INVITATION FOR BIDS (IFB)

Transcription

1 P a g e 1 INVITATION FOR BIDS (IFB) Summer Camp T-Shirts IFB #: Deadline for Responses: 2:00 PM 04/13/2017 Children s Services Council of Palm Beach County (CSC) 2300 High Ridge Road Boynton Beach, FL (561)

2 P a g e 2 Table of Contents SECTION 1: TIMETABLE... 3 SECTION 2: INTRODUCTION WHAT WE ARE SEEKING THE COUNCIL TERM OF CONTRACT... 4 SECTION 3: SCOPE OF WORK SPECIFICATIONS MINIMUM REQUIRMENTS... 5 SECTION 4: IFB PROCESS LIMITATIONS ON CONTACTING CSC PERSONNEL BIDDER DISQUALIFICATION INQUIRIES ACCEPTANCE OF BIDS NOTICE OF AWARDED BIDDER... 6 SECTION 5: IFB RESPONSE INSTRUCTIONS FOR SUBMITTING RESPONSE TO IFB INCOMPLETE BIDS RESPONSE FORMAT RESPONSE REVIEW AND SELECTION CRITERIA INSURANCE REQUIREMENTS PREFERENCE FOR FLORIDA BUSINESSES COMPLIANCE WITH SECTION , FLORIDA STATUTES... 8 SECTION 6: SUBMITTAL DOCUMENTS... 9

3 P a g e 3 SECTION 1: TIMETABLE 03/20/2017 IFB packets are available on the CSC website ( 03/27/2017 Deadline for submission of questions regarding IFB 04/03/2017 Final posting of questions and answers and/or clarification or addenda to IFB (if any) on CSC website ( 04/13/2017 RESPONSE DEADLINE - All IFB responses are due by 2:00 PM at: BIDS@cscpbc.org Subject: IFB # Responses will be opened publicly at 2:30 PM. Note: CSC s server date and time stamps all and serves as the time received. s dated and time stamped after the deadline will not be considered. 4/13/2017 Stage 1: CSC technical review of bid(s); verifies required documentation submitted 04/14/2017 Stage 2: Evaluation of responses by CSC 04/18/2017 4/19/2017- Stage 3: Contract discussion and finalization 4/21/ /27/2017 Recommendations submitted to Council for approval, if needed 05/01/2017 Notification by and posting on CSC website ( of award of contract; notification by to bidders not selected for award 05/01/2017 Effective date of contract CSC reserves the right to adjust the timetable and any adjustments will be made available on the CSC website

4 P a g e 4 SECTION 2: INTRODUCTION 2.1 WHAT WE ARE SEEKING 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 6509 youth and 2196 adult T-shirts of various sizes. Bidders must be able to provide drop shipment of product to approximately 70 Palm Beach County summer camp locations no later than June 30, The geographical information and quantities are shown in Attachment A accompanying this IFB. Download form at 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. 2.3 TERM OF CONTRACT IFB is for a one-time purchase, with the term of the contract being from May 1, 2017 September 30, SECTION 3: SCOPE OF WORK 3.1 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: 6,509 Youth of various sizes; 2,196 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; o Adult T-Shirt Front: 2-color, CSC logo and Healthy. Safe. Strong. Tag line in PMS Red 200C and PMS Black C o Back of both Youth and Adult T-Shirt: 2 color in PMS Red 200C and PMS Black C artwork to be provided to awarded 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 30, 2017, to approximately 70 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.

5 P a g e MINIMUM REQUIRMENTS 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 70 summer camp sites in Palm Beach County; Provide three professional references specifically relating to similar assignments completed within the past three years SECTION 4: IFB PROCESS 4.1 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: Jennifer Hardy, Operations Associate Jennifer.Hardy@cscpbc.org All contact shall be by only 4.2 BIDDER 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. 4.3 INQUIRIES All inquiries requesting clarification regarding this IFB must be made in writing and ed to the identified contact person by 03/27/2017. During the IFB period, Bidders must not submit any forms of marketing or promotional materials that 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 that require clarifications and/or addenda to the IFB will be made available no later than 5:00 PM, 04/3/2017 on CSC s website.

