HomeMy WebLinkAbout128-11 RESOLUTIONRESOLUTION NO. 128-11
A RESOLUTION AWARDING RFP #11-07 AND AUTHORIZING A
CONTRACT WITH CHALLENGER TEAMWEAR IN THE AMOUNT OF
$12.15 EACH FOR YOUTH SOCCER UNIFORMS FOR THE FALL 2011
AND SPRING 2012 SEASONS, WITH AN AUTO -RENEWAL OPTION FOR
THE FALL 2012 AND SPRING 2013 SEASONS
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 awards RFP
#11-07 and authorizes a contract with Challenger Teamwear in the amount of $12.15 each for
youth soccer uniforms for the Fall 2011 and Spring 2012 seasons, with an auto -renewal option
for the Fall 2012 and Spring 2013 seasons.
PASSED and APPROVED this 19th day of July, 2011.
APPROVED:
B
ATTEST:
By:
gimYP►rrrr,
I :FAYETTEVILLE: =1
'"7.9,�,kA NSP J2a
avideuti
SONDRA E. SMITH, City Clerk/Treasurer
Chase Gipson
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
7/19/2011
City Council Meeting Date
Agenda Items Only
Parks and Recreation
Division
Action Required:
Parks and Recreation
Department
Resolution to award RFP #11-07 to for the purchase of youth soccer uniforms in the
amount of $ for the Fall 2011 and Spring 2012 season, with option for autorenewal for Fall 2012 and
Spring 2013.
Cost of this request
1010.5220.5200.05
Account Number
N/A
Project Number
Budgeted Item
x
52,268.00
Category / Project Budget
22,812.26
Tournament Supplies and Awards
Program Category / Project Name
Recreation Admin
Funds Used to Date Program / Project Category Name
29,455.74 General
Remaining Balance Fund Name
Budget Adjustment Attached
City Attorney
401 0.
Finance and Internal Services Director
`rr
Date
Date
—7-5r-2(4(
Date
all /AA-- C
Chief of Sta
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City 07-01-1 1 P02:00 RCVD
Clerk's Office
Ma•r
ate
Received in
Mayor's Office
Comments:
Revised January 15, 2009
ook,k4- al aizittt.i wpm
City Council Meeting of July 19, 2011
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 Director
From: Chase Gipson, Recreation Superintendent
Date: June 30, 2011
Subject: Resolution to approve a purchase of youth soccer uniforms from
Challenger Teamwear in the amount of $12.15 each for the Fall 2011
Season and the Spring 2012 Season.
RECOMMENDATION
Parks and Recreation Staff recommends City Council award RFP # 11-07 to Challenger
Teamwear for $12.15 each for the Fall 2011 and Spring 2012 Season, with option for
auto -renewal for Fall 2012 and Spring 2013. 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 uniform 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,
approximately 1,646 different kids participated in Fayetteville's soccer program, with
1,386 playing in the fall and an additional 260 new participants 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 $95 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
approximately $16 per child for soccer uniforms. This includes a shirt, shorts and a pair
of soccer socks.
An RFP was released asking companies to submit possible uniforms for our program to
use. The selection committee consisted of
Four companies submitted a proposal for the uniform purchase ranging in price from
$12.15 - $22.61 per uniform set. The committee chose the Challenger Teamwear due to
its high quality and durability at a low cost of $12.15 each for year one and $12.51 each
for year two if auto -renewed.
RESOLUTION NO.
A RESOLUTION AWARDING RFP #11-07 AND AUTHORIZING A
CONTRACT WITH CHALLENGER TEAMWEAR IN THE AMOUNT OF
$12.15 EACH FOR YOUTH SOCCER UNIFORMS FOR THE FALL 2011
AND SPRING 2012 SEASONS, WITH AN AUTO -RENEWAL OPTION FOR
THE FALL 2012 AND SPRING 2013 SEASONS
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 awards RFP
#11-07 and authorizes a contract with Challenger Teamwear in the amount of $12.15 each for
youth soccer uniforms for the Fall 2011 and Spring 2012 seasons, with an auto -renewal option
for the Fall 2012 and Spring 2013 seasons.
PASSED and APPROVED this 19th day of July, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
aye evi City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
ARKANSAS Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
RFP (REQUEST FOR PROPOSAL)
REQUEST FOR PROPOSAL: RFP 11-07, Soccer Uniforms
DEADLINE: Wednesday, July 06, 2011 at 2:00:00 PM, local time
DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.fayetteville.ar.us, 479.575.8220
DATE OF ISSUE AND ADVERTISEMENT: Friday, June 17, 2011
REQUEST FOR PROPOSAL
RFP 11-07, Soccer Uniforms
No late proposals will be accepted. RFP'S shall be submitted in sealed envelopes labeled "RFP 11-
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.
