Request for Proposal

Wildland Firefighting Personal Protective Equipment (PPE)

Issuing Organization: West Pulaski Fire Protection District #23 Issue Date: October 12, 2026 Questions Due: November 1, 2026 Proposal Due Date: November 13, 2026 Presentation to committee: To be determined based on availability Contact: Scott Joblin, Fire Chief WPFD@SBCGlobal.net 501-821-9320

  1. Introduction and Purpose

West Pulaski Fire Protection District #23 (“the Organization”) is seeking proposals from qualified vendors to supply approximately fifty (50) complete sets of wildland firefighting personal protective equipment. Each set will outfit one member and must include the following items:

  1. Helmet
  2. Eye protection
  3. Coat
  4. Pants
  5. Boots
  6. Carrying bag

The Organization’s goal is to equip its members with durable, comfortable, standards-compliant gear suited to wildland operations, and to select a vendor that provides quality products, accurate sizing, and dependable service and support.

  1. Scope of Work

The selected vendor will supply approximately 50 complete sets of gear as described below. The final quantity may be adjusted by up to [10]% based on available funding and final sizing results. Proposals should include unit pricing so that quantity adjustments can be calculated.

2.1 Helmet

  • Wildland firefighting helmet certified to the current edition of NFPA 1977.
  • Adjustable suspension and chinstrap suitable for extended wear.
  • Compatibility with the proposed eye protection, and with hoods, shrouds, or head lamps where applicable.
  • Available in [color(s)]: white, red, black, and yellow

2.2 Eye Protection

  • Goggles or safety glasses meeting ANSI/ISEA Z87.1 and any applicable NFPA 1977 requirements.
  • Anti-fog and scratch-resistant lenses; indirect venting or equivalent protection against embers and fine debris.
  • Compatibility with the proposed helmet and with members who wear prescription glasses.
  • Replacement lens availability and pricing.

2.3 Coat

  • Flame-resistant wildland coat certified to the current edition of NFPA 1977.
  • The vendor will provide the committee with available options for shell fabric and weight, construction, closures, pockets, reflective trim, and collar design.
  • Available in men’s and women’s cuts or an equivalent range of fits, with sizes from [XS] through [3XL], including regular, short, and long lengths.

2.4 Pants

  • Flame-resistant wildland pants certified to the current edition of NFPA 1977.
  • The vendor will provide the committee with available options for shell fabric and weight, construction, closures, pockets, reflective trim, and collar design.
  • Available in a full range of waist and inseam sizes, including men’s and women’s cuts or an equivalent range of fits.

2.5 Boots

  • Wildland firefighting boots certified to the current edition of NFPA 1977.
  • The vendor will provide the committee with available options for height, upper material, sole type, lug pattern, and heat resistance.
  • Full and half sizes, with width options (standard and wide at minimum).

2.6 Carrying Bag

  • Durable gear bag sized to hold all items listed above.
  • The vendor will provide the committee with available options for capacity, materials, and features such as ventilated compartments, separate boot storage, reflective elements, and shoulder straps or backpack carry.
  • The bag will include a location for a name or ID labels.
  1. Sizing and Fitting Requirements

Accurate fit is critical to member safety and comfort. The vendor must provide a minimum of three (3) fitting sessions at the Organization’s location(s) as part of the proposal price. The Organization anticipates the following structure, which vendors may refine in their proposals:

  1. Initial sizing session: Vendor representatives measure members and have them try on sample garments, boots, helmets, and eye protection to establish sizes.
  2. Verification session: Members try on gear from the first order to confirm fit, comfort, and range of motion, and to identify exchanges.
  3. Final fitting and adjustment session: Remaining exchanges and adjustments are completed, and any members who were absent from earlier sessions are fitted.

