1 P a g e INVITATION FOR BIDS Summer Camp T-Shirts IFB #: 15-006 Deadline for Bids: 2 PM 4/15/2015 2300 High Ridge Road Boynton Beach, FL 33426 (561) 740-7000 www.cscpbc.org
2 P a g e Table of Contents SECTION 1: INTRODUCTION... 3 1.1 WHAT WE ARE SEEKING... 3 1.2 THE COUNCIL... 3 SECTION 2: SCOPE OF WORK... 3 2.1 SPECIFICATIONS... 3 2.2 MINIMUM REQUIREMENTS... 4 SECTION 3: IFB PROCESS... 4 3.1 LIMITATIONS ON CONTACTING CSC PERSONNEL... 4 3.2 PROPOSER DISQUALIFICATION... 4 3.3 IFB TIMETABLE... 5 3.4 INQUIRIES... 5 3.5 ACCEPTANCE OF BIDS... 6 3.6 NOTICE OF QUALIFIED BIDDER... 6 SECTION 4: IFB RESPONSE... 6 4.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO IFB... 6 4.2 INCOMPLETE BIDS... 7 4.3 RESPONSE FORMAT... 7 4.4 RESPONSE REVIEW AND SELECTION CRITERIA... 7 4.5 COMPLIANCE WITH SECTION 287.133, FLORIDA STATUTES... 7 SECTION 5: SUBMITTAL DOCUMENTS... 8
3 P a g e SECTION 1: INTRODUCTION 1.1 WHAT WE ARE SEEKING The Children s Services Council of Palm Beach County (CSC) is hereby seeking bids from qualified vendors (Bidders) to this Invitation for Bid (IFB) to provide 13,600 youth and 4400 adult T-shirts of various sizes. Bidders must be able to provide drop shipment of product to approximately 135 Palm Beach County summer camp locations no later than June 10, 2015. 1.2 THE COUNCIL Children s Services Council of Palm Beach County (CSC), an independent special district created by Palm Beach County voters in 1986, and reauthorized in 2014, provides leadership, funding, services and research on behalf of the county s children so they grow up healthy, safe and strong. SECTION 2: SCOPE OF WORK 2.1 SPECIFICATIONS Product Description: 50/50 Heavyweight Youth and Adult T-shirts. 50% cotton, 50% polyester, pre-shrunk jersey Color: Standard Yellow; sample will be requested and approved prior to production Size: Youth: Small, Medium, Large, X-Large; Adult: Small, Medium, Large, X-Large, XX-Large, XXX- Large as per Bid Sheet qualities (see Attachment A) Quantity: 13,600 Youth of various sizes; 4,400 Adult of various sizes Imprint Area: o Youth T-Shirt Front: 2-color, CSC logo and Healthy. Safe. Strong. tag line in PMS Red 200C and PMS Black C; Youth T-Shirt Back: 2-color Dragon logo in Black/PMS Purple 2597; 8 wide by 8 high o Adult T-Shirt Front: 2-color, CSC logo and Healthy. Safe. Strong. Tag line in PMS Red 200C and PMS Black C;; Adult T-shirt Back: 2-color Dragon logo in Black/PMS Purple 2597; 10 wide by 10 high o Artwork to be provided to successful bidder Shipping & Handling: All shipping and handling costs are to be included in the bid price and are the responsibility of the Bidder Delivery: Must be delivered no later than June 10, 2015, to approximately 135 Palm Beach County summer camp locations (complete list to be provided to successful bidder) Storage: Bidder will be responsible for all temporary storage fees, if applicable All costs associated with materials, labor, production, set-up, shipping and handling, delivery and storage (if applicable) are to be included in the bid price.
