REQUEST FOR SEALED BID The City of San Juan is requesting sealed bids for Athletic League Uniforms and T-Shirts. Bids are to be addressed to Carmen Gonzalez, Purchasing/Risk Manager, City of San Juan, 709 S. Nebraska Ave, San Juan, Texas, bids will be received on Wednesday, August 27, 2014, until 10:00 a.m., at which time they will be taken to the City Hall Conference Room and will be read aloud. REQUEST FOR SEALED BIDS FOR ATHLETIC LEAGUE UNIFORMS AND T-SHIRTS BID #14-25-08-27 PURCHASING DEPARTMENT CITY OF SAN JUAN 709 S. NEBRASKA AVE. SAN JUAN, TEXAS 78589-2649 Specification can be obtained by calling the Purchasing Department 956.223.2200, by picking them up at the San Juan City Hall, 709 S. Nebraska, San Juan, Texas between the hours of 8:30 a.m. – 4:30 p.m., Monday thru Friday, or by downloading them from the City’s web-site, www.cityofsanjuantexas.com. Be advised that if a firm downloads the bidding document from the web page and is contemplating bidding on the project, the bidder must register with the Purchasing Department so that any changes/additions via Addendum can be forwarded to the firm. Register with the by phone 956.223.2200, fax 956.787.5978, or email [email protected]. Please include the firm’s name, address, phone and fax number; as well as the contact person. The City of San Juan reserves the right to refuse and reject any or all bids and to waive any or all formalities or technicalities or to accept the bid to be the best and most advantageous to the City, and hold the bids for a period of sixty (60) days without taking action. Bids submitted past the aforementioned date and time will not be accepted. Caution to those submitting bids; those not in proper form may be rejected. REQUEST FOR SEALED BID FOR A ATHLETIC LEAGUE UNIFORMS AND T-SHIRTS CITY OF SAN JUAN INSTRUCTION TO BIDDERS Please read specifications thoroughly and make sure that the athletic league uniforms and t-shirts offered are in compliance with all requirements. Variation from the specifications is to be indicated on the item specification sheet and covered by letter attached to and made part of the bid. If no exceptions are noted, and you are the successful bidder, it will be required that the swimming pool repair project be provided as specified. PURPOSE The purpose of these specifications/requirements and bid documents are to execute a contract for: ATHLETIC LEAGUE UNIFORMS AND T-SHIRTS INTENT The purchase and delivery of Athletic League Uniforms and T-Shirts to be furnished under this bid shall be in accordance with these specifications and all Athletic League Uniforms and T-Shirts shall be new and unused. All specifications show are minimum. There is no intention to disqualify any bidder who can meet the specifications. SUBMITTAL OF BID Bids will be submitted in sealed envelope; the envelope must be marked on the outside as follows: REQUEST FOR SEALED BIDS ATHLETIC LEAGUE UNIFORMS AND T-SHIRTS BID #14-25-08-27 PURCHASING DEPARTMENT CITY OF SAN JUAN 709 S. NEBRASKA AVE. SAN JUAN, TEXAS 78589-2649 Bidders shall be required to submit one (1) original and one (1) copy of bid on the Invitation to Bid form. Bids submitted by fax or electronically will not be accepted. Submittal of a bid in response to this solicitation for bids constitutes an offer by the bidder and if accepted by the City constitutes a contract. Bids which do not comply with these specifications/requirements may be rejected at the option of the City. Bids must be filed with the City of San Juan, before opening day and hour. No late bids will be accepted. Bids cannot be altered or amended after the opening time of bid. Any changes made before opening time are to be initialed to guarantee authenticity. SALES TAX State sales tax must not be included in bid. SUBSTITUTIONS No substitutions or cancellations permitted without written approval from the City of San Juan. NO BID RESPONSE If unable to quote, bidder should return inquiry giving reasons. Failure to comply will obligate the City of San Juan to remove non-responsive bidders from bidder’s list. VARIATIONS Any additions, deletions, or variations from the following specifications/requirements must be noted. TIME ALLOWED FOR ACTION TAKEN The City may hold bids for 60 days after bid opening without taking action. Bidders shall be required to hold their bids firm for the same period of time. RIGHT TO REJECT/AWARD The City of San Juan reserves the right to refuse and reject any or all bids, and to waive any or all formalities or technicalities, and to make sure awards of contract as may be deemed to be the best and most advantageous to the City of San Juan and to award contract to more than one vendor. CONTRACT AWARD This bid will be awarded to the bidder(s) that meets the specifications/requirements and are the most advantageous for the City. If the top ranked bidder(s) does not comply with the above specifications/requirements, the City reserves the right to terminate the bid(s) and award the bid to the next most advantageous bidder(s). CLARIFICATION OF REQUIREMENTS All requests for additional information or clarification concerning this bid must be submitted in writing no later than five (5) business days prior to the bid closing date and addressed to: City of San Juan Purchasing Division 709 S. Nebraska Avenue San Juan, Texas 78589-2649 Phone: 956.223.2204 Fax: 956.223.2396 Bid will be accepted in person, by United States Mail, or by private courier service. No bids will be accepted by oral communication, telephone, electronic mail, telegraphic transmission or facsimile transmission. Bid may be withdrawn prior to the above scheduled time set for closing. REQUEST FOR SEALED BID PREPARATION COSTS Issuance of this bid does not commit the City, in any way, to pay any costs incurred in the preparation and submission of a bid. All costs related to the preparation and submission this bid shall be borne by the bidder. INDEMNIFICATION CLAUSE The bidder agrees to indemnify and save harmless the City, the Purchasing Department and City Staff, from all suits and actions of every nature and description brought against them or any of them, for or on account of the use of patented appliances, products or processes, and he shall pay all royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall be submitted upon request to the Purchasing Department, as a necessary requirement in connection with the final estimate for payment in which such patented appliance, products or processes are used. PAYMENT The City of San Juan will execute payment by mail in accordance with the State of Texas Prompt Payment Act after the bid specification has been found to meet the City of San Juan specifications/requirements. No other method of payment will be considered. ASSIGNMENT Neither the bidders’ contract nor payment due to an awarded vendor may be assigned to a third party without the written approval of the Purchasing Department for the City of San Juan. INTERPRETATIONS Any questions concerning the specifications/requirements with regards to this solicitation for bids shall be directed to the designated individuals as outlined in the bids. Such interpretations, which may affect the eventual outcome of this request for bids, shall be furnished in writing to all prospective bidders via Addendum. No interpretation shall be considered in binding unless provided in writing by the City of San Juan in accordance with paragraph entitled “Addendum”. STATUTORY REQUIREMENTS It shall be the responsibility of the successful bidder to comply with all applicable State and Federal laws, Executive Orders, Municipal Ordinances, and the Rules and Regulations of all authorities having jurisdiction over the work to be performed hereunder and such shall apply to the contract throughout, and that they will be deemed to be included in the contract as though written out in full in the contract documents (to include issues related to health, environmental, and safety to name a few). RIGHT TO WAIVE The City of San Juan reserves the right to waive or take exception to any part of these specifications/requirements and to award the contract to more than one bidder when it is in the best interest of the City of San Juan. HUB CERTIFICATION State Certified “HUB (Historically Underutilized Businesses) vendor(s) are asked to provide a copy of their certification, if they have not previously done so (information to be faxed to the Purchasing Division at 956.223.2396. COOPERATIVE PRICING Bidders are advised that in addition to responding to our “local” solicitation for bids with dealer pricing, vendors are encouraged to provide pricing on the below referenced product based on BuyBoard, H-GAC, TCPN and/or any other State of Texas recognized and approved cooperative which has complied with the bidding requirements for the State of Texas. If bidding other than or in addition to “dealer” pricing, kindly duplicate the bid forms for each bid being provided from a cooperative contract. Any and all applicable fees must be included. All cooperative pricing must be submitted on or before bid opening date and hour. BIDDER’S EMPLOYEES Neither the bidder nor his/her employees engaged in fulfilling the terms and conditions of this contract shall be considered employees of the City. The method and manner of performance of such undertaking shall be under the exclusive control of the vendor on contract. The City shall have