Uniform Management Program Request for Proposals

The City of Madison, Wisconsin, in consultation with the Sweatfree Purchasing Consortium has released a Request for Proposals  for various kinds of clothing worn by its firefighters, police, metro transit and other employees.  The contract allows and invites other state and local government agencies in the United States to purchase uniforms under the same terms and conditions for the life of the contract.  Designed to address unsafe and illegal conditions in apparel factories, the contract raises the bar for human rights due diligence in government contracting, requiring transparency, compliance plans, and independent oversight.  An independent review panel, coordinated by the Sweatfree Purchasing Consortium, will assist the City of Madison and other user agencies in evaluating contractor compliance at the proposal, award, and contract performance stages of the process.

Is your agency potentially interested in using the contract?  If so we encourage you tell the City of Madison.  The more the interest at this early stage, the more competitive the proposal process, and the stronger the resulting contract will be.

Key Dates

Request for Proposals

Review Panel

Human Rights Due Diligence Summary


Key Dates

May 1, 2014: RFP release

June 13, 2014: Bidder Disclosure Statements and Uniform Samples due

August 22, 2014: Technical and Cost Proposals due

January 1, 2015: Anticipated contract approval and start date

Please refer to the Uniform Management Program RFP for a detailed calendar.


Request for Proposals

The City of Madison, Wisconsin, in consultation with the Sweatfree Purchasing Consortium, has released a Request for Proposals for a comprehensive and efficient Uniform Management Program for the manufacture, design, inventory, supply, and delivery of high quality, properly fit uniforms. The types and categories of uniforms specified in this RFP include public safety, general trade, supervisory and dress apparel, t-shirts and cottonwear that are typically used by Fire, Metro Transit, Police and other municipal operations agencies.

This solicitation will be awarded as a contract for the City of Madison. However, it is the intent of this procurement to establish the resulting contract as a cooperative “piggyback” contract that will be made available for use by City of Madison agencies as well as other public sector entities including, but not limited to, members of V.A.L.U.E. (Volume Acquisition and Large Uniform Expenditures), a non-profit organization made up of approximately 167 local government counties, cities, towns, villages, school districts, libraries, utitlities and other public entities in the Southeastern Wisconsin area, WAPP (Wisconsin Association of Public Purchasers), and the Sweatfree Purchasing Consortium.

The estimated dollar volume of Products and Services purchased under the proposed Agreement is five hundred thousand dollars annually. This estimate is based on the annual purchases by the Madison Fire Department, Metro Transit, Madison Police Department and other anticipated purchases by city agencies for t-shirts and cottonwear.  The City of Madison anticipates that the actual volume that will be purchased under the cooperative contract will exceed that which is included in this solicitation. The City of Madison and the Sweatfree Purchasing Consortium is committed to promoting the resulting agreement among other public agency organizations nationwide.

The City of Madison will select the Contractor that is most compliant, capable and willing to work towards fulfilling the sweatshop-free requirements as established by Madison General Ordinance 4.25.  The City will work with the Sweatfree Purchasing Consortium to accomplish various reviews and evaluations of bidder and contractor compliances during the RFP process as well as during the contract performance period.

The Request for Proposals, including appendices and attachments are available for download below.

Uniform Management Program Request for Proposals

Appendices A, B, C, F, G

  • Appendix A:
  • RFP FORM A: Signature Affidavit
  • RFP FORM B: Receipt Forms and Submittal Checklist RFP FORM C: Contractor Profile
  • RFP FORM D: Proposer References
  • RFP FORM E: Designation of Confidential and Proprietary Information
  • Appendix B:Bidder Disclosure Statement
  • Appendix C: Proposer Assurance of Intent and Capacity to Submit Compliance Plan
  • Appendix F: Qualifications, Program Implementation and Contract Management
  • Appendix G: Uniform Program Requirements

Appendix D: Uniform Samples – Proposed Equals

Appendix E: Compliance Scoring Worksheet for Bidder Disclosures

Appendix H: Pricing Proposal

Attachments A-D

  • Attachment A:  Sample Compliance Scoring
  • Attachment B:  Standard Terms and Conditions
  • Attachment C:  Sample Contract for Purchase of Services
  • Attachment D:  Sample Vendor Sweatfree Compliance Plan

Addendum No. 1, June 4, 2014, Responses to Questions Received About the RFP


Review Panel

The purpose of the Sweatfree Purchasing Consortium Cooperative Contract Review Panel is to assist the City of Madison and other user agencies in evaluating and achieving compliance with the sweatfree terms and conditions in the Uniform Management Sweatfree Cooperative Contract to be awarded in 2014.  The review panel provides guidance and recommendations only; the City of Madison and other user agencies make compliance determinations.

Download the Review Panel guidelines here.

Materials referenced in the guidelines:


Human Rights Due Diligence Summary

This Request for Proposals, published shortly after the one-year anniversary of the Rana Plaza building collapse in Bangladesh, raises the bar for human rights due diligence in government contracting.  This multi-government initiative, led by the City of Madison, Wisconsin, is part of a larger effort to to eliminate unsafe and illegal working conditions in apparel factories worldwide. The contract requires:

  • Transparency: Bidders must disclose names and addresses of factories as well as workers’ minimum wages and benefits.
  • Compliance plan to remedy and prevent violations: The winning bidder will work with the City of Madison and the Consortium to implement a compliance plan that includes worker education, a grievance process, responsible purchasing practices, and prevention measures to address health and safety conditions in high-risk areas such as Bangladesh and Pakistan.
  • Independent oversight: Contractor rebates will help to fund independent monitoring of suppliers and factories where there is a high risk of violations.
  • Rigorous compliance review and evaluation:  An independent review panel, coordinated by the Sweatfree Purchasing Consortium, will assist the City of Madison and other user agencies in evaluating contractor compliance at the proposal, award, and contract performance stages of the process.  The review panel will include experts in international labor rights and representatives of public agencies that use the contract.

Download this summary of the human rights due diligence requirements here.