Name of Firm:
Contact Person:
E -Mail:
Title:
Phone:
Business Address:
City: State: Zip:
Signature: Date:
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 1 of 15
City of Fayetteville
RFP 11-07, Soccer Uniforms
Proposal Information Form
VENDORS WHO DO NOT WISH TO RESPOND 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:
Address:
City:
State:
Zip Code:
Phone:
Fax:
Email:
Web Site:
RFP NUMBER AND RFP OPENING DATE "MUST" BE NOTED ON OUTSIDE OF ENVELOPE.
PROPOSALS 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.
1.) Price Per Uniform (includes shirt, shorts & socks) : $ (NOT INCLUDING TAX)
Note: An estimate of 1,800 per fall/spring combined season for a total of approximately 3,600
uniforms if the City renews the purchase for the second term.
2.) Processing time from City order to shipment of items: Calendar Days
3.) **Do you want your samples returned? YES NO (circle one)
**If yes, City will send via FedEx and charge Proposer's FedEx number:
4.) Price will increase % Per uniform for term 2 of this purchase (Fall 2012, Spring 2013)
Name (Type or Print): Title:
*Signature: Date:
*This section must be signed by an individual who has proper authority to sign documents on behalf of company submitting a
proposal.
Acknowledge Addendum No.
Acknowledge Addendum No.
Acknowledge Addendum No.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 2 of 15
Dated:
Dated:
Dated:
City of Fayetteville
RFP 11-07, Soccer Uniforms
Terms and Conditions
1. SUBMISSION OF PROPOSAL:
a. A written narrative describing the method or manner in which the Proposer proposes to satisfy
requirements of this RFP.
b. A description of the Proposer's experience in providing the same or similar services as outlined in the
RFP. This description should include the names of the person(s) who will provide the services, their
qualifications, and the years of experience in performing this type of work. Also, include the reference
information requested in this RFP.
c. The complete fee and cost to the City for all services outlined in this RFP.
d. Proposal should be no more than twenty five (25) pages; single sided, standard, readable, print on
standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary.
The following items will not count toward the page limitations: appendix, cover sheet, 3 -page executive
summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City
for completion.
e. All Proposers shall submit two (2) sets of their proposal as well as one (1) electronic copy on a properly
labeled CD or other electronic media device. The electronic copy submitted should be contained into
one (1) file. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or
electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to
the original papers submitted. Electronic copies shall not be submitted via e-mail to City employees.
f. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document.
The names of respondents only will be available after the deadline until a contract has been awarded by
the Fayetteville City Council. All interested parties understand proposal documents will not be available
until after a valid contract has been executed.
g. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing
Division.
h. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the
firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages
enclosed in shipping containers or boxes.
i. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the
sequence of the RFP.
j. Proposers should have experience in work of the same or similar nature, and must provide references
that will satisfy the City of Fayetteville. Proposer may furnish a reference list of clients for whom they
have performed similar services and must provide information as requested in this document.
k. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service
agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare
any such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not
disqualify it from consideration for award.
I. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids
shall be received before 2:00:00 as shown by the atomic clock located in the Purchasing Division Office.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 3 of 15
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All
questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the
Purchasing Department. Responses to questions may be handled as an addendum if the response would provide
clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City
will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of
the contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of
describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals will be
considered for all brands that meet the quality of the specifications listed for any items.
4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following:
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm.
Negotiation with an individual Proposer does not require negotiation with others.
b. The City of Fayetteville reserves the right to select the proposal that it believes will serve the best interest
of the City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals.
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request
for proposal or in proposals submitted.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information,
or proposal data without changing the terms of the proposal.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services
required on the basis of the original proposals without negotiation.
5. EVALUATION CRITERIA:
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive,
responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to
thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection
committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP.
Proposers are not guaranteed to be ranked.
6. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection
therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other
effort required of, or made by, the Proposer(s) prior to contract commencement.
7. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion.
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City Employee to Provide
Services to The City"..
b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential
conflicts of interest for any prospective business association, interest, or other circumstance which may
influence or appear to influence the bidder's judgment or quality of services being provided. Such written
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 4of15
notification shall identify the prospective business association, interest or circumstance, the nature of
which the Proposer may undertake and request an opinion to the City as to whether the association,
interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by
the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or first-class mail
within thirty days of receipt of notification.
