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Home My WebLink About118-13 RESOLUTIONRESOLUTION NO.118-13 A RESOLUTION AWARDING RFP #13-06 AND AUTHORIZING A CONTRACT WITH CHALLENGER TEAMWEAR IN THE AMOUNT OF $12.15 PLUS TAX EACH FOR YOUTH SOCCER UNIFORMS FOR THE FALL 2013 AND SPRING 2014 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 #13-06 and authorizes a contract with Challenger Teamwear in the amount of $12.15 plus tax each for youth soccer uniforms for the Fall 2013 and Spring 2014 seasons. PASSED and APPROVED this 4 h day of June, 2013 " _ 1GAIM"I ATTEST: By: zom x S DRA E. SMITH, City Clerk/Treasurer •'GAT Y p� ••qsG'.: FAYETTEVILLE ::�o_ '�;� TON `eee City of Fayetteville Staff Review Form City Council Agenda Items and Contracts; Leases or Agreements 6/4/2013 City Council Meeting Date Agenda Items Only Alan Spann his Parks and Recreation Parks and Recreation SubmItted By Division Department Action Kequirea: Resolution to award RFP #13-06 to Challenger Teamwear for the purchase of soccer $23,000 for the Fall 2013 and Spring 2014 seasons at the cost of $12.15 per uniform. $ 23,000.00 Cost of this request 1010.5220.5200.05 Account Number N/A Project Number Budgeted Item U $ 67,052.00 Category / Project Budget $ 13,727.18 Funds Used to Date $ 53.324.82 Remaining Balance Budget Adjustment Attached Tournament Supplies and Awards Program Category / Project Name Parks Development Program / Project Category Name Parks Development Fund Name <r &- Previous Ordinance or Resolution # Date 11 Original Contract Date: 5— �7' 1 Original Contract Number: Date l *.A Q ,,5-14- RO 13 Finance and Internal Services Director Date QI-11P13 -- Date Da i' lL Received in City Clerk's Office A AnA , n/. Received in Mayor's Office Revised January 15, 2009 City Council Meeting of June 4, 2013 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% k From: Alan Spann, Recreation Program Manager Date: May 13, 2013 Subject: Resolution to approve a purchase of youth soccer uniforms from Challenger Teamwear in the amount of $23,000 for the Fall 2013 Season and the Spring 2014 Season. RECOMMENDATION Parks and Recreation Staff recommends City Council award RFP #13-06 to Challenger for $23,000 for the Fall 2013 and Spring 2014 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 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 1,626 different kids participated in Fayetteville's soccer program, with 1,352 playing in the fall and an additional 274 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 associated 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, along with the cost of printing for each sponsor's logo. An RFP was released asking companies to submit possible uniforms for our program to use. The Selection Committee unanimously selected Challenger. Four companies submitted a proposal for the uniform purchase ranging in price from $12.15 - $23.25 per uniform set. The committee chose Challenger due to its high quality and durability at a low cost of $12.15. Challenger met all the qualifications as submitted on the RFP and has always provided good service to Parks and Recreation during previous years. Detailed information on Challenger Teamwear can be found at http://challengterteamwear.com/The-Teamwear-Difference/About-Us. On their website, City Council Meeting of June 4, 2013 Agenda Item Number Detailed information on Challenger Teamwear can be found at htto:///challenizerteamwear com/The-Teamwear-Difference/About-Us. On their website, they discuss a little about their company, including how they are the only total soccer company in the United States. Their RFP response also discusses how all their uniforms are housed, separated, printed, packed, and shipped from one central location. According to page 9 of their response, Challenger mentions their in-house print department meets all OSHA standards and in 35 years no employee has been hurt. Challenger employs men and women equally at all skill levels as well as the disabled. Their management policy is to help those who may not have had the best opportunities, to learn skills through on-the- job training to get ahead within the company. BUDGET IMPACT The 2013 Operational Budget includes $23,000 for the purchase of Soccer Uniforms. This purchase will include an approximate total payment of $23000 for Fall 2013 and Spring 2014. These expense figures depend on the amount of participants who register to play. Attachments: Bid Tabulation Form Challenger RFP Challenger - Environmental Best Management Practices RESOLUTION NO. A RESOLUTION AWARDING RFP #13-06 AND AUTHORIZING A CONTRACT WITH CHALLENGER TEAMWEAR IN THE AMOUNT OF $12.15 PLUS TAX EACH FOR YOUTH SOCCER UNIFORMS FOR THE FALL 2013 AND SPRING 2014 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 #13-06 and authorizes a contract with Challenger Teamwear in the amount of $12.15 plus tax each for youth soccer uniforms for the Fall 2013 and Spring 2014 seasons. PASSED and APPROVED this 41h day of June, 2013. APPROVED: ATTEST: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville, Arkansas