Work Wear ScopeSUPPLY OF WORKWEAR
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The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission
shall have accurately described your understanding of the objectives and scope of the requested
products and services and provided an outline of your process to implement the requirements of the
Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum,
the following:
A. PURPOSE
The City of Denton is seeking a firm to supply workwear to various City departments. Interested
vendors must be able to include all costs in the unit price, provide embroidery and screen print
services, and provide firm lead times and pricing.
B. HISTORICAL DATA
From October 2023 to September 2024 the City spent an estimated $260,000 on workwear.
From October 2024 to mid-February 2025 the City has spent around $100,000 on workwear.
Department Most common items purchased
# of
employees
Parks Maintenance Each employee gets 6 shirts, 6 pants, plus winter gear as
needed, 1 jacket, 1 hoodie, 1 pull over, and coveralls 60
Traffic Long Sleeve Shirts, Short Sleeve Shirts, Jeans, and Hats 12
Water Plant Shirts, Jeans, Jackets, Hooded Coat, Hats, and Coveralls 35
Wastewater Plant Shirts, Jeans, Jackets, Hooded Coat, Hats, and Coveralls 30
Solid Waste Pants, Jackets, Bibs, Safety Vest, Shirts 122
Warehouse 6 polos, 1 jacket, and 1 hoodie 7
Warehouse Stocks Vest and Beanies for City-Wide
C. SUBMISSIONS
Additional information clarifying the supplier’s proposal shall be attached to their submission.
Pricing must include all costs as detailed in this specification including the necessary shipping
required. Any special fees, commissions, etcetera must be included in the quoted price.
Interested suppliers do not have to bid on all sections. The City may award by line or section.
D. PURCHASE ORDERS AND GENERAL REQUIREMENTS
The City will issue Purchase Orders as needed. It is the intent of the City to purchase workwear
throughout the year to outfit new hires as needed, and to place large orders once a year to replace
workwear for entire department. Time of order and quantities will vary. Vendors must be able to
provide the same level of service for order requesting one garment and orders requesting hundreds.
Vendors must include any minimum order quantity requirements or exceptions with their
submission. Changes to their response will not be accepted after review or award.
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The City is also interested in the ability to purchase workwear at local storefront locations using a
Purchase Order. Vendors with local storefronts are encouraged to submit a response, and to note
in their proposal the local services they are able to provide.
E. PRICING
Pricing shall be based on discount off current published manufacturer’s list price, FOB
Destination. Bidder’s pricing structure shall remain firm through the term of the contract.
The awarded vendor may update the manufacturer’s price list during the contract period on
anniversary dates or as issued by the manufacturer to reflect new products, supplier’s price
changes, deletion of discontinued products, etc. However, all percentage discounts bid shall remain
firm (or increase) for the duration of the resulting contract. Supplier shall provide the City with
copies of price list(s) as issued by the manufacturer and as requested by the City.
Contract prices may be subject to increase or decrease during the contract period in accordance
with changes made by the manufacturer in their established nationally distributed price list or
published catalog. Catalog or price lists may indicate increases or decreases in pricing, but the
percentage discount originally accepted for award shall not be decreased during the contract period
unless specific documentation from the manufacturer is provided showing that it cannot support
the discount on the product without undue hardship. Reduction in discount from that originally
accepted may result in deletion of item from award. Decision will be made on a case-by-case basis.
Price decreases or discount increases are permitted and encouraged at any time.
New Products will be considered for inclusion provided they are pertinent to the award description
and offered to the University at the same terms and conditions as in the original bid and at pricing
or discounts deemed to be reasonable and in the best interests of the City.
F. PRODUCT RETURNS AND RESTOCKING FEES
The City may request that a contractor accept return of merchandise already delivered or that a
contractor cancel an order prior to delivery. If the return is required through no fault of the
contractor, the contractor may request a reasonable restocking charge. The Customer may pay a
restocking charge if the City determines that the charge is justifiable. As a guideline, such charges
shall not exceed 10%.
G. GENERAL REQUIREMENTS AND SPECIFICATIONS
• Vendors must provide the items listed in the ‘Line Items’ detail of this solicitation. The
‘Line Items’/Pricing Sheet is divided in sections (A-M). The City understands that
manufacturers update and change catalogs and available colors. In an effort to accurately
compare pricing, the City requests that vendors quote the manufacturer and part number
requested in each line/section. If a part number is no longer available, vendors may quote
equal/comparable substitute part numbers.
• The City wants the ability to screen print/embroider any of our logos.
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• The City would prefer an online catalog that provides pictures, descriptions, sizes available,
and list price
• The City would like the ability to get sizing samples before placing larger orders.
• The City is interested in the ability to purchase workwear at local storefront locations using
a Purchase Order. Vendors with local storefronts are encouraged to submit a response, and
to note in their proposal the local services they are able to provide.