9. WITHDRAWL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal, based on a written request from an
authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal.
10. LATE PROPOSAL OR MODIFICATIONS:
Proposal and modifications received after the time set for the proposal submittal shall not be considered. Modifications in
writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders
should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time
and date listed.
11. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this request for proposal.
Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this
proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO),
Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and
construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their
contract to qualified small, minority and women business enterprises.
12. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies,
departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and
conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all
state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school
boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to
purchase under the terms and conditions of the contract.
13. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal
is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal
for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal
action.
11
14. RIGHT TO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City contractual
work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is
presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents
in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-
101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this
compliance.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 5 of 15
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss,
damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed
trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof
covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in
the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to
submitting a proposal on this requirement.
17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call
479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing
translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately.
18. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for
proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured.
Insurance shall remain valid throughout project completion.
19. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its Proposer to use recycled products in fulfilling contractual obligations to
the City and that such practices will serve as a model for other public entities and private sector companies.
20. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same as invoices
submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately
notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name
used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville
is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed
through Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The
City will not agree to any nonrefundable deposit or retainer that would remain property of the Proposer even if the hourly
work actually performed by the Proposer would not justify such fee. The City will not agree to allow any increase in hourly
rates by the contract without PRIOR Fayetteville City Council approval.
21. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to
the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill
or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the discretion
of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to
cancel and obtain from another source, any items and/or services which have not been delivered within
the period of time from the date of order as determined by the City of Fayetteville.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 6 of 15
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the
vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without
penalty or expense to the City
22. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer
shall disclose such intent in the proposal submitted as a result of this RFP.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the
City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said
action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably
exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or
merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the
City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to
the RFP, without exception shall constitute approval for purpose of this Agreement.
23. NON-EXCLUSIVE CONTRACT:
Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop
during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently
contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of
multiple -term contracts, this provision shall apply separately to each item.
24. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for
proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the
bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is
responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly
prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either
an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall
prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification
and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but
not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain
goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request
for qualification, bid or contract to be rejected.
25. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the
City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional
requirements as may become necessary.
26. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the
City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the
City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms,
conditions, and specifications.
27. SERVICES AGREEMENT:
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 7 of 15
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be
prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for approval and
signature of the Mayor.
28. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces
where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space
is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to
the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for
rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly
stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents.
29. OTHER GENERAL CONDITIONS:
a) Proposer is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any
manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way
affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of
misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of
the contract. No representations shall be binding unless embodied in the contract.
b) Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products
and services presented. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax laws
will apply when necessary but will not be considered in award of this project.
c) Each Proposer should state the anticipated number of days from the date of receipt of an order for delivery of
services to the City of Fayetteville.
d) Proposers must provide the City with their bids signed by an employee having legal authority to submit bids on
behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer.
e) The City reserves the right to request any additional information it deems necessary from any or all Proposers
after the submission deadline.
f) The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit
the city to pay for any costs incurred by bidder in preparation. 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. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any
expense so incurred, regardless of whether or not the proposal is accepted.
g)
If products, components, or services other than those described in this bid document are proposed, the bidder
must include complete descriptive literature for each. All requests for additional information must be received
within five working days following the request.
h) Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality
for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design,
and specification as to what has been specified, will be acceptable for consideration only if approved by the City
of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested
equal.
i) NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone
(479.575.8220) or e-mail ( aforenCWci.favetteville.ar.us ). It is the intent and goal of the City of Fayetteville
Purchasing Division to provide documents providing a clear and accurate understanding of the scope of
work to be completed and/or goods to be provided. We encourage all interested parties to ask questions
to enable all bidders to be on equal bidding terms.
j)
Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea
Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen a(�,ci.fayetteville.ar.us) or telephone
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 8 of 15
(479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request
for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms
via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed
until after a contract is in place.
k) "Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and construction.
Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified
small, minority and women business enterprises."
At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of
the firms, which may also include oral interviews. NOTE: Each Proposer shall submit an "Authorized
Negotiator Form" containing the signature of a duly authorized officer or agent of the Proposer's company
empowered with the right to bind and negotiate on behalf of the Proposer for the amounts and terms proposed.
m) Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to
properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information
to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's
content or to exclude any relevant or essential data.
n) Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner
relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any
claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any
similar basis.
o) The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due
hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of
any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substan-
tially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the
successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or
materials supplied for the performance of the services called for in this contract.
p)
q)
The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal
ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the
contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The
successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal,
State, and municipal governments or authorities in any manner affecting those engaged or employed in providing
these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals
having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these
Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation,
order or decree, s/he shall herewith report the same in writing to City of Fayetteville.