RFP 13-06, Soccer Uniforms List of Proposals Received: 0510112013 @ 2:00 PM Narne,•. Contact Phone Nt1m4 Erad . Address .... ,.I { _... ``t . , _. rF . SYate , .;. rp:< American Soccer Company. Inc. Vicki Cairns 800 626-7774 ylcEiaswres2ods.Wnl 726 E. Anaheim St Wilmington CA 90744 Challenger Tearriweer Greg Knight 866 246-5862 kni ht challanoerteamwearcom 8263 Flint Lexexa KS 66214 Code Four Athletics, LLC Jeri Bates 425 255-6677 erib oadefoorathletieS.Corn 22013 68th Ave, South Kent WA 98032 Nome Team Athletics Dennis Jones (910) 938.0862 hometeamathletics(&embaramail.com 242 S. Wilmington HWY Jacksonville NC 28540 Pricing Evaluation Name Price - Year 1 Price - Year 2 % Increase $ Increase Shipping (dotes American Soccer Company, Inc. $ 12.95 SAME 0% $ 15-20 business days UPS ground an initial order only, Standard UPS or USPS rates for add -on orders Challenger Teamwear $ 12.15 j SAME 0% $ 12-16 calendar days Code Four Athletics LLC $23251$21.50 $24.41 I $22.58 2% to 5% $1.16 / $1.08 1 See Notes 'Need quentites by timetrame":25 increase Home Team Athletics $ 15.48 $ 16.25 5% $ 0.77 10-14calendar days 5%.increase for year 2 Last Updated: 5/1/2013 at 3:19 PM City of Fayetteville RFP 13-06, Soccer Uniforms Selection Committee Members Alderman::: Sarah Marsh Mayor (or Representative): Dede Peters`,;;. ,Finanse; & Internal Services Director (or. ROresamtative): Kristin Atha InVoIw.,d Dtt.lpar trnent I-iads, Alan Spann �& Chase Gipson (Parks) ri 1. r. e-c;r ,A' 1 3 i t, i.., t•j kid ,t '.+i �Se gn : r`y jtV, §ti �,y:��.t::'.i I'ta ICJ iJ i t%✓{: ;.isi:,, pit !. f:. '_•..J. r.�, ri , Parents (voting members): Adam Parisi adam.Parisi (Dtrestletree.com' (4^79) 841-9741 G'rirp�r °riP^�r ffr� t0l?Af�-(EiiTl �i729 ova_ =527 CJ epo The competitive selection for such services shall be conducted by a review committee which shall include one 41�3Alderman appointed by the Mayor to serve and represent the Council, the Mayor for representative), the Finance & Internal Services Director, (or representative), the involved Department Heads, appropriate city personnel and may include professionals, and/or individuals with expertise in the community. { l H Dear City of Fayetteville. A R April 27, 2013 Listed below are a few uniform options available to you from Challenger Teamwear. I have given you prices on a number of uniform styles. The price includes jersey, number, shorts & socks. Uniform Set Apache Set $12.15 Youth $12.15 Adult Page 33 Sizes - YXS-AXXL - 16 colors Cheyenne Set $12.15 Youth $12.15 Adult Page 27 Sizes - YXS-AXX1. - 21 colors Arizona Set $12.15 Youth $12.15 Adult Page 21 Sizes- YXS-AXXL- 18 colors Navajo Set $12.15 Youth $12.15 Adult Page 25 Sizes - YXS-AXL -- 17 colors 'Uniform Set includes - Jersey, One -Color number. Patriot or Dakota Short. Premiere sock. Upgrade Short Frisco FREE UPGRADE Additional Information • Numbers - Uniform Set includes 8 inch number on back of jersey. • Patriot Short - available in 8 colors • Dakota Short - available in 1 I colors • Premiere Sock - available in 14 colors • Shipping - all uniforms will be shipped UPS. We are 2 day ground UPS from you - we ship from Kansas. • Turnaround time Main order - 14-16 days from date of order. Can be less - We can work with you if dates are provided. • Turnaround time on additional orders -- 6 business days with ground shipping. Qualifications • Experience - Challenger has over I I years of experience of providing Soccer uniforms direct to City soccer leagues. • Challenger provides uniforms to over 1000 soccer leagues in the United States. • Challenger provides uniforms to soccer leagues with 1004000 soccer players. • All Challenger uniforms are housed, separated, printed, packed and shipped from one central location. • All uniforms will be separated and labeled by team for easy distribution. Experience, Competence, and Capacity Jersey Quality - Each of our fabrics are knit with quality yams and finished to have a rich soft feel for maximum comfort, ultimate moisture -wicking and breathability. Our jerseys are known for their bright colors -we use the most expensive reactive dyes to retain their bright color and prevent bleeding or fading. Each seam is double -stitched with extra strong threads which prevent seam splitting. A soft heavy -weight trim is used for the neckbands on Challenger Teamwear's jerseys to retain the jerseys shape. Short Quality - we pre -shrink the elastic band before sewing into our shorts. Polyester fabric does not shrink. If the elastic band has not been pre-shrunk before being sewn into a waist band. the fabric will bunch with the first wash. A heavy duty, more expensive polyester drawstring is used in all our shorts, again to prevent shrinkage and bunching. Sock Quality - The 'Premiere' sock is made of elasticized acrylic -nylon fabric and nylon true rib legs, with turndown cuffs to hold full-length shin -guards in place. This sock also has a cushioned insole. Past Performance • Reference - City of Tallahassee , FL, Brian Smatt, 850 891 3837 - 1300 Uniform