The City of Moorhead (the "City") is a community of more than 45,000 residents, and the Moorhead Police Department provides 24-hour police services to the community. The City supports a department consisting of 64 sworn officers and 18 civilians, plus 15 police volunteers. The City is requesting quotes from qualified Suppliers to provide law enforcement uniforms, duty equipment, and accessories. The uniforms and equipment will be ordered on an as needed basis. It is the intent of the City to outfit each Officer with a wardrobe of the brands specified in the appendix to maintain uniformity, standardization, and quality appearance.
The City is issuing this Request for Quotes ("RFQ") to identify general suppliers of law enforcement uniforms, equipment, and supplies. The selected Supplier must be able to provide sales of uniforms and equipment. It is also preferred that the selected Supplier provide embroidery services.
Service Requirements
The City is seeking a Supplier with the ability to provide quality products, prompt shipping, and exceptional customer service. Suppliers should be able to meet the following service requirements:
- Turnaround time on in-stock popular sizes shall be no more than 10 days from the date of order. Turnaround time on all other uniform items shall be 25 business days or less.
- Have the ability to design artwork files; design and supply the city with electronic, readable, transferable copies of all graphic files including dimensions for the original, functional artwork upon request and without hesitation or modification.
- Shall have facilities capable of performing embroidery services as required. The thread colors of the embroidered logos or designs must match the files provided by the City.
- Shall manage a database or record-keeping system to maintain all sizing profiles for all officers. The database/record-keeping system shall include the required alterations to assist in expediting the delivery of future replacement garments.
- Shall provide an online store where employees can view available items, with purchase restricted to specific department representatives
- Shall make every attempt to locate products to resolve backorder issues.The Supplier shall give an updated estimated delivery date on any backordered item and provide a monthly report of all back-ordered product/items.
- Any item found to be defective, improperly sized, or not in accordance with specifications, although accepted through oversight or otherwise, shall be replaced or altered and shipped at the expense of the Supplier. **Custom orders furnished in accordance with specifications shall not be subject to this return provision. **
- To maintain consistent standards of quality work across the City, the Supplier must provide a point of contact (POC) throughout the duration of the contract.
- All items will be new and first quality as to construction, workmanship, and appearance.
Contract
The initial term of this contract shall be for two (2) years, with the first year commencing on January 1st, 2026, and expiring December 31st, 2027. The City and Supplier would have the option for up to three (3) additional one (1) year renewal options. Contract prices shall remain firm during each contract year. A price adjustment may be considered on the anniversary date each contract year.
Please review the Request for Proposal document for information and additional attachments below.
Additional Attachments
The timeline for this project is:
- RFQ Posted November 7, 2025
- Questions due no later than November 14, 2025
- RFQ Closes November 28, 2025 at 2:00pm CST.
- Approval of RFQ Selection December 12, 2025
- Service Term: January 1, 2026 to December 31, 2027
