AEDC’s 2020 PPE Tender: Planning a 1,350-Coverall Order

AEDC’s June 2020 tender, reference AED/G/01/06/2020, requested the five equipment groups listed above. The coverall allocation was S: 100; M: 510; L: 515; XL: 210; 2XL: 10; 3XL: 5, totaling 1,350 garments.

The technical requirements specified an arc rating above 12 cal/cm² and fabric mass above 250 g/m². Samples were mandatory for bid evaluation and testing; accepted samples established the benchmark for bulk quality. Submitted samples were non-returnable. Delivery was required within two months of award, with quotations on a DDP basis to AEDC’s central stores in Wuse Zone 5.

Procurement source: AEDC’s official 2020 tender, pages 3–5 and 8–9 — https://www.abujaelectricity.com/wp-content/uploads/2020/06/Invitation_to_Bid_PPE_2020.pdf (opens in a new tab)

Calculated from the tender’s quantities, M and L accounted for 1,025 of 1,350 coveralls, or 75.9%. The combined 2XL and 3XL allocation was 15 garments, or 1.1%.

Use the concentration in M and L to plan cutting quantities and carton counts. Check measurements across all six sizes, including the small-volume end of the range. Reconcile each size separately during production and packing: a correct total can conceal a shortage in one size and an excess in another.

Build a line-by-line response sheet linking each tender requirement to the offered specification, supporting document and any question requiring clarification. Keep the arc-rating evidence and flame-resistance evidence identifiable, and check that the documents apply to the product offered.

Bring the measurement chart, construction details, component list and marking layout into one controlled garment file. State the product, packing scope and delivery basis covered by the quotation. Resolve unanswered points in writing before issuing production instructions, then carry the agreed answer into the specification so purchasing and factory teams can act on it.

Arrange fitting checks that include standing, sitting, crouching and overhead reach. Observe sleeve coverage, room across the upper back and restriction at the crotch or knees; record the movement involved and the relevant garment measurements.

Ask the pattern maker to address a specific restriction, then check the revised garment. Moving up a size changes several dimensions at once, including waist, leg length and overall volume. Review the graded measurements at both ends of the size range and settle the chart before finalizing the submission sample.

Prepare a separate matching reference garment for the factory before submitting the tender samples. Identify its fabric, closures, thread, reflective components, markings and construction, and retain photographs and measurements with the garment. This reference must be separate from the samples submitted to AEDC.

After evaluation, align the factory reference and its records with the approved specification and document revision. Resolve any difference before bulk cutting. Submit proposed component or construction changes for technical review and written approval before use, and update the reference file when a change is accepted.

Check incoming materials against the approved component list and keep lot references available through cutting and sewing. Inspect the first finished garments against the approved specification, factory reference and measurement chart before releasing the full run.

Include seam construction, closures, markings and dimensions in the inspection record. Identify the sizes and batches examined so an issue can be traced to the affected work. For each fault, record whether to correct the work, hold it for review or reject it. Recheck corrected work before release, and verify finished quantities by size before they enter packing.

Assign carton numbers and use them consistently on labels and the packing list. Identify the product, size, quantity and batch reference on each carton. For mixed-size cartons, give the receiving team an explicit breakdown of their contents.

Plan where the 15 garments in 2XL and 3XL will be packed so they remain visible in the final reconciliation. Check the carton totals against all six tender quantities before dispatch. Keep footwear, helmets and positioning equipment under their own specifications and inspection records; coverall approval alone cannot authorize release of those product groups.

Separate bid preparation from the post-award delivery schedule. The tender required samples for evaluation, while its two-month delivery period ran from award.

Build the delivery plan around material readiness, cutting, sewing, inspection, corrections, packing, transport and receipt at the specified stores. Assign owners and target dates, and include the receiving arrangements in transport planning. Prepare carton labels and shipment documents alongside production. Track completed quantities by size, unresolved inspection points and transport readiness; when a task slips, identify the remaining work and revise the affected dates before committing to dispatch.

Send the packing list, product and batch references, relevant technical documents and inspection records with the shipment. Provide a contact and procedure for reporting shortages or discrepancies. At receipt, reconcile carton contents against the size schedule as well as the overall total.

Keep the approved specification, document revision and separate factory reference available for a later order, subject to a fresh review of requirements. For a new workwear RFQ, begin with the work tasks, required protection, size quantities, markings, receiving location and deadline, then agree on the evidence needed for acceptance.