embellishments, including embroidery, patches, and insignia.
28. Are any of your services in-house or subcontracted?
29. Provide details on your quality control measures specific to embellishments.
30. Describe your quality control practices for compliance with the Scope of Work.
31. Describe procedures for addressing defective products or incorrect orders and any additional cost or if included at no cost.
32. Explain replacement or correction processes for defective or misordered items, include incorrect orders when the City employee made an error, and also when the error was the fault of the Contractor.
33. Provide a sample invoice.
34. Describe communication methods with the Police Department, including issue resolution and ongoing coordination.
35. Describe catalog updates and availability (electronic and print).
36. Provide full catalog pricing (MSRP, discount, final cost).
37. Describe how you will keep the City updated on all available catalogs.
38 As future catalogs are released, how is the City notified? Are these available electronically?
COOPERATIVE PURCHASING
1. Detail the full scope of Police Uniforms, Ballistic Shields and/or Fire Body Armor and related products that your company offers. Participating agencies of the Axia Cooperative purchasing program may utilize the resulting contract(s) to procure specific items that the City of Tucson, so prepare a comprehensive offering of your balance of line to accommodate those participating agencies. Pricing for additional items should be provided in your response to the Price Proposal section. 2. Demonstrate your commitment to leverage the Axia Cooperative purchasing program to make the resulting contract available to public agencies across the country. Include details about your firm’s ability to: Market the agreement to public agencies nationally, educate your firm’s sales staff about the cooperative purchasing program, connect your sellers with the Axia team to pursue joint selling efforts, connect with customer decision makers and, Track sales and report back to Axia Cooperative. 3. What specific steps will your company take to train and equip their account managers to sell the cooperative contract / program on a national basis? 4. Will you establish national sales goals for public agency adoption of the cooperative agreement? 5. What tools will you utilize to track opportunities and hold sellers accountable? 6. Who are your national/corporate points of contact for sales, marketing, contract administration and monthly sales reporting for the cooperative program? 7. Describe all methods of accepting orders (online, apps, phone, email, in-person, etc.). 8. Describe your available invoicing processes. 9. Describe your customer issue resolution process. Include details of various problems that may arise, such as invoicing disputes and receipt of incorrect damaged items. Also detail customer service escalation procedures. 10. Describe performance measures for areas such as stocking/refills, shipment time, fill rate, backorder rate, etc. 11. Describe what happens when an item is out of stock and a customer wants to order that item. 12. Detail any value-added services and programs that may complement your comprehensive offering. Such offerings may include (but are not necessarily limited to): Online ordering capabilities, including (but not necessarily limited to): eCommerce platform capabilities, availability of mobile websites and/or mobile apps, online order tracking and order history availability of contract pricing through the proposed online system ability to accept pCards, etc., ability to manage and restrict access to the proposed online system, ability to view product data, such as technical information, illustrations, Material Safety Data Sheets (MSDS), ability to save “favorite” products or curate personal lists, detail of security protocols to ensure customer data is safe, such as data storage and data transfer techniques, software punchout interface capabilities, inventory management solutions, such as on-site management, vending machines, mobile service, etc., small business partnership programs, such as local fulfillment and/or service partners, training & Education, consulting services, green / Sustainable programs, such as recycling programs, company policies, product certifications, staff and/or company certifications, sustainable distribution practices, etc., installation services, repair/maintenance services, customer support services, rebate/incentive programs and, other services, include details as to how these proposed services/programs would be rolled out to the City of Tucson and other participating agencies through the Axia Cooperative purchasing program. 13. Complete and sign the Federal Funds Certification included in Attachment C, Exhibit C. 14. Please review the Sample Axia Cooperative Administration Agreement in Attachment C, Exhibit D. Note any questions, concerns and/or proposed exceptions.
Please complete Attachment J - Price Page.
Catalog Pricing: Contractor shall provide percentage off catalog pricing for all products not included in Attachment J price page.
i. Describe how you will price catalog items that are not listed on the price page. That is, by product category, manufacturer name, part number etc.
ii. Disclose the number of items in each product category and in the catalog.
COOPERATIVE PURCHASING
A. Provide examples of prior experience supplying compliant ballistic shields to law enforcement agencies.
B. Provide examples of past experience managing shield quality and warranty issues for similar agencies.
C. Provide a general overview of your company, including the number of years in business, corporate headquarters location, type of business, and a Dun & Bradstreet report or annual report.
D. Provide a detailed description of your shop, including facility, equipment, and supplies.
1. Please include the size and location(s) of your Tucson facilities.
E. Provide resumes and/or biographies for all key personnel, including supervisors, who will be assigned to this contract.
F. Provide at least three (3) references for work similar in scope to this RFP. References may be from law enforcement agencies or public safety organization.
For each reference, provide the following:
1. Name
2. Title
3. Organization
4. Address
5. Contact information including phone number and email address
6. Contract size/scope
G. If the use of subcontractors is proposed, provide the information requested in Items A through D for each subcontractor.