Sets • Reference- Springdale Recreation, AR, Colby Rhodes, 479 750 8185 - 950 Uniform Sets • Reference -- Green County SA., AR, Vernon Higgins, 870 351 2309 550 Uniform Sets • Reference - SABR, FL, Suzy Vogelgesang, 561 362 7676, 2300 Uniform Sets League Gifts Challenger would also like to offer the league Gifts: - Challenger - N.S.C.A.A `Parent Coach' coaching Certificate course - $35.00 Value --FREE to your club. Challenger has partnered with the largest coaching organization in the U.S.A. the N,S.C.A.A. and will come and put on a complementary coaching course for your Recreational parent coaches for FREE. - The Challenger Way - Access to our new on-line training tool - with a comprehensive collection of coaching drills, Team practices, small sided games and much more to support all your youth coaches - Check out the FREE demo at w_ tti «.thechallengery a� xom . Retail price $79.00 - your price $5.95 per coach! In addition to the great prices, quality uniforms and gifts I want to list additional advantages of working with Challenger: • Location - our uniforms are housed, printed, packed and shipped from Kansas - we are only a 2 day ship to you. Shorter shipping time. • Additional orders - if you can order by noon any day we can have the uniforms to in 6 business days with logo and numbers -with ground shipping! • Team Packed - all uniforms can be team packed and labeled ready for distribution • Sizing samples - Complementary sizing samples for registration. • Comfort - all our uniforms are tag -- less and with stitching hidden in neck line for additional comfort. On line ordering — we keep you in the loop all along the ordering process — with e-mail confirmation of the order, e-mail tracking of the order and you can order 24 hours a dayl Access to Challenger Sports resources — British Soccer Camps, Tetra Brazil Camps, Year round coaching, Tours, Tournaments. I look forward to speaking with you to discuss our proposal but should you have any immediate questions please do not hesitate to contact me at: Tel: 866-243-5862 or email: gknight@challengersports.com Sincerely, Greg Knight Regional Director Challenger Teamwear CV111( Phone: 479.575.8220 TDD (Telecommunication Device for the Deao: 479.521.1316 City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 REQUEST FOR PROPOSAL: RFP 13-06, Soccer Uniforms DEADLINE: Wednesday, May 01, 2013 before 2:00:00 PM, local time RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, CPPo, ¢_;,. cf.:° v, �:3 ? ¢> €.:us DATE OF ISSUE AND ADVERTISEMENT: Thursday, April 18, 2013 No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project number and name as well as the name and address of the firm. All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid 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. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. 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 submitting, 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: Teanlwen r Contact Person: �,'eq knia L- Title:Ce,1k.r.A !JSA SaW P et6- E-Mail: 9K^'94 t061r, Phone: FLL '1-3 5-f 6 Business Address: 9zb" PI-L City Lease >_C� State: K.5 zip: 66-z y4 Signature, z we& Date.- I-/Z City of Fayetteville, Aft RFP 13-06, Soccer Uniforms Page 1 of 14 City of Fayetteville RFP 13-06, Soccer Uniforms Advertisement City of Fayetteville, Arkansas NOTICE: Request for Proposal RFP 13-06, Soccer Uniforms The City of Fayetteville, Arkansas invites interested companies to submit proposals for the purchase of uniforms for the Fall 2013 - Spring 2014 soccer seasons, with a possible renewal extension to include Fall 2015 — Spring 2015. Interested parties shall submit proposals to the Fayetteville Purchasing Division in City Hall, Room 306,113 W. Mountain, Fayetteville, Arkansas, 72701. Proposals are due before Wednesday, May 01, 2013 before 2:00:00 PM, local time. Copies of the requirements for RFP 13-06 can be obtained by visiting our website at www.bids.accessfayetteville.or4. The City reserves the right to reject any proposal and to waive formalities deemed to be in the City's best interest. "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." CITY OF FAYETTEVILLE By: Andrea Foren, CPPB, CPPO Title: Purchasing Agent Ad date: 04.17.13 City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 2 of 14 City of Fayetteville RFP 13-06, Soccer Uniforms SECTION A: General Terms & Conditions 1. SUBMISSION OF A PROPOSAL SHALL INCLUDE: a. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP in the most cost effective manner. 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. Statement should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers may 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. d. All Proposers shall submit one (1) original 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 by the Proposer. e. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. Only the names of Proposer's 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. f. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing Division. g. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain St., 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. h. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. i. Proposers shall 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. j. 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. k. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Documents shall be received before the deadline time as shown by the atomic clock located in the Purchasing Division Office. City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 3 of 14 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: 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. 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. 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. 4. 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. 5. 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. 6. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion. 7. 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". City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 4 of 14 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 Proposer's judgment or quality of services being provided. Such written 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. 8. WITHDRAWAL OF PROPOSAL: A proposal may be withdrawn at any time. 9. LATE PROPOSAL OR MODIFICATIONS: a. 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. Proposers should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain St., Fayetteville, AR. 10. 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. 11. 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." 12. 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. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case. City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 5 of 14 13. 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 services or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City. 14. 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. 15. 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. 16. 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 allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 17. 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. 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. 18. 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 City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 6 of 14 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. 19. 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 -phase contracts, this provision shall apply separately to each item. 20. 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. 21. SERVICES AGREEMENT: 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. 22. 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. 23. OTHER GENERAL CONDITIONS: a. Proposers must provide the City with their proposals signed by an employee having legal authority to submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. b. The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. c. The request for statement of qualification 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 Proposer 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. d. If products, components, or services other than those described in this bid document are proposed, the Proposer must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. e. Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone (479.575.8220) or e-mail (aforena-ci.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 Proposers to be on equal terms. City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 7 of 14 f. 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 (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. g. 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. h. 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. L 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 controlled 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. j. 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 substantially 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. k. 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. 24. The following documents are included with this solicitation: N/A City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 8 of 14 City of Fayetteville RFP 13-06, Soccer Uniforms SECTION B: General Project Information The City of Fayetteville is now accepting proposals for the purchase of uniforms for the 2013 — 2014 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 (two seasons). Uniforms should include shirt, shorts, socks, two number single color screen print on back of jersey, and have a wide variety of color choices available for all items. Numbers shall be seven inches each. Fabric used shall be lightweight and breathable. See evaluation criteria below for additional requirements. Proposals 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 the deadline as stated in this request for proposals (RFP) in the format set fourth in the accompanying documents. A non -responsive or incomplete proposal shall not be considered. Please note that a complete responsible, responsive Proposal is one that includes samples. Proposals received after this deadline shall not be considered. Proposals shall be hand delivered or mailed to the following address: Andrea Foren, CPPB, CPPO 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 13-06, 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. This initial contract is for the Fall 2013 and Spring 2014 soccer season. Upon mutual agreement of both parties, the contract may be renewed for one more season, to include Fall 2014 and Spring 2015 subject to budget and Fayetteville City Council approval. 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. City of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 9 of 14 7. Proposers shall submit a current year catalog containing the samples provided. Catalog shall be received with samples and RFP response paperwork. 8. Awarded vendor shall provide the City with a tracking number on the same day order ships. The City shall also be immediately notified if an order placed will not be shipped in its entirety. 9. Location of materials sourcing and manufacturing will be taken into consideration with a preference given for regional and domestic products. The City of Fayetteville prioritizes sustainability, environmental best management practices, workplace safety, and fair worker compensation. 10. This RFP will be evaluated 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. This criterion will also include violations and practices pertaining to the environment, labor, and safety. 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 structure. 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. The location of manufacturing, garment fiber content and place of origin will be taken into consideration as well. Fabric of uniforms shall be lightweight and breathable. 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 13-06, Soccer Uniforms Page 10of14 City of Fayetteville RFF 13-06, Soccer (Uniforms ;1=CTIO D: Vendor References The following information is required from all firms so all submittals may be reviewed, and properly evaluated. COMPANY NAME' NUMBER OF YEARS IN BUSINESS _ _ . �! _ _ . (-i(W LONG IN PRESENT LOCATION _ TOTAL NUMBER OF CURRENT EMPLOYEES __.__.._. �? � _.._._. . FULL TIME _� �---_-_--- PART TIME NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT 2 _ FULL TIME Ij- PART T#ME PLEASE LIST FOUR (4) GOVERNMENTAL REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS (FUl tt�+lds roust b� cgm�af�tr�c83 ssee FL 3 °z CITY. STATE, ZIP rice- 11;W1t" CONTACT PERSON 50 pql- TELEPHONE FAX NUMBER -JMT :AuL;RE:§S StK--ff ZiP - -� U A� CONTACT PERSON �to7 -703 TELEPHONE. e U /v18 E AiL ADDRESS City of Fauattevlie, AR RrP t3-M Soccer UnifDrms Page 11 of 14 COMPANY NAME_ €$J jZ�'_ �t CITY. STATE, ZIP CONTACT PERSON -527 �X NLii BE f F-MAIL ADDRESS COMPANY NAME Ci i" S rATP Zip 234 TELEPHONE 'IbZ Z32 FAX NUMBER L f-AIL r! DRESS City of Fayetteville RFP 13-06, Soccer Uniforms SECTION E: Submittal Form, Proposer must disclose any possible conflict of interest with the City of Fayetteville, including but not limited to, any Felationshi ' D with any City of Fayetteville employee Proposer response must disclose if a knoym relationship exists between any principal or employee of your firm and any Crty of Fayetteville empioy-ae or elected City of Fayetteville official If, to your knoWedge, 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 retumed in order for your bid/lDPOS21 to be eligible for consideration V 1) NO KNOWN RELATIONSHIP EXlS I S RELATIONSHIP EXISTS (Please explain) I certify that, 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 my organization shall comply nth all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of empinyment 2. 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 NOTES Each Praiser shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clartfication or interview via telephone, Name of Firm_''� I L_ Ile, e"t, je _LJ-5--_7 --------- ' Name of Primary Contact .__ q,e,, - �- - _ - - __ J, __ Title of Primary Contact Cep Lj �A Dwo, ----------- Phone#1 (cell pfeferredti Phone-42 AD E-Mail Address k-2 C 4 Ile, 8,� CcV 1 Please acknowledge receipt of addenda for this invitation to bid request for Proposal, or request for qualM, cation by signing and dating below All addendurns are hereby rriada a part of the bid or RFP documents to the same extent as though it were originally included therein Proposers, idders should indicate their receipt of same in the appropriate blank rsted herein Failure to do so may subject vendor to disqualificaficn ADDENDUM NO, SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED Vt A 4. Please acknowledge receipt of addenda for this invlation to bid request Fai- prop:)sat, or request for qualification by signing and dating below All addendums are hereby made a par' of the bid or RFP documents to the sarne extent as though it vere originally included therein Proposecs,'Bidders should indicate their receipt of same in the appi olonate blank listed herein Failure to do so may subject verid-or to disqualification r—ity of Fayetteville, AR RFP 13-06, Soccer Uniforms Page 12 of 14 S. As an interested party on this project, you are required to provide debarment/suspension certification indicating in compliance vAth the below Federal Executive Order Certification can be done by completing and signing this form Federal Executive Order (E.0 ) 12549 'Debarment and Suspension' requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principal.