Samples will not be returned to the Proposer unless Proposer pays for shipping to return samples AND
notes such on the "Proposal Information Form". In order for the City to return samples, Proposer shall
provide FedEx billing account number. In the event Proposer does not provide FedEx billing information
OR pick up uniform samples within thirty (30) days of RFP deadline, the samples become the property of the
City of Fayetteville.
r) Proposer shall submit a sample for EACH uniform design proposed. For example, if a vendor is
proposing three (3) different design options, three (3) full uniform samples shall be submitted with each
design, including jersey, shorts, & socks.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 9 of 15
City of Fayetteville
RFP 11-07, Soccer Uniforms
Project Information & Specific Conditions
The City of Fayetteville is now accepting proposals for the purchase of uniforms for the 2011 — 2012 Youth Soccer
Season. Proposals shall 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.
To be considered, written proposals shall be received by Wednesday, July 06, 2011 before 2:00:00 PM, in the format
set fourth in the accompanying documents. A non-responsive or incomplete proposal will not be considered. Please
note that a complete, 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 #306
Fayetteville, AR 72701
Telephone: (479) 575-8220
The outside of the envelope must be clearly marked "RFP 11-07, Soccer Uniforms".
1. 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.
2. The City of Fayetteville reserves the right to deviate from estimated quantities.
3. All pricing shall include numbering on the back of the uniforms before shipment. Numbering will be limited
at two numbers per jersey. Numbering shall be available in several colors to match uniforms accordingly and be
a minimum of 7 inches in height.
4. Proposals should include shipping requirements and order processing time between when the City of Fayetteville
places the order and receives the order.
5. This initial contract is for the Fall 2011 and Spring 2012 soccer season. Upon mutual agreement of both parties,
the contract may be renewed for one more season, to include Fall 2012 and Spring 2013 subject to budget and
Fayetteville City Council approval.
6. The City desires to contract with vendors that consider and demonstrate sustainable practices as a priority.
Proposers are encouraged to explain their sustainable practices in their response.
7. This RFP will be awarded using the following evaluation criteria:
1. Qualifications 20%
Qualifications in relation to project to be performed as well as information reflecting
qualifications of the Proposer will be taken into consideration. Indicate specialized experience of
the Proposer in connection with the type of service required as outlined in the purchase.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 10 of 15
2. Experience, Competence & Capacity for Performance 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 SHALL be submitted with a
full uniform sample and pricing.
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.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page11 of 15
City of Fayetteville
RFP 11-07, Soccer Uniforms
Vendor References
The following information is required from all Proposers so all proposals may be reviewed and properly evaluated
COMPANY NAME:
BUSINESS ADDRESS:
NUMBER OF YEARS IN BUSINESS: HOW LONG IN PRESENT LOCATION:
TOTAL NUMBER OF CURRENT EMPLOYEES: FULL TIME PART TIME
NUMBER OF EMPLOYEES YOU PLAN TO USE TO SERVICE THIS CONTRACT: FULL TIME PART TIME
PLEASE LIST LOCAL COMMERCIAL AND/OR GOVERNMENTAL REFERENCES THAT YOU HAVE PREVIOUSLY
PERFORMED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST THREE (3) YEARS (All fields must be
completed):
1. 2.
COMPANY NAME COMPANY NAME
CITY, STATE, ZIP CITY, STATE, ZIP
CONTACT PERSON CONTACT PERSON
TELEPHONE TELEPHONE
FAX NUMBER FAX NUMBER
E-MAIL ADDRESS E-MAIL ADDRESS
3. 4.
COMPANY NAME COMPANY NAME
CITY, STATE, ZIP CITY, STATE, ZIP
CONTACT PERSON CONTACT PERSON
TELEPHONE TELEPHONE
FAX NUMBER FAX NUMBER
E-MAIL ADDRESS E-MAIL ADDRESS
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 12 of 15
City of Fayetteville
RFP 11-07, Soccer Uniforms
Statement of Disclosure — To Be Submitted With ALL Proposals
This page does not count towards page limitations set forth in this request for proposal or bid.
Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited
to, any relationship with any City of Fayetteville employee. Your response must disclose if a known
relationship exists between any principal or employee of your firm and any City of Fayetteville employee or
elected City of Fayetteville official.