the right of inspection of said undertakings at any time CONFIDENTIAL INFORMATION Any information deemed to be confidential by the bidder should be clearly noted on the pages where confidential information is contained; however, the City cannot guarantee that it will not be compelled to disclose all or part of any public record under the Texas Public Information Act, since information deemed to be confidential by the bidder may not be considered confidential under Texas Law, or pursuant to a court order. VERBAL THREATS Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of item/material/services for whatever reason and/or reasons shall be considered a breach of contract and the City will immediately sever the contract with the vendor on contract. MATHEMATICAL ERRORS In the event that mathematical errors exist in any bid, unit prices/rates -vs- totals, unit prices/rates will govern. PAST PERFORMANCE Bidders are advised that past performance as it relates to product and/or service on purchase/service/supply contracts previously held with the City shall be a factor in the award of this supply contract. The City’s position on this matter shall be final. JURISDICTION Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of the State of Texas. Any and all obligations and payments are due and performable and payable in Hidalgo County, Texas. VENUE The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or any other dispute(s) shall be in Hidalgo County, Texas. CONFLICT OF INTEREST Bidders are advised that they must be in compliance with the below mentioned law: CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of the City of San Juan no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176,006, Local Government Code. An offense under this section is a Class C misdemeanor. For more information or to obtain Questionnaire CIQ, go to the Texas Ethics Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf. If you have any question about compliance, please consult your own legal counsel. Compliance is the individual responsibility of each person or agent of a person who is subject to the filing requirements. INSURANCE REQUIREMENTS The Bidders agrees to carry adequate General Liability and Automobile Liability Insurance as mandated by state law. Bidders further agrees to indemnify and hold the City of San Juan harmless of any and all losses, damages or claims arising out of or in any way connected with any injury or injuries to any employee or employees of the contract and from any claims of any other person or persons for injuries, losses or damages sustained at, around, or in connection with the work, unless the negligence of the City of San Juan and/or servant and agents, is shown to be the sole proximate cause of said injury, loss, or damage. Respondent will be responsible to provide necessary insurance as required by the City of San Juan and mandated by state law in compliance with Section II of the General Specifications when submitting proposal. BUDGET APPROVAL For purposes of this project, award will be contingent on approval of budget. METHOD OF AWARD Bidders are advised that the City of San Juan reserves the right to award this contract to the lowest responsible respondent or the respondent that ranked the highest, therefore, providing the best value. Factors and weights to be considered to determine respondent providing the best value are as noted on the specification/requirements. Contract may be awarded to more than one vendor who has the lowest most responsible bid. FAILURE TO COMPLETE PROJECT Bidders are advised that failure to complete the requirements within the time frame(s) allowed (after award of contract by fax, mail or by telephone order), shall be grounds for termination of contract. In the case of termination, written notice shall be given to the successful vendor and complete contract shall be severed. CONTRACT The City of San Juan reserves the right to terminate the contract if, in the opinion of the City of San Juan, the successful vendor’s performance is not acceptable, no funds are available, or the City wishes, without cause, to discontinue the contract. The contract may be awarded to one (1) or more vendors based on the lowest responsible bidder. Contract will be from October 1, 2014 through September 30, 2015 with the option to extend the contract an additional two (2) years ending the contract on September 30, 2017. The contract is renewed yearly, but the City has the option not to renew the contract if the performance of the successful bidder is not satisfactory; the City shall award the contract to the next most responsible bidder. Original price quoted is to remain unchanged for the additional two (2) years ending September 30, 2017. FAILURE TO COMPLETE PROJECT Bidders are advised that failure to complete the project within the time frame(s) allowed (after award of contract by fax, mail or by telephone order), shall be grounds for termination of contract. In the case of termination, written notice shall be given to the successful vendor and complete contract shall be served. CITY OF SAN JUAN BID FORM FOR ATHLETIC UNIFORMS AND T-SHIRTS Bid #14-25-08-27 ________________________________ Company Name DESCRIPTION Reversible (print on both sides), Polyester Tricot Mesh, 1-color print contrasting to Jersey color (50 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering. DESCRIPTION Colored T-shirts, 50/50 cotton/poly pre-shrunk, 1-color print contrasting to shirt color (50 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering. DESCRIPTION Colored T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print (all same logo), full front logo design, & 5" "COACH" or "STAFF" block lettering on back in 1-color. DESCRIPTION Colored T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print contrasting to shirt color, MLB replica logos (40 teams), 6" or larger #s on back, 4" heart side logo on front, & 2" sponsor name on back in block lettering. SIZES Youth Small to Large Adult Small to X-Large ________________________________ Authorize Signature Date Basketball Jerseys APPROXIMATE QUANTITY 400 EXTENDED PRICE $ - 200 $ - 2 $ - Adult 2XL SIZES UNIT PRICE Basketball T-Shirts APPROXIMATE QUANTITY UNIT PRICE Adult Small to X-Large 400 Adult 2XL 200 Adult 3XL 2 15 Adult 3XL 5 SIZES Youth Small to Large Adult Small to X-Large Baseball T-Shirts APPROXIMATE QUANTITY 350 80 STYLE NUMBER BRAND QUOTING STYLE NUMBER EXTENDED PRICE $ $ $ - BRAND QUOTING STYLE NUMBER EXTENDED PRICE $ - BRAND QUOTING STYLE NUMBER EXTENDED PRICE $ $ $ - Basketball Coaches T-Shirts APPROXIMATE UNIT SIZES QUANTITY PRICE Adult Small to X-Large 150 Adult 2XL BRAND QUOTING UNIT PRICE $ - DESCRIPTION Low profile, adjustable, MLB replicas (40 teams), & special logos to be embroidered as specified. Baseball Caps APPROXIMATE QUANTITY SIZES UNIT PRICE EXTENDED PRICE Youth Replica Caps 430 $ - Adult Replica Caps 132 $ - BRAND QUOTING STYLE NUMBER Softball T-Shirts DESCRIPTION Colored T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print contrasting to shirt color, different logos (30 teams), 6" or larger #s on back, 4" heart side logo on front, & 2" sponsor name on back in block lettering. DESCRIPTION VISORS: Cotton Twill, adjustable visors, colors according to teams (30 teams) and all embroidered alike with block lettering. COACHES CAPS: Cotton Twill, low profile, adjustable, colors according to teams (30 teams), and embroidered like visors. SIZES Youth Small to Large Adult Small to X-Large SIZES Youth Embroidered Visors Adult Embroidered Visors APPROXIMATE QUANTITY UNIT PRICE EXTENDED PRICE $ $ - BRAND QUOTING STYLE NUMBER UNIT PRICE EXTENDED PRICE BRAND QUOTING STYLE NUMBER BRAND QUOTING STYLE NUMBER BRAND QUOTING STYLE NUMBER 170 20 Softball Visors & Caps APPROXIMATE QUANTITY 190 $ - 70 $ - 7 on 7 Football T-Shirts DESCRIPTION Colored T-shirts, 50/50 cotton/poly pre-shrunk, 1-color print contrasting to T-shirt color (20 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering. DESCRIPTION Colored T-shirts, 50/50 cotton/poly pre-shrunk, 1-color print contrasting to T-shirt color (30 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering. SIZES Youth Small to Large Adult Small to X-Large SIZES Youth Small to Large Adult Small to X-Large APPROXIMATE QUANTITY UNIT PRICE EXTENDED PRICE 100 $ - 50 $ - Volleyball T-Shirts APPROXIMATE QUANTITY 180 20 UNIT PRICE EXTENDED PRICE $ $ - All-Star Baseball Jerseys & Caps DESCRIPTION JERSEYS: Full button down jerseys (style may change every year), moisture wicking fabric, cool mesh polyester, medium weight, 2-color logo printed on front (same on all), 6" numbers on back, 4" number on front, if "tackle 12" stitching is available please specify price differences. CAPS: 6-panel, flex-fit or comparable, custom embroidery, same logo (10 teams). NOTE: Both must be available for youth small through all adult sizes. SIZES APPROXIMATE QUANTITY UNIT PRICE EXTENDED PRICE Youth Small to Large 60 $ - Adult Small to X-Large 30 $ - Youth Embroidered Caps 30 $ - Adult Embroidered Caps 30 $ - BRAND QUOTING STYLE NUMBER BRAND QUOTING STYLE NUMBER BRAND QUOTING STYLE NUMBER All-Star Softball Jerseys, Visors, & Caps DESCRIPTION JERSEYS: V-Neck, sleeveless jersey (style may change every year), moisture wicking fabric, cool mesh polyester or dazzle cloth, medium weight, 2-color logo printed on front (same on all), 6" numbers on back. POLOS: Moisture wicking polyester blend, matching logo as jerseys, embroidered front logo, & same on all shirts. VISORS: Polyester mesh matching uniform style, adjustable visors (4 teams) and all embroidered alike with block lettering. COACHES CAPS: Polyester mesh matching uniform style, low profile, adjustable, colors according to teams (4 teams), and embroidered like visors. NOTE: Both must be available for youth small through all adult sizes. SIZES APPROXIMATE QUANTITY UNIT PRICE EXTENDED PRICE Youth Small to Large 65 $ - Youth Embroidered Visors 65 $ - Adult Embroidered Visors 20 $ - Track Singlet Jersey & Shorts DESCRIPTION Cool dry material with side panels, sleeveless (muscle-shirt style), 1-color print, full front logo (same on all), 2" lettering on back, & small heart side logo on front. (Shorts to match shirt) SIZES APPROXIMATE QUANTITY UNIT PRICE EXTENDED PRICE Youth Small to Large 40 $ - Adult Small to X-Large 20 $ - DESCRIPTION White event T-shirts, 50/50 cotton/poly pre-shrunk, 5-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION White T-shirts, 50/50 cotton/poly preshrunk, 5-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION White T-shirts, 50/50 cotton/poly preshrunk, 5-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION White event T-shirts, 50/50 cotton/poly pre-shrunk, 5-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION Heavy weight football jersey in youth and adult sizes. Jersey must be full length, with full cut sleeves that include elastic on edges of sleeves. Body must be mico-mesh or pro-mesh with decorative trimming. The sleeve and yoke must be dazzle cloth material, 1-color print with minimum 6” numbers on front and back with team name on front. Event T-Shirts (Cinco de Mayo) APPROXIMATE UNIT SIZES QUANTITY PRICE Adult Small to X-Large 60 EXTENDED PRICE $ $ $ $ - BRAND QUOTING STYLE NUMBER Summer Program T-Shirts APPROXIMATE UNIT SIZES QUANTITY PRICE Youth Small to Large 650 Adult Small to X-Large 100 EXTENDED PRICE $ $ - BRAND QUOTING STYLE NUMBER Basketball Camp T-Shirts APPROXIMATE UNIT SIZES QUANTITY PRICE Youth Small to Large 75 Adult Small to X-Large 25 EXTENDED PRICE $ $ - BRAND QUOTING STYLE NUMBER Adult 2XL 20 Adult 3XL 5 Adult 4XL 2 Reindeer Run T-Shirts APPROXIMATE QUANTITY SIZES Youth Small to Large Adult Small to X-Large 25 Adult 2XL 10 EXTENDED PRICE $ $ $ - BRAND QUOTING STYLE NUMBER UNIT PRICE EXTENDED PRICE $ $ - BRAND QUOTING STYLE NUMBER 75 Tackle Football Jerseys APPROXIMATE SIZES QUANTITY Adult Small to X-Large 300 Adult 2XL UNIT PRICE 25 DESCRIPTION Tackle Football Coaches T-Shirts APPROXIMATE UNIT SIZES QUANTITY PRICE Adult Small to X-Large EXTENDED PRICE $ $ $ - BRAND QUOTING STYLE NUMBER UNIT PRICE EXTENDED PRICE $ - BRAND QUOTING STYLE NUMBER UNIT PRICE EXTENDED PRICE $ $ - BRAND QUOTING STYLE NUMBER EXTENDED PRICE $ $ $ - BRAND QUOTING STYLE NUMBER EXTENDED PRICE $ $ $ $ - BRAND QUOTING STYLE NUMBER Adult 2XL White event T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION White event T-shirts, 50/50 cotton/poly pre-shrunk, 1 color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION White event T-shirts, 50/50 cotton/poly pre-shrunk, 1 color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION White event T-shirts, 50/50 cotton/poly pre-shrunk, 1 color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. DESCRIPTION White event T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back. Adult 3XL Soccer T-Shirts APPROXIMATE QUANTITY SIZES Youth Small to Large 65 Flag Football T-Shirts APPROXIMATE QUANTITY SIZES Youth Small to Large Adult Small to X-Large 175 10 Winter Baseball T-Shirts APPROXIMATE UNIT SIZES QUANTITY PRICE Youth Small to Large 200 Adult Youth Replica Caps 200 Adult Replica Caps 60 Event T-Shirts (Red Ribbon Celebration) APPROXIMATE UNIT SIZES QUANTITY PRICE Youth Small to Large 50 Adult Small to X-Large 230 Adult 2XL 15 Adult 3XL 5 DESCRIPTION Polo shirts, 100% polyester, 2 button polo, 1-color print, embroidered (all same logo), 3" right hand side. Long sleeve shirts, 50/50 cotton/poly pre-shrunk, 1-color print, all same logo on front and back. T-shirts, 50/50 cotton/poly pre-shrunk, 1-color, logo on front and back. SIZES Fire Department Shirts APPROXIMATE QUANTITY UNIT PRICE EXTENDED PRICE Adult Small to X-Large POLOS 130 $ - Adult Small to X-Large Long Sleeve 80 $ - Adult Small to 3XL T-Shirts 80 $ - BRAND QUOTING STYLE NUMBER BRAND QUOTING STYLE NUMBER Police Department Shirts DESCRIPTION T-shirts, 50/50 cotton/poly, preshrunk, 1-color, logo on front and back. SIZES Adult Small to X-Large TShirts APPROXIMATE QUANTITY UNIT PRICE 200 GRAND TOTAL EXTENDED PRICE $ -
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