4 P a g e 2.2 MINIMUM REQUIREMENTS In order to be considered, Vendors must be able to meet the following minimum requirements: Vendor has the capacity to provide T-Shirts by the delivery date specified in this IFB; Vendor is able to provide delivery of T-Shirts to approximately 135 summer camp sites; Vendor must complete all required submission documents and sign, as required, by the April 15 deadline. Participate in a telephone interview process for the purpose of clarifying bid, if required; and Provide three professional references specifically relating to similar assignments completed within the past three years SECTION 3: IFB PROCESS 3.1 LIMITATIONS ON CONTACTING CSC PERSONNEL This Invitation for Bids is issued by the Children s Services Council of Palm Beach County. The contact person listed below is the sole point of contact for this IFB: Michelle LeWay, Purchasing Agent Michelle.Leway@cscpbc.org All contact shall be by email only 3.2 PROPOSER DISQUALIFICATION Bidders are prohibited from contacting CSC personnel or board members regarding this solicitation other than the person identified above. Any occurrence of a violation may result in the disqualification of the Bidder. Failure to have performed any contractual obligations with CSC in a manner satisfactory to CSC will be sufficient cause for disqualification. To be disqualified as a Bidder under this provision, the Bidder must have: 1. Previously failed to satisfactorily perform in a contract with CSC, been notified by CSC of unsatisfactory performance, and failed to correct the unsatisfactory performance to the satisfaction of CSC; or 2. Had a contract terminated by CSC, by any other county or state agency, or by any Children s Services Council for cause.
5 P a g e 3.3 IFB TIMETABLE 4/13/2015 IFB packets are available on the CSC website (www.cscpbc.org/openprop) 4/14/2015 Deadline for submission of questions regarding clarification of IFB 4/14/2015 Final posting of questions and answers and/or clarification or addenda to IFB (if any) on CSC website (www.cscpbc.org/openprop) 4/15/2015 RESPONSE DEADLINE - All bids are due via email by 2 PM to: BIDS@cscpbc.org Subject: IFB 15-006 Note: CSC s email server date and time stamps all email 4/15/2015 Evaluation of bids by CSC; clarification of bids via telephone call with Bidder, if required 4/24/2015 Notification by email and posting on CSC s website (http://www.cscpbc.org/proposal-outcomes) of award of contract; notification by email to Bidders not selected for award 4/27/2015 Effective date of contract CSC reserves the right to adjust the timetable and any adjustments will be made available on the CSC website. 3.4 INQUIRIES All inquiries requesting clarification regarding this IFB must be made in writing and emailed to the identified contact person by Tuesday, April 14, 2015. During the IFB period, Bidders must not submit any forms of marketing or promotional materials that would raise the Bidder s profile or give the Bidder an advantage or benefit not enjoyed by other perspective Bidders. Copies of responses to all inquiries which require clarification and/or addenda to the IFB will be made available no later than 5 PM, Tuesday, April 14, 2015 on CSC s website.
6 P a g e 3.5 ACCEPTANCE OF BIDS All bids must be received at CSC via email no later than April 15, 2015 by 2 PM. Attach signed, scanned document in PDF format to email and send to: BIDS@cscpbc.org Subject: IFB 15-006 No changes, modifications or additions to submitted bids will be accepted by, or binding on, CSC after the deadline for submissions has passed. ALL EMAIL COMMUNICATIONS ARE DATE AND TIME STAMPED BY CSC S SERVER. BIDS NOT RECEIVED AT THE SPECIFIED DATE AND TIME WILL BE REJECTED AND RETURNED UNOPENED TO THE BIDDER BY THE CSC. CSC reserves the right to reject any and all bids or to waive minor irregularities when doing so would be in the best interest of CSC. A minor irregularity is defined as a variation from the RFP terms and conditions that do not affect the price of the application, or do not give the Bidder an advantage or benefit not enjoyed by other prospective Bidders, or do not adversely impact the interest of CSC. 3.6 NOTICE OF QUALIFIED BIDDER CSC will post the name of the qualified Bidder on the CSC website: http://www.cscpbc.org/proposaloutcomes on April 24, 2015 after 5 PM. SECTION 4: IFB RESPONSE 4.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO IFB All bids must be submitted on the forms included in this package and are available on CSC s website at: www.cscpbc.org/openprop. All bids are to be signed by an official/individual who is legally authorized to bind the Bidder to the proposed activity. IMPORTANT: All bids must be received via email no later than Wednesday, April 15, 2015 2 PM.
