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Home My WebLink About152-09 RESOLUTIONRESOLUTION NO. 152-09 A RESOLUTION ACCEPTING A PROPOSAL IN RESPONSE TO RFP #09-07 AND APPROVING THE PURCHASE OF YOUTH SOCCER UNIFORMS FROM SCORE AMERICAN SOCCER COMPANY, INC. IN THE AMOUNT OF $27,097.00 FOR THE FALL 2009 AND SPRING 2010 SEASON. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby accepts a proposal in response to RFP #09-07 and approves the purchase of youth soccer uniforms from Score American Soccer Company, Inc. in the amount of $27,097.00 for tizoa ,W.,009 and Spring 2010 Season. ��,,•��Rw�� gs',•,P OF°d°G�r%r PASSED and APPROVED this 7th day of July, 2009. =c; FAYETTEVILLE �Ln {ter ° b APPROVED: ATTEST: By: py,,,,,„ SONDRA E. SMITH, City Clerk/Treasurer Chase Gipson 6� Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 7/7/2009 City Council Meeting Date Agenda Items Only Parks and Recreation Division Action Required: Parks and Recreation Department Resoluntion to award RFP # 09-07 to Score American Soccer Co. Inc. for the purchase of youth soccer uniforms in the amount of $27,097 for the Fall 2009 and Spring 2010 Season. 27, 097.00 Cost of this request 2250.9250.5200.05 Account Number N/A Project Number Budgeted Item x 125,523.00 Category 1 Project Budget 19,164.82 Tournament Supplies and Awards Program Category / Project Name Parks Development Funds Used to Date Program / Project Category Name 106,358.18 Parks Development Remaining Balance Fund Name Budget Adjustment Attached / /17j (f %-7( 1 , (/)',J 7 Previous Ordinance or Resolution # Department Direct Date ----7 ..>„) 4 Original Contract Date: Original Contract Number: Received in Mayor's Office Comments: Revised January 15, 2009 City Council Meeting of July 7, 2009 Agenda Item Number CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan and City Council Thru: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Directort, From: Chase Gipson, Recreation Superintendent Date: June 19, 2009 Subject: Resolution to approve a purchase of youth soccer uniforms from Score American Soccer Co. Inc. in the amount of 827,097 for the Fall 2009 Season and the Spring 2010 Season. RECOMMENDATION Parks and Recreation Staff recommends City Council award RFP # 09-07 to Score American Soccer Co. Inc. for $27,097 for the Fall 2009 and Spring 2010 Season. The amount for the Spring Season depends on the number of children who enroll in the program. Allowing an amount for the Spring Season enables the children who register to play only in the Spring Season to have the same uniforms design as the children who play in the Fall Season. BACKGROUND One of the fastest growing recreation programs in America is youth soccer. Fayetteville Parks and Recreation's Soccer Program is no exception. This past fall and spring, over 1,600 different kids participated in Fayetteville's soccer program, with 1,280 playing in the fall and 1,430 in the spring. Fayetteville has one of the three largest recreational youth soccer programs in Arkansas. DISCUSSION Currently, Fayetteville Parks and Recreation charges a registration fee ranging from $50 to $90 per participant, depending on age. Included in this registration fee is the price for uniforms, a secondary insurance fee, equipment, official's fees and other expenses associate with the program. More specifically, Parks and Recreation budgets $16 per child for soccer uniforms. This includes a shirt, shorts and a pair of soccer socks. In March, an RFP was released asking companies to submit possible uniforms for our program to use. The selection committee consisted of Sarah Lewis, Vicki Deaton, Kristen Atha, Tiffany Gaulke, Tracie Martin, and Chase Gipson. Several companies submitted a proposal for the uniform purchase ranging in price from $12.38 to over $20 per uniform set. The committee chose the Score Costa Rica Uniform due to its high quality and durability at a low cost. Score has provided uniforms in three previous seasons (2003, 2004, 2006) for the Youth Soccer program and was very popular with parents and participants. Score met all the qualifications as submitted on the RFP and has always provided good service to Parks and Recreation during previous years. City Council Meeting of July 7, 2009 BUDGET IMPACT Agenda Item Number The 2009 Operational Budget includes $27,097 for the purchase of Soccer Uniforms. This purchase will include an approximate total payment of $27,097 for Fall 2009 and Spring 2010. These expense figures depend on the amount of participants who register to play. Attachments: Score RFP RESOLUTION NO. A RESOLUTION ACCEPTING A PROPOSAL IN RESPONSE TO RFP #09-07 AND APPROVING THE PURCHASE OF YOUTH SOCCER UNIFORMS FROM SCORE AMERICAN SOCCER COMPANY, INC. IN THE AMOUNT OF $27,097.00 FOR THE FALL 2009 AND SPRING 2010 SEASON. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby accepts a proposal in response to RFP #09-07 and approves the purchase of youth soccer uniforms from Score American Soccer Company, Inc. in the amount of $27,097.00 for the Fall 2009 and Spring 2010 Season. PASSED and APPROVED this 7`h day of July, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 Phone: (479) 575-8220 RFP (REQUEST FOR PROPOSAL) REQUEST FOR PROPOSAL: RFP 09-07, Soccer Uniforms DEADLINE: Thursday, March 19, 2009at2::OOPM, Central Standard Time DELIVERY LOCATION: Room 306 - 113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen a@ci.favetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Friday, March 06, 2009 REQUEST FOR PROPOSAL RFP 09-07, Soccer Uniforms No late proposals will be accepted. RFP'S shall be submitted in sealed envelopes labeled "RFP 09- 07, Soccer Uniforms" with the name and address of the Proposer. RFP's shall be submitted in accordance with the attached City of Fayetteville specifications and RFP documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. ��rr Name of Firm: SSC / `�� t�fm�R�GfJ�C �� ac -e ' C e9. 2 A/C Contact Person: Mak9- %f'/9%,e/2-/ P Title: (s;,e E -Mail: / 9,p,i/r:1-SGD,tel'9D,Pe*.. /o/27Phone: .crc9e,. 4.26 • .7771- d-)-)(P-A. 7' 1 - City: !it/o�/-1:2'77 State: — Zip: O7'/ Signature: ate: //7/2 c) --i Business Address: City of Fayetteville RFP 09-07, Soccer Uniforms Page 1 of 4 Bid or City of Fayetteville RFP#09-07 L Bid/ Soccer Uniforms DATE: March 17, 2009 CLIENT NAME: Andrea Foren, CPPB ACCOUNT NAME: City of Fayetteville ADDRESS: 113 West Mountain Street Room #306 CITY: Fayetteville STATE: AR ZIP: 72701 PHONE: (4791575-8220 FAX: (4791575-8257 Jersey Style #235 Costa Rica #101 American Retro #240 Holland #208 South Africa #290 Chile #270 Germany #117A Sydney #155A Milan #800 Solid Socks Soccer Jersey/Short/Sock available in 25 colors available in 23 colors available in 23 colors available in 23 colors available in 24 colors available in 24 colors pricing for youth & adult $12.38 $12.38 $12.38 $12.38 $12.38 $12.38 With your choice of the following shorts: available in 12 colors available in 11 colors And Socks available in 22 colors Shipping included in price! Misc. Information: • Standard 8" consecutive back numbers from 1 or 2 to 99 are INCLUDED. Colors available: navy, red, purple, hunter, burgundy, gold, royal, white with black outline • 4" front numbers are $1.00 per jersey. • Your city logo, in standard white with black outline, can be set up and applied to the left or center chest at NO CHARGE. • All add-on uniform orders will be at the SAME PRICE. • Orders will be packed by team and boxed by division. • Production time will be approximately 3 to 4 weeks from receipt of purchase order. We will prioritize to meet your needs. • Delivery time will be 4 business days by way of UPS Ground Service. Please contact MONICA (800) 626-7774 with any questions you may have. QUOTED BY: Monica Morales Park & Rec. Sales Manager SCORE American Soccer Company, Inc. City of Fayetteville RFP 09-07, Soccer Uniforms Proposer Information Form VENDORS WHO DO NOT WISH TO RESPOND TO A BID ARE NOT REQUIRED TO DO SO. THIS FORM MUST BE SUBMITTED WITH ALL PROPOSALS. FAILURE TO DO SO COULD RESULT IN YOUR PROPOSAL BEING REJECTED AND NOT CONSIDERED FOR SELECTION Please Print or Type /� � Company Name: �C✓Q e .A�4.,/ .,...P�/e 120,18, (Q aZNPhone: ?OO &2-77 Address: -724 yF. "%r/'41--7 J7.7`. . Fax: goo -129122.2- Email: 129 222Email: Phone 4).._'r"p,QS' kke-Ojy� ' Web Site: /,U/01e/. fC'Ore'1�`ec,efE'PI W City: !C% �f7J fig '/ - State: Zip Code: .76 7,74,-/ RFP NUMBER AND RFP OPENING DATE "MUST" BE NOTED ON OUTSIDE OF ENVELOPE. Name (Type or ' t): Signature: 97u G� BIDS MAY NOT BE FAXED DIRECTLY TO THE CITY OF FAYETTEVILLE IN RESPONSE TO THIS REQUEST FOR PROPOSAL. PROPOSAL MUST BE SIGNED IN INK OR IT WILL NOT BE CONSIDERED. Title: // 7 Date: 'This section must da6 signed by an individual who has proper authority to sign documents on behalf of o'ompany submitting a proposal. City of Fayetteville RFP 09-07, Soccer Uniforms Page 2 of 4 City of Fayetteville RFP 09-07, Soccer Uniforms Project Information The City of Fayetteville is now accepting proposals for the purchase of uniforms for the 2009 — 2010 Youth Soccer Season. Proposals should include prices for adult and youth soccer uniforms. Approximately 1,800 uniforms will be ordered for the duration of a soccer year. Uniforms should include shirt, shorts and socks and have a wide variety of color choices. The bids will be evaluated using the City's Professional Services Selection Policy, PUR-13. In evaluating the qualifications of each proposal, a review committee will consider the following criteria with the assigned point values that total 100 percent. Evaluation factors outlined shall be applied to all eligible, responsive Proposers in comparing proposals and selecting the successful bidder. While the City of Fayetteville reserves the right to interview any or all proposers, award of a purchase may be made without discussion with bidder after proposals are received. Proposals should, therefore, be submitted on the most favorable