6 P a g e ACCEPTANCE OF BIDS All responses must be received by CSC via no later than 04/13/2017 by 2:00 PM. Sign, scan and attach document in PDF format to and send to: BIDS@cscpbc.org Subject: IFB # No changes, modifications or additions to the responses submitted will be accepted by, or binding on, CSC after the deadline for submissions has passed. ALL COMMUNICATIONS ARE DATE AND TIME STAMPED BY CSC S SERVER. RESPONSES RECEIVED AFTER THE SPECIFIED DATE AND TIME OR BOTH WILL BE REJECTED AND RETURNED UNOPENED TO THE BIDDER BY THE CSC. CSC reserves the right to reject any and all responses 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 IFB 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. 4.6 NOTICE OF AWARDED BIDDER CSC will post the name of the awarded Bidder on the CSC website: on 05/01/2017 by 5:00 PM. SECTION 5: IFB RESPONSE 5.1 INSTRUCTIONS FOR SUBMITTING RESPONSE TO IFB All responses must be submitted on the forms included in section 6 of this package (forms available on CSC website Reference file name: IFB#17-004Forms. All responses 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 no later than 04/13/2017 2:00 PM per the deadline in the IFB. Bidders will receive an auto-generated acknowledging receipt of the bid. Do not respond to this . This receipt does not verify that CSC has received a complete bid that will be determined after opening all bid at the time set forth in the IFB. CSC is not responsible for the reputation of the Bidder s account which may cause delays or undeliverable messages if your server has been blacklisted. To check your sender score, please utilize an reputation service or use a service like to confirm that you have a good reputation. CSC s server has the capacity to accept large files but in some cases the Bidder s server may delay sending based on the size of attachments. Please ensure you allow ample time for transmission of files. CSC will not be responsible for s received after the deadline. Bids received after the deadline will not be considered.

7 P a g e 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. 5.3 RESPONSE FORMAT The written portion of your response is to be submitted on the IFB forms included in section 6 of this package (forms available on CSC website Reference file name: IFB# Forms. 5.4 RESPONSE REVIEW AND SELECTION CRITERIA Bidder selection will be based upon the following criteria: 1. Ability to Complete Scope of Services 50 points 2. Cost 50 points 5.5 INSURANCE REQUIREMENTS The successful Bidder(s) shall comply with the following insurance requirements: Insurance i. Commercial General Liability, Required $1,000,000 per occurrence. ii. Workers Compensation Insurance limits per applicable state statute. Required if Bidder has employees engaged in the performance of work under this Agreement. The Provider shall furnish a Certificate of Insurance, naming the Council as an additional insured with respect to the Commercial General Liability of at least $1,000,000 as stated above no later than ten (10) days after award and prior to execution of Statement of Work. Waiver of Subrogation In the event of loss, damage or injury to the Bidder and/or the Bidder s property, the Bidder shall look solely to any insurance in its favor without making any claim against the Council. The Bidder hereby waives any right of subrogation against the Council, for loss, damage, or injury within the scope of the Bidder s Insurance, and on behalf of itself and its insurer, waives all such claims against the Council. 5.6 PREFERENCE FOR FLORIDA BUSINESSES When a special district is required to make purchases of personal property through competitive solicitation and the lowest responsible and responsive bid, bid or reply is by a vendor whose principal place of business is in a state or political subdivision which grants a preference by that state or political subdivision, then the district shall award an equal preference to the lowest responsible and responsive vendor having a principal place of business within Florida. In a competitive solicitation in which the lowest bid is submitted by a vendor whose principal place of business is located outside the state, and that state does not grant a preference in competitive solicitation to vendors having a principal place of business in that state, the preference to the lowest and responsive vendor having a principal place of business in the State of Florida shall be 5 percent. F.S (1)(a). A vendor whose principal place is outside this state must accompany any written bid, bid or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state to its own business entities whose

8 P a g e 8 principal places of business are in that foreign state in the letting of any or all public contracts. F.S (2). Please complete the form titled Bidder s Statement of Principal Place of Business, with the Legal Opinions on the same form, and include it with your submittal. 5.7 COMPLIANCE WITH SECTION , FLORIDA STATUTES In accordance with Section , Florida Statutes, persons and affiliates who have been placed on the convicted vendor list may not submit responses, contract with, or perform work (as a contractor, supplier, subcontractor or consultant) with CSC in excess of the threshold amount provided in Section , 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.

9 P a g e 9 SECTION 6: SUBMITTAL DOCUMENTS The following documents can be downloaded from CSC s website at: Reference file name: IFB # forms Responses should be assembled in the following manner: 1. Cover Page Complete this entire document and include with response. Must be signed. 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 of assignment 5. Bid Worksheet (Attachment B) 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: Reference file name: IFB # Bid Worksheet. 6. Conflict of Interest Disclosure Form Complete this document, sign, scan and include with response. This document must include a signature. 7. Bidder s Statement of Principal Place of Business/Legal Opinion If Bidder s principal place of business is not in Florida, must be signed by attorney, licensed in the state of Bidder s principal place of business.