7 P a g e 4.2 INCOMPLETE BIDS Failure to respond to any item, including providing any requested information, or failure to follow these instructions shall be considered submission of an incomplete response and may result in disqualification from further consideration. 4.3 RESPONSE FORMAT The typewritten portion of your response is to be submitted on the IFB #15-006: Forms available for download on CSC s website: www.cscpbc.org/openprop 4.4 RESPONSE REVIEW AND SELECTION CRITERIA Bidder selection will be based upon the following criteria: 1. Ability to meet delivery date 50 points 2. Cost 50 points 4.5 COMPLIANCE WITH SECTION 287.133, FLORIDA STATUTES In accordance with Section 287.133, Florida Statutes, persons and affiliates who have been placed on the convicted vendor list may not submit bids, contract with, or perform work (as a contractor, supplier, subcontractor or consultant) with CSC in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. Any response received from a person, entity or affiliate who has been placed on the convicted vendor list shall be rejected by CSC as unresponsive and shall not be further evaluated.
8 P a g e SECTION 5: SUBMITTAL DOCUMENTS The following documents can be downloaded from CSC s website at: www.cscpbc.org/openprop Reference file name: IFB #15-006 Forms 1. Cover Page Complete this entire document and include with response. 2. Questionnaire Complete this entire document and include with response. 3. References - List three clients professional references associated with work previously performed by the Bidder within the past 5 years. For each reference, please specify: a) Name, address, telephone number b) Project start date and duration c) Scope and cost of work 4. Bid Worksheet Provide a schedule of fees separating the cost of materials (including supplies, labor, set-up and production), shipping and handling, delivery and storage, if applicable. This form is available for download at: www.cscpbc.org/openprop; IFB 15-006: Bid Worksheet 5. Conflict of Interest Disclosure Form Complete this document, then sign, scan and include with response. This document must include a signature.
9 P a g e REMINDER Invitation for Bids Summer Camp T-Shirts DEADLINE FOR SUBMISSION IS Wednesday, April 15, 2015 2PM BIDS@cscpbc.org Subject: IFB 15-006 PROPOSALS ARRIVING AFTER 2 PM ON APRIL 15, 2015 WILL NOT BE ACCEPTED
10 P a g e Submit this IFB response via email to: COVER PAGE BIDS@cscpbc.org Subject: IFB 15-006 IFB Title: Summer Camp T-Shirts IFB #: 15-006 NAME OF FIRM, ENTITY, ORGANIZATION: NAME OF CONTACT PERSON: TITLE: PHONE NUMBER: FAX NUMBER: EMAIL: MAILING ADDRESS: CITY: STATE: ZIP CODE: HEADQUARTERS ADDRESS (If different than mailing address): DO NOT INCLUDE SOCIAL SECURITY NUMBER WITH THIS APPLICATION; CSC WILL OBTAIN IF/WHEN CONTRACTED FEDERAL EMPLOYER IDENTIFICATION NUMBER (EIN): STATE OF FLORIDA BUSINESS LICENSE NUMBER (If Applicable): ORGANIZATION STRUCTURE (Please check one): Corporation Partnership Proprietorship Joint Venture Other If Corporation, please provide the following: (A) Date of incorporation (B) State or Country of incorporation: I certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by the terms and conditions of this IFB and certify that I am authorized to sign this Proposal and that this Proposal is in compliance with all requirements of the Invitation for Bids, including but not limited to, certification documents. Authorized Signature (Manual) (Authorized Signature (Print or Type) Title (Print or Type) COMPLETE & PRINT FORMS; SIGN THE COVER PAGE AND CONFLICT OF INTEREST FORM; SCAN INTO PDF FORMAT AND EMAIL TO CSC WITH ADDITIONAL REQUIRED DOCUMENTS BY 2PM ON DUE DATE