terms available. If you have any questions or need additional information, please contact Andrea Foren at 479-575-8220. To be considered, written proposals must be received by March 19, 2009 no later than 2:00 p.m., in the format set fourth in the accompanying documents. A non-responsive or incomplete proposal will not be considered. Please note that a complete, responsible, responsive proposal is one that includes samples. Proposals received after this deadline will not be considered. Proposals should be hand delivered or mailed to the following address: Andrea Foren, CPPB City of Fayetteville, Purchasing Agent 113 West Mountain Street — Room 0306 Fayetteville, AR 72701 Telephone: (479) 575-8220 The outside of the envelope must be clearly marked "RFP 09-07, Soccer Uniforms". 1. It shall be clearly understood that any costs incurred by the proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business, and the City is not liable for reimbursement to the proposer for any expense so incurred, regardless of whether or not the proposal is accepted. 2. Any inquires or requests for explanation in regard to the City's requirements should be made to the above listed number. The names of any persons or firms submitting questions, clarifications, or requests will not be disclosed until after the award of a contract. Any conditions or expectation on the part of the proposer for performance by the City must be set forth in the proposal. 4. At the discretion of the City, one or more proposers may be asked for more detailed information or an interview before final award is made. 5. The City is not responsible for misdirected proposals. Proposer should call the Purchasing Office at (479) 575- 8220 to insure receipt of their proposal documents prior to opening time and date listed above. 6. Proposers must provide the City with their proposals signed by a person having legal authority to submit bids on behalf of the Proposer. 7. All vendors are required to submit samples of all proposed products; however, it is not necessary to submit a sample for each color. All samples become the property of the City of Fayetteville. City of Fayetteville RFP 09-07, Soccer Uniforms Page 3 of 4 8. Approximately 1,800 uniforms will be ordered for the duration of a soccer year. Uniforms should include shirt, shorts and socks and have a wide variety of color choices. 9. The City of Fayetteville reserves the right to deviate from estimated quantities. 10. Proposals should include shipping requirements and lag time between when the City of Fayetteville places the order and receives the order. 11. The City of Fayetteville requires all vendors and contractors doing business with the City not to discriminate against any person on the basis of race, age, color, religion, sex, ancestry, non -job-related handicaps, or national origin. The City requires the contractor to be familiar with and comply in every respect with Civil Rights Laws. 12. Upon agreement of both parties, the contract shall be renewed for one more year to commence on January 1, 2010 and end December 31, 2010. 13. This RFP will be selected using the following evaluation criteria: 1. Qualifications 20% Qualifications in relation to project to be performed. Information reflecting qualifications of the proposer. Indicate specialized experience of the proposer in connection with the type of service required as outlined in the purchase. 2. Quality, Design and Appearance 25% Quality, design and appearance of the proposed uniform will be taken into consideration. The uniform will consist of shirt, shorts and socks. Uniforms need to be available in all sizes and colors. Sizes should range from Youth Small (YS) to Adult Extra Large (AXL). The variety of colors should range from 12 — 16 per style. Proposers are encouraged to present several possible uniform designs to the committee. Each proposed uniform should be supported with a sample. 3. Proposed Work Method 25% Proposed method of doing work is another consideration. This includes shipping prices and procedures. A proposed work plan of how Fayetteville Parks and Recreation and your organization will work. This includes organization's contact, ordering, customer service and the turn -around time between the order and the date the shipment is received, It is very important the proposer specify the length between actual order time and a ship date. 4. Past Performance 20% Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, past performance records with others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Proposer will provide a list of similar orders performed and person whom we can contact for information. 5. Price 10% All pricing should include numbering on the back of the uniforms before shipment. Numbering will be limited at two numbers per jersey. Numbering must be available in several colors to match uniforms accordingly and be a minimum of 7 inches in height. 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