- are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business wrath the Federal Government 6. 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 7. Bid Details from Proposer 1.) Price Per Uniform (includes shirt, shorts & socks), S I Z' 15 (NOT INCLUDING TAX) Note: An estimate of 1,800 per falYspring combined season for a total of approximately 3,600 uniforms it the City renews the purchase for the second term. 2 ) Processing time from City order to shipment of items: - 112--I-b— Calendar Days 31 "Do you want samples returned? YES 0 jdrd? One) "If yes, City will send via. FedEx and charge Proposer's FedEx number: 4 ) Price will increase -- % per uniform for tern 2 of this purchase (Fall 2014, Spring 2015) 5) List the location of manufacturing for the uniform ,V1 nv-- — P- t i ------ 41,ld U �,k -- 6.) List the fiber content and place of origin. 10C)IC, [-r 7 ) List any environmental, labor, or safety violations filed against your company: 8 ) Describe environmental best management practices: Flea-$e Ie-stz C - Eia-g6-, — City of F-2yattaAlle, AR RF-P 13-C6 SDocei Uniforms Page, 13 of 14 tr I�mju;Qpjrz 8tj 31VC1 3'D 3�inlVNSIS :Ilvym-3 --:Xvj- 2 P-bT, :;NOHd �7 <) 76 T— P� t4e) 7 wil—I SS38(JCIV SNI-INN :SS36(]CIV IVOISAHd -)XID ANVdVY03 3 VYVN Environmental Best Management Practices Our company is an American company started by Ron Matsch who was raised in Rogers, Arkansas and graduated from Arkansas State University. His first job was working for Spaulding Racquetball Clubs nationwide. There, he noticed that, that while there were many options for physical activity for adults, at that time, there was no activity base for youth. So he created a national franchise called Discovery Zone, where children and their parents could get fun activity together. Once this was started, he began Challenger Sports, a soccer based company. He realized that soccer was a sport that all shapes and sizes could participate in and have fun while getting the much needed exercise they needed. in other words, physical fitness for youth has been Ron's top priority. This has led to the basic philosophy of the our company, 'to put smiles on kids faces'. Challenger Sports and all of its divisions, including Challenger Teamwear is now the largest soccer company in the United States. It includes an in-house print and art department for the production and implementation of logos, sponsors, and numbers. This department also meets OSHA standards. Safety is priority, and in the 35(?) years of operation, no one has been hurt. It employs men and women equally at all skill levels as well as the disabled. We also employ work study students from the surrounding colleges to help them with job training. It is management's policy to help those who may not have had the best opportunities, to learn skills through on-the-job- training to get ahead within the company. Occasionally this has led to losing good employees as they progress in their careers based on what they have learned within the company. But this also allows for opportunities for others. We use 100% nontoxic dyestuffs. They are 30% more costly than those made in by other companies but well worth the difference in cost since they offer no danger to children touching the surface of the garment and then putting their hand in their mouth. All of our screen print ink is made in USA and is nontoxic. Our polyester is made in high tech modern fabric mills using the latest in pollution control and safety standards. Under law, there is no child labor. The National government requires a high school diploma before a person can apply for a job. Our cardboard uses projects that systematically replant trees to insure no permanent damage to the ecology. Our factories are clean, modern, safe and high tech applying the latest equipment to insure that state of Y, the art equipment and methods are used to produce quality merchandise. RESOLUTION NO. A RESOLUTION AWARDING RFP #13-06 AND AUTHORIZING A CONTRACT `WITH CHALLENGER TEAMWEAR IN THE AMOUNT OF $12.15 EACH VOR YOUTH SOCCER UNIFORMS FO THE FALL 2013 AND SPRING 2%4SEASONS BE IT RESOBY THE CITY CO NCIL OF THE CITY OF FAYETTEVILLE, ARKANSA ; Section 1: That the City Coun '1 of the City of ayetteville, Arkansas hereby awards RFP # 13-06 and authorizes a contract with hallenger T amwear in the amount of $12.15 each for youth soccer uniforms for the Fall 2013 Vdof 014 seasons. PASSED and APPROVED this 4ne, 2013. APPROVED: BY: LIONELD JORDAN, ATTEST: By: SOND E. SMITH, City Clerk/Treasurer