• Estimated quantities are provided based on historical usage for all sizes and colors. It is the
intent to award an inclusive contract that does not limit usage to one specific color. Vendors
must provide one price per line item, but may add notes an exceptions if applicable.
Exceptions are acceptable, and will be scored accordingly.
H. SINGLE POINT OF CONTACT (SPOC) -
Provide a SPOC, who is able to communicate with the Departments and is skilled,
knowledgeable, and experienced in providing the types of services listed in this Scope
of Work.
During times the SPOC is unavailable (due to vacation, travel, etc., for example), the
Vendor may provide a designee for the SPOC. The designee shall meet the same
requirements as specified for the SPOC within this SOW.
I. PROPOSAL CONTENT
The proposal must describe all proposed products, services, activities, and implementation
details necessary to carry out the scope of work in this RFP. Each proposal must include the
following components:
1. Implementation Approach and Methodology – 20%
This section should provide a detailed description of the approach and methodology to be
used to accomplish the Scope of Work of this RFP. The section should include:
• An implementation plan that describes in detail (i) the methods, including controls by
which your firm manages projects of the type sought by this RFP; and (ii) any other
project management or implementation strategies or techniques that the respondent
intends to employ in carrying out the work.
• Detailed description of efforts your firm will undertake to achieve customer
satisfaction and to satisfy the requirements of the Scope of Work.
• Proposal must clearly distinguish between features and functions that are fully
covered within the vendor’s baseline cost proposal versus options or alternatives that
would entail additional costs.
• Proposal must also clearly identify if there are services or service standards defined in
the specifications that the vendor cannot fulfill.
2. Turn-Around / Delivery Time – 25%
This section of the proposal should provide a detailed description of the guaranteed turn-
around time for quoting projects and estimated time to complete projects once an official
purchase order is issued.
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This section should also address the vendor’s capacity and flexibility to handle jobs with a
quick turn-around.
3. Staffing – 10%
Respondents must provide a description of the experience, qualifications, and accessibility of
their executives, the project manager, and key staff that will be assigned to this contract,
including the following:
• Description of the individual(s) that would be directly responsible the servicing the
City contract, including their qualifications and length of service in their current
position.
• Describe what you would do to ensure consistency of the service to the City in the
event that there is a change in the primary contact assigned to the City contract and
the process for notifying the City, including the amount of advance notice that can be
reasonably expected.
• Customer service philosophy and practice
4. Qualifications and References – 10%
The information requested in this section should describe the qualifications of the firm, key
staff, and projects within the past three years that are similar in nature, size, and scope to
demonstrate competence to perform these services. Information shall include:
• Description of the proposing firm’s qualifications, financial stability, resource depth,
and reputation of firms proposed as subcontractors for this project, if any;
• Names of key staff that participated on named projects and their specific
responsibilities with respect to this scope of work;
• A summary of the firm’s demonstrated capability, including length of time that your
firm has provided the services being requested in this RFP;
• Vendor(s) must submit examples of previous graphic design work;
• The location of your business where the majority of the work on the project will be
performed and where the items will be picked up or shipped from;
• Provide at least three local references that received similar services from your firm.
The City of Denton reserves the right to contact any of the organizations or
individuals listed. Information provided shall include: client name, project
description, project start and end dates, and client project manager name, telephone
number, and e-mail address.
5. Proposed Cost – 35%
The vendor should complete the line section of the solicitation. Embroidery Services and
Screenprint Services section of the pricing sheet should provide the price to complete the
logo that is referenced below. Other Services of the line section should provide the
percentage of discount for all other additional goods and services not listed. Please also
provide a catalog of all services provided.
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CITY OF DENTON (COD) LOGOS:
• City of Denton Logo:
The City of Denton’s official logo is the design shown below. It may not be stretched or
distorted to appear in any shape or proportions other than those shown here.
Chest Logo (left side/over pocket if applicable): 2”H x 2.75”W
(PMS 185 and Reflex Blue)
• Denton Parks & Recreation Logo:
This logo is copyrighted as the property of the City of Denton. Any other person, firm,
corporation, or organization should not use the official logo of Denton Parks & Recreation
for any purposes without the written approval of the City Manager. The official logo for
Denton Parks & Recreation shall be utilized on all Denton PARD materials ordered or
purchased. Chest Logo (left side/over pocket if applicable)
• Denton Municipal Electric Logo:
Denton Municipal Electric’s official logo has been set by Ordinance No. 98-202 and is
copyrighted as the property of the City of Denton. Any other person, firm, corporation, or
organization should not use the official logo of Denton Municipal Electric for any purposes
without the written approval of the City Manager. The official logo for Denton Municipal
Electric shall be utilized on all Denton Municipal Electric equipment, supplies, and materials
ordered or purchased.
Chest Logo: 3” x 2”
Back Logo: 10.5” x 7.5”
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(PMS 185 and Reflex Blue)
• Traffic Department: Chest Logo (left side/over pocket if applicable)
• Solid Waste:
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• Fire