Additional requirements:

  • Vendor must bring a full range of sizes and cuts for try-on.
  • Vendor must describe the process and timeline for exchanging items that do not fit, and state whether exchanges are at no additional cost.
  • Vendor must describe how sizing records will be maintained and delivered to the Organization.
  • Proposals should state how many representatives will attend each session, the expected duration, and the vendor’s lead time to schedule sessions after award.
  1. Presentation and Gear Display

Vendors submitting proposals are requested to present their proposal and display sample gear to the Organization’s selection committee** at a location and date to be determined based on availability. The presentation should:

  • Last no more than [45] minutes, followed by [15] minutes for committee questions.
  • Include a physical display of each proposed item (helmet, eye protection, coat, pants, boots, and carrying bag) so that committee members can inspect and handle the gear.
  • Summarize the proposed products, certifications, pricing, delivery timeline, fitting plan, warranty, and service and support.
  • Identify the individuals who will be the Organization’s main points of contact during and after the order.

Vendors should notify the contact above of their intent to present on a mutually acceptable date and time. Presentation time slots will be assigned by the Organization. Costs of attending the presentation and transporting display items are the vendor’s responsibility.

  1. Vendor Qualifications

Proposals must include:

  • Company background, years in business, and experience supplying wildland firefighting PPE.
  • At least [three (3)] references from fire agencies or departments of comparable size that have purchased similar gear in the past [three] years, with contact information.
  • Evidence of current NFPA 1977 certification for each proposed item, issued by an accredited third-party certification organization. Provide model numbers and certificates.
  • Any history of product recalls or safety notices related to proposed products in the past [five] years.
  1. Proposal Contents

Proposals must be submitted in the following order:

  1. Cover letter signed by an authorized representative.
  2. Product descriptions and specifications for each item (helmet, eye protection, coat, pants, boots, carrying bag), including manufacturer, model, materials, certifications, available sizes and colors, and weight where relevant.
  3. Fitting plan covering at least three fittings, as described in Section 4.
  4. Pricing: itemized unit price for each item, price per complete set, total price for 50 sets, and a separate listing of any optional items (spare lenses, additional bags, name labels, etc.). State shipping, taxes, and any other fees. Prices must remain valid for at least [90] days.
  5. Delivery schedule: estimated lead time from order to delivery, and proposed fitting and delivery timeline.
  6. Warranty and service: warranty terms for each item, repair and replacement procedures, and care and cleaning guidance.
  7. Training and support: any product care, inspection, or maintenance training offered.
  8. References and certification documents, as described in Section 6.
  9. Presentation availability: confirmation of the vendor’s willingness and availability for the presentation and display described in Section 5.
  10. Exceptions to any terms of this RFP, clearly marked.

Submit one (1) electronic copy in PDF format to WPFD@SBCGlobal.net. Physical copies of the proposal can be sent to 2810 Whispering Pine Road, Litte Rock, AR 72210 or provided at the time of presentation to the committee.

  1. Evaluation Criteria

The selection committee will evaluate proposals using the following criteria. Weights are provided for guidance and may be adjusted by the Organization.

Criterion Weight Product quality, compliance, and suitability for wildland operations 30% Total cost 25% Fitting plan and sizing support 15% Presentation and gear display 10% Delivery schedule 10% Warranty, service, and vendor references 10% Total 100%

The Organization may request clarification or additional information from any vendor and may conduct follow-up discussions or negotiations with finalists.

  1. Terms and Conditions
  • This RFP is a request for proposals only and is not an offer or a commitment to purchase. The Organization reserves the right to reject any or all proposals, waive informalities, and cancel this RFP at any time.
  • The Organization is not responsible for any costs incurred by vendors in preparing proposals or presenting.
  • Award is subject to available funding and any applicable procurement laws and policies of [Organization / jurisdiction].
  • All gear must be new, unused, and delivered in original packaging, in compliance with the certifications stated in the proposal.
  • The selected vendor will be required to enter into a written agreement or accept a purchase order consistent with this RFP and the vendor’s proposal.
  • Information contained in proposals may be subject to public records laws. Vendors should clearly mark any information they consider confidential or proprietary.
  • Vendors may not contact committee members about this RFP outside of the contact listed above during the evaluation period.
  1. Questions

Direct all questions in writing to the contact listed on the first page by the question deadline. Answers will be shared with all vendors who have indicated interest in this RFP.