11 P a g e REFERENCES List three clients, current or past that can serve as a reference on the development of similar work performed by the Bidder in the past five years. For each reference, please specify: a. Name, address, telephone number b. Assignment start date and duration c. Scope of assignment Reference #1: Reference #2: Reference #3:
12 P a g e BID SHEET PURPOSE: The purpose and intent of this IFB is to secure a fixed price for materials, labor, production, set-up, shipping and handling, delivery and storage (if applicable). CSC intends to award a contract to the lowest, responsive, responsible Bidder in response to this IFB, taking into consideration references and the ability to meet delivery schedule and quality of materials. In the case of disputes in the award of a contract, the decision by CSC shall be final and binding. PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT: If the Bidder is awarded a contract under this solicitation, the prices quoted by the Bidder shall remain fixed and firm during the term of the contract. WORK AUTHORIZATION: Contract will be authorized by the CSC Chief Executive Officer or designee. No work shall commence without written authorization. INVOICES AND PAYMENT: Detailed invoices will be required. Payments will be made within 15 days of receipt of invoice(s) as follows: 35% down payment upon execution of contract 65% upon delivery to and inspection of merchandise by CSC Submit Bid Worksheet see Attachment 1; download form at: www.cscpbc.org/openprop; IFB 15-006: Forms
13 P a g e CONFLICT OF INTEREST DISCLOSURE FORM By submission of this form, the Bidder certifies that this price is made independently and free from collusion. Bidder shall disclose below, to the best of its knowledge, any CSC Council member, employee, or any spouse, son, daughter, stepson, stepdaughter, or parent of any such officer or employee, who is an officer or director of, or has a material interest in, the Bidder s business. For purposes hereof, a person has a material interest if he or she directly or indirectly owns more than five percent (5%) of the total assets or capital stock of any business entity, or if he or she otherwise stands to personally gain if the contract is awarded to this vendor. Failure of a vendor to disclose any relationship described herein shall be reason for debarment. NAME RELATIONSHIPS (Print Name) (Print Name) (Bidder s Signature) DATE:
14 P a g e Attachment 1 Bid Worksheet Description Sizes Quantity Cost per Item (based on quantity estimate) Total Cost 50/50 Heavyweight Blend YOUTH T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey Small 3300 50/50 Heavyweight Blend YOUTH T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey 50/50 Heavyweight Blend YOUTH T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey 50/50 Heavyweight Blend YOUTH T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey 50/50 Heavyweight Blend ADULT T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey 50/50 Heavyweight Blend ADULT T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey 50/50 Heavyweight Blend ADULT T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey 50/50 Heavyweight Blend ADULT T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey Med 4500 Large 4000 X-Large 1800 QUANTITY SUB-TOTAL: 13600 SUB-TOTAL: Small 1185 Med 1185 Large 950 X-Large 650 50/50 Heavyweight Blend ADULT T-Shirt. 50% cotton, XXL 300 50% polyester pre-shrunk jersey 50/50 Heavyweight Blend ADULT T-Shirt. 50% cotton, 50% polyester pre-shrunk jersey XXXL 130 QUANTITY TOTAL: 4400 SUB-TOTAL: Set-Up: 8" 2 Color Front (CSC Logo-black & PMS Red 200C) & 2 Color Back (Dragon Logo Black/ PMS Purple 2597 Set-Up: 10" 2 Color Front (CSC Logo-black & PMS Red 200C) & 2 Color Back (Dragon Logo Black/PMS Purple 2597 Storage Fees; if applicable Freight Charges Drop Shipping GRAND TOTAL: YOUTH ADULT