If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose
such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This
form must be completed and returned in order for your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO
YOUR FIRM:
1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain)
PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL:
I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify
the information provided herein are accurate and true; and
ii. My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination
requirements and conditions of employment.
Printed Name
Signature
Date
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 13 of 15
City of Fayetteville
RFP 11-07, Soccer Uniforms
Debarment Certification Form — PLEASE SUBMIT WITH ALL PROPOSALS
As A PROPOSER on this project, you are required to provide debarment/suspension certification
indicating that you are in compliance with the below Federal Executive Order. Certification can be
done by completing and signing this form.
Debarment:
Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all
contractors receiving individual awards, using federal funds, and all sub -recipients certify that
the organization and its principals are not debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded by any Federal department or agency from doing
business with the Federal Government.
Your signature certifies that neither you nor your principal is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any federal department or agency.
Questions regarding this form should be directed to the City of Fayetteville Purchasing Division.
NAME:
COMPANY:
PHYSICAL ADDRESS:
MAILING ADDRESS:
PHONE:
EMAIL:
FAX:
SIGNATURE:
DATE:
NOTICE:
CAUSE: Debarment by an agency pursuant to FAR 9.406-2, GPO Instructions 110.11A, or PS Publication 41, for one or more of the following
causes (a) conviction of or civil judgment for fraud violation of antitrust laws, embezzlement, theft, forgery, bribery, false statements, or other
offenses indicating a lack of business integrity; (b) violation of the terms of a Govemment contract, such as a wilful failure to perform in
accordance with its terms or a history of failure to perform; or (c) any other cause of a serious and compelling nature affecting responsibility.
(See Code N- Debarment pursuant to FAR 9.406 2(b)(2) Drug Free Workplace Act of 1988.)
TREATMENT: Contractors are excluded from receiving contracts, and agencies shall not solicit offers from, award contracts to renew or
otherwise extend the duration of current contracts, or consent to subcontracts with these contractors, unless the City determines that there
is a compelling reason for such action. Govemment prime contractors, when required by the terms of their contract, shall not enter into any
subcontract equal to or in excess of $25,000 with a contractor that is debarred, suspended, or proposed for debarment, unless there is a
compelling reason to do so. Debarments are for a specified term as determined by the debarring agency and as indicated in the listing.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 14 of 15
City of Fayetteville
RFP 11-07, Soccer Uniforms
Statement of No Bid — Please submit if applicable
In order to assist the Purchasing Division of Fayetteville in evaluating and improving our solicitation
process, we are asking for completion of this form and returning via fax or e-mail. By submitting this
form, it will assist us in evaluating all response, improving our bid solicitation process, and to maintain
a positive relationship with our vendors.
We, the undersigned, have declined to bid for the following reason(s):
1. We do not offer this service/product
2. Our schedule would not permit us to perform
3. Unable to meet specifications
4. Insufficient time to respond to the Invitation to Bid
5. We are unable to meet bond requirements
6. Other (Explain)
*NAME OF FIRM:
*BUSINESS ADDRESS:
*CITY: *STATE: *ZIP:
*PHONE: FAX:
*E-MAIL ADDRESS:
*BY :( PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE:
*DATE:
*PLEASE LIST OTHER COMMENTS BELOW:
*Please note: We appreciate your feedback on this form and are very interested in your reason for not bidding.
Please do not hesitate to contact us at 479-575-8220 if you have questions, comments, or concerns regarding
these bid documents.
City of Fayetteville, AR
RFP 11-07, Soccer Uniforms
Page 15 of 15
RESOLUTION NO.
A RESOLUTION TO APPROVE AND AWARD REQUEST FOR
#11-07 TO IN THE AMOUNT
$ FOR ABOUT 1,800 YOUTH SOCC
FOR THE 2011-2012 SEASON
FAYETT
P'`OPOSAL
ABOUT
UNIFORMS
IT RESOLVED BY THE CITY COUNCIL OF
ILLE, ARKANSAS:
THE CITY OF
Section That the City Council of the City f Fayetteville, Arkansas hereby
approves and awds the selection of pursuant to its Request
for Proposal #11-0 o provide approximately 1,80 Fayetteville Youth Soccer uniforms
for the 2011-2012 seasn in the amount of about 'A (depending
on the number of unifo s ordered).
PASSED and APPROV 4 1 this 19th dy of July, 2011.
APPROVED: ATTEST:
By: B.
LIONELD JORDAN, May• ONDRA E. SMITH, City Clerk/Treasurer