H. Provide an organization chart and the total number of employees in the Tucson area.
I. Designate the primary representative for the City to contact regarding this contract.
J. Offerors submitting a proposal as a manufacturer’s representative shall supplement their proposal with a letter from each manufacturer represented. Each letter shall certify that the Offeror:
1. Is authorized to provide the specific products included in its proposal.
2. Is authorized to submit a proposal for those products.
3. In the event the Offeror fails to fulfill any obligations arising from a contract award, upon assignment by the City, the manufacturer will either assume those obligations or provide an alternate authorized vendor for the remainder of the contract term.
A. Provide details on compliance with all applicable NIJ or ASTM standards for ballistic shields.
B. Explain how all shields supplied are constructed identically to certified or verified models.
C. Provide procedures for supplying compliance documentation and certifications upon request.
D. Describe all shield types offered, including size, weight, ballistic ratings, and optional accessories.
E. Provide detailed information on shield construction, materials, and protection levels.
F. Provide details on any extended sizing available.
G. Provide details on the ordering process for individual and bulk shield purchases.
H. Provide specific production and delivery timelines.
I. Describe processes for emergency or expedited orders.
J. Provide details on real-time tracking of orders, inventory levels, and delivery status.
K. Describe quality control measures during production, inspection, and delivery.
L. Provide warranty terms and explain procedures for addressing defective shields.
Please complete Attachment J - Price Page
Catalog Pricing: Contractor shall provide percentage off catalog pricing for all products not included in Attachment J price page.
i. Describe how you will price catalog items that are not listed on the price page. That is, by product category, manufacturer name, part number etc.
ii. Disclose the number of items in each product category and in the catalog.
A. Past Performance
1. Provide examples of past performance supplying NIJ-compliant ballistic, stab-resistant, combination armor, helmets, and related products to municipal or public safety agencies.
2. Identify the specific NIJ standards applicable to each product previously supplied and confirm listing on the NIJ Compliant Products List (CPL), where required.
3. Demonstrate experience providing products constructed identically to certified models.
4. Provide documentation examples of how compliance certifications and test reports were supplied to past clients.
B. Measurement & Fitting Experience
1. Provide examples of prior work measuring and fitting individually issued body armor for personnel, including compliance with ASTM E3003 (most current version).
2. Describe experience conducting on-site measurements using trained personnel at client-designated locations.
3. Demonstrate expertise in ensuring proper coverage, panel overlap, duty gear clearance, and ergonomic fit.
4. Provide examples of prior experience fitting K9 ballistic and/or stab-resistant vests.
C. Product Categories & Protection Levels
1. Demonstrate experience supplying ballistic, stab-resistant, combination vests, rifle plates, stand-alone plates, K9 vests, helmets, carriers, and approved accessories.
2. Provide examples showing ability to supply multiple protection levels (IIA, II, IIIA, III, IV, and applicable spike levels) and documentation of verification.
3. Show experience providing male/neutral, female, and extended sizing options.
4. Provide examples of supplying additional protective items, including trauma packs, plates, inserts, and extremity protectors.
D. Ordering, Delivery & Logistics Experience
1. Provide examples of managing the full process from measurement through delivery for public safety agencies.
2. Demonstrate experience with production timelines, bulk orders, phased deployments, and communication of backorders or delays.
3. Provide examples of handling emergency or expedited orders.
E. Labeling, Serial Number Tracking & Documentation
1. Provide examples of compliance with NIJ labeling requirements, including model designation, protection level, manufacturing date, lot number, and unique serial number.
2. Demonstrate experience maintaining a serial number tracking system and database accessibility.
3. Provide examples of maintaining compliance documentation and warranty information for clients.
F. Quality Assurance & Warranty Experience
1. Provide examples of quality assurance procedures during manufacturing, inspection, and delivery.
2. Demonstrate experience ensuring first-quality workmanship and compliance with performance standards.
3. Provide examples of handling defective products, fit discrepancies, warranty claims, or vendor errors.
G. Transition to Updated Standards & Product Management
1. Provide examples of transitioning products from older NIJ standards (e.g., 0101.06) to new standards (e.g., 0101.07, 0115.01).
2. Demonstrate experience developing or introducing new products meeting NIJ or ASTM standards.
3. Provide examples of managing product removal from price lists when items became suspended, inactive, or non-compliant.
H. Training & Industry Knowledge
1. Provide an overview of prior training programs for employees, resellers, or authorized distributors related to updated armor standards and new products.
2. Demonstrate knowledge of evolving NIJ and ASTM standards and participation in compliance updates.
3. Provide examples of experience working with municipal fire departments or other public safety agencies during armor standard transitions.
A. Compliance and NIJ Standards
1. Provide details on all ballistic carriers, Level IIIA soft armor panels, Level III+ steel hard armor plates, and ballistic helmets that meet the specifications identified in the Scope of Work.
2. Provide details on the specific NIJ standard applicable to each ballistic component and confirm listing on the NIJ Compliant Products List (CPL), where required.
3. Provide documentation verifying:
a. NIJ certification status
b. Steel construction for hard armor plates
c. Stand-alone rating for rifle plates
d. Level IIIA rating for soft armor and helmets
4. Explain internal procedures for ensuring products delivered are identical in construction, materials, and performance to the certified models listed on the NIJ CPL.
5. Describe procedures for monitoring NIJ compliance status and removing any suspended, inactive, or non-compliant products from availability under this contract.
6. Describe how compliance documentation, manufacturer certifications, and warranty information will be furnished with each order.
G. Compatibility
1. Provide details on how you will meet the City’s requirement that all products be fully interchangeable with currently deployed equipment.
2. Explain how dimensional tolerances, thickness, plate profile, and carrier configuration will be verified to ensure:
a. New steel plates fit into existing department-issued carriers.
b. New carriers accept previously issued department steel plates.
c. Helmets match existing cut profile and accessory mounting configurations.
3. Describe procedures for verifying compatibility prior to order fulfillment.
4. Explain how any proposed substitution or manufacturer change will be reviewed and submitted for City approval.
K. Measurement & Fitting
1. Provide procedures for professional measurement and fitting of ballistic carrier systems.
2. Provide details for personnel responsible for fittings and summarize qualifications and experience.
3. Describe processes to ensure proper panel placement, plate positioning, overlap, and protective coverage.
4. Describe procedures for correcting fit discrepancies within thirty (30) days of delivery at no cost to the City.
L. Production, Delivery & Communication
1. Describe the process from order receipt through manufacturing, quality inspection, and delivery.
2.. Provide standard production and delivery timelines.
3. Describe communication procedures for delays, backorders, or manufacturing interruptions.
4. Describe delivery methods and confirm F.O.B. Destination.
S. Documentation and Delivery
1. Describe labeling practices consistent with NIJ requirements, including:
a. Model designation
b. Protection level
c. Manufacturing date
d. Serial or lot number
2. Describe and confirm that serial numbers for hard armor plates and helmets are maintained and traceable.
3. Describe how documentation will be provided to the City at time of delivery, including:
a. NIJ CPL confirmation
b. Manufacturer certifications
c. Warranty documentation
d. Product specification sheets (weight, thickness, dimensions)
V. Warranty
1. Describe quality assurance procedures used during manufacturing and prior to shipment.
2. Describe inspection protocols to ensure first-quality workmanship and compliance with contract specifications.
3. Provide warranty terms consistent with the Scope of Work.
a. Describe procedures for addressing defective products, fit issues, compatibility failures, or vendor errors.
b. Provide details on compliance with replacement procedures for non-conforming or defective products within thirty (30) days of notification.
c. Describe procedures for notifying the City of product recalls, NIJ decertification, or safety bulletins.
4. Provide details on how you will provide written care and maintenance instructions for all ballistic components.
5. Describe recommended inspection schedules and replacement timelines.
Please complete Attachment J - Price Page
Catalog Pricing: Contractor shall provide percentage off catalog pricing for all products not included in Attachment J price page.
i. Describe how you will price catalog items that are not listed on the price page. That is, by product category, manufacturer name, part number etc.
ii. Disclose the number of items in each product category and in the catalog.
As stated in the Instructions to Offerors. Discounts, the price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.
Cooperative Purchasing allows other public agencies to piggyback on the City of Tucson’s contracts. Will your firm provide Axia Cooperative, as the administrator of this national cooperative contract, an administrative fee in the form of a percentage of sales?
Please ensure that all required information is included with your response.
Please upload your response to the Evaluation Criteria.
Please upload your Pricing Proposal (if applicable).
Please upload your signed Offer and Acceptance form.
Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.
If you answered yes, then you must use this field to identify the sections of your submittal that you are requesting be withheld from public record.
If sections are not identified as confidential in this field, your request to hold information confidential may not be accepted.
Please note: The City of Tucson is a public agency subject to public records laws. Therefore, all requests to withhold information from the public record must be accompanied by justification. Pricing will not be held confidential.
In accordance with Instructions to Offerors - Exceptions to Contract Provisions, any exceptions that an offeror wishes to submit for the City's consideration must be indicated here in order to be considered.
Will Living Wage Requirements be a part of the resulting contract?
Please select the required language that should be included under Special Terms and Conditions for this project. Please select all that apply.
Please select the additional insurance coverages required for this project. Please select all that apply.
What is the initial term of the contract?
Please use the following format: one (1)
Even if you selected auto renewal, you need to add the initial term, i.e. one (1)
Will renewal options be given with this contract?
If you selected Auto Renewal, select No.
What is the renewal term of the contract?
Please use the following format: four (4)
If no extension options will be given or you selected automatic renewals, please enter "N/A".
Will you build the pricing table in OpenGov Procurement?
If you will be requesting the pricing to be provided by the vendor outside of the OpenGov system, have you attached the required document to this solicitation?
Do you have any attachments?
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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