10 P a g e 10 REMINDER Invitation for Bids (IFB) Summer Camp T-Shirts IFB # DEADLINE FOR SUBMISSION IS 04/13/2017 BIDS@cscpbc.org Subject: IFB BIDS ARRIVING AFTER 2:00 PM ON 04/13/2017 WILL NOT BE ACCEPTED

11 P a g e 11 COVER PAGE Submit this IFB response to: BIDS@cscpbc.org Subject: IFB # IFB Title: #: NAME OF FIRM, ENTITY, ORGANIZATION: NAME OF CONTACT PERSON: TITLE: PHONE NUMBER: FAX NUMBER: MAILING ADDRESS: CITY: STATE: ZIP CODE: HEADQUARTERS ADDRESS (If different than mailing address): FEDERAL EMPLOYER IDENTIFICATION NUMBER (EIN): STATE OF FLORIDA BUSINESS LICENSE NUMBER (If Applicable): ORGANIZATION STRUCTURE (Please check one): Corporation LLC Partnership Proprietorship Joint Venture Other If Corporation or LLC, please provide the following: (A) Date of incorporation/formation (B) State or Country of incorporation/formation: I agree to abide by all terms and conditions of this IFB and certify that I am authorized to sign this Bid and that this Bid is in compliance with all requirements of the Invitation for Bids, including but not limited to, certification requirements. REQUIRED SIGNATURE Authorized Signature (Manual) (Authorized Signature (Print or Type) Title (Print or Type) COMPLETE & PRINT FORMS; SIGN THE COVER PAGE; SCAN INTO PDF FORMAT AND TO CSC BY DEADLINE

12 P a g e 12 QUESTIONNAIRE The following Questionnaire shall be completed and submitted with the Invitation for Bids. Bidder guarantees the truth and accuracy of all statements and answers herein contained. 1. How many years have you/your organization/company been in business? 2. What is the last assignment of this nature that you have completed? 3. Have you ever failed to complete work awarded to you or had a contract terminated for your breach of the contract? NO YES If so, where and why? 4. Provide details of your packaging and shipment process to ensure timely delivery to each site listed in Attachment A.

13 P a g e 13 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:

14 P a g e 14 FEE SCHEDULE PURPOSE: The purpose and intent of this IFB is to secure a fixed and firm fee and establish a termcontract for services. CSC intends to award a contract to the lowest, responsive, responsible, Bidder in response to this IFB, taking into consideration experience, training, certification, staffing, equipment, materials, references, and past performance. 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 initial term of the contract. IFB may be for a one-time purchase. 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 reports will be required with submittal of invoices. Payment will be made within 15 days of receipt of invoice. No down or partial payments will be made. INVOICES AND PAYMENT: Detailed invoices will be required. Payments will be made within 30 days of receipt of invoice(s) as follows: 35% down payment upon execution of contract 65% upon acceptance of delivered shirts Submit Bid Worksheet see Attachment B; download form at Reference file name: IFB # Bid Worksheet.

15 P a g e 15 CONFLICT OF INTEREST DISCLOSURE 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. LIST NAME(S) AND RELATIONSHIP(S) IF APPLICABLE NAME RELATIONSHIPS (Print Name) (Print Name) REQUIRED SIGNATURE (Bidder s Signature) (Date)

16 P a g e 16 BIDDER S STATEMENT OF PRINCIPAL PLACE OF BUSINESS To be completed by each Bidder Name of Bidder: Identify state in which Bidder has its principal place of business: If your principal place of business is the state of Florida, you do not need to proceed any further on this form. If outside of Florida, identify political subdivision (county or municipality) in which Bidder has its principal place of business: A Bidder s principal place of business is determined as follows: 1. If the Bidder is an individual or a sole proprietorship, then its principal place of business is in the state where the Bidder s primary residence is located. 2. If the Bidder is a business organization, then its principal place of business is in the state where the majority of the Bidder s executive officers direct the management of the Bidder s business affairs (known as the nerve center test). If CSC determines that a Bidder has misrepresented its principal place of business, the Bidder s bid, bid or reply shall be rejected. NOTE: Florida Statute Section (2) states that A vendor whose principal place of business is outside of this state must accompany any written bid, bid or reply documents with a written opinion of attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none granted by the law of that state, or political subdivision, to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts. LEGAL OPNION REGARDING STATE BIDDING PREFERENCES (To be completed by the Attorney for an Out of State Vendor, please select one) The Bidder s principal place of business is in the State of and it is my legal opinion that the laws of that state do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state. The Bidder s principal place of business is in the State of and it is my legal opinion that the laws of that state grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state. (Please describe applicable preference(s) and identify applicable state laws):

17 P a g e 17 LEGAL OPINION REGARDNG POLITICAL SUBDIVISION BIDDING REFERENCES (To be completed by the Attorney for an Out of State Vendor, please select one) The Bidder s principal place of business is in the political subdivision of and it is my legal opinion that the laws of that political subdivision do not grant a preference in the letting of any or all public contracts to business entities whose principal places of business are in that state. The Bidder s principal place of business is in the political subdivision of and it is my legal opinion that the laws of that political subdivision grant the following preference(s) in the letting of any or all public contracts to business entities whose principal places of business are in that state. (Please describe applicable preference(s) and identify applicable state laws): Signature of out of state Bidder s attorney Printed name of out of state Bidder s attorney Address of out of state Bidder s attorney: Telephone number of out of state Bidder s attorney: of out of state Bidder s attorney: Attorney s state(s) of bar admission: