request for sealed bid - san juan, texas · request for sealed bid the city of san juan is...

REQUEST FOR SEALED BID

The City of San Juan is requesting sealed bids for Athletic League Uniforms and T-Shirts. Bids are to be

addressed to Carmen Gonzalez, Purchasing/Risk Manager, City of San Juan, 709 S. Nebraska Ave, San Juan,

Texas, bids will be received on Wednesday, August 27, 2014, until 10:00 a.m., at which time they will be

taken to the City Hall Conference Room and will be read aloud.

REQUEST FOR SEALED BIDS

FOR ATHLETIC LEAGUE UNIFORMS AND T-SHIRTS

BID #14-25-08-27

PURCHASING DEPARTMENT

CITY OF SAN JUAN

709 S. NEBRASKA AVE.

SAN JUAN, TEXAS 78589-2649

Specification can be obtained by calling the Purchasing Department 956.223.2200, by picking them up at the

San Juan City Hall, 709 S. Nebraska, San Juan, Texas between the hours of 8:30 a.m. – 4:30 p.m., Monday

thru Friday, or by downloading them from the City’s web-site, www.cityofsanjuantexas.com.

Be advised that if a firm downloads the bidding document from the web page and is contemplating bidding

on the project, the bidder must register with the Purchasing Department so that any changes/additions via

Addendum can be forwarded to the firm. Register with the by phone 956.223.2200, fax 956.787.5978, or e-

mail [email protected]. Please include the firm’s name, address, phone and fax number; as

well as the contact person.

The City of San Juan reserves the right to refuse and reject any or all bids and to waive any or all formalities

or technicalities or to accept the bid to be the best and most advantageous to the City, and hold the bids for a

period of sixty (60) days without taking action. Bids submitted past the aforementioned date and time will

not be accepted.

Caution to those submitting bids; those not in proper form may be rejected.

http://www.cityofsanjuantexas.com/

REQUEST FOR SEALED BID

FOR A

ATHLETIC LEAGUE UNIFORMS

AND

T-SHIRTS

CITY OF SAN JUAN INSTRUCTION TO BIDDERS

Please read specifications thoroughly and make sure that the athletic league uniforms and t-shirts

offered are in compliance with all requirements. Variation from the specifications is to be

indicated on the item specification sheet and covered by letter attached to and made part of the bid.

If no exceptions are noted, and you are the successful bidder, it will be required that the

swimming pool repair project be provided as specified.

PURPOSE

The purpose of these specifications/requirements and bid documents are to execute a contract for:

ATHLETIC LEAGUE UNIFORMS AND T-SHIRTS

INTENT

The purchase and delivery of Athletic League Uniforms and T-Shirts to be furnished under this bid

shall be in accordance with these specifications and all Athletic League Uniforms and T-Shirts shall

be new and unused. All specifications show are minimum. There is no intention to disqualify any

bidder who can meet the specifications.

SUBMITTAL OF BID

Bids will be submitted in sealed envelope; the envelope must be marked on the outside as

follows:

REQUEST FOR SEALED BIDS

ATHLETIC LEAGUE UNIFORMS AND T-SHIRTS

BID #14-25-08-27

PURCHASING DEPARTMENT

CITY OF SAN JUAN

709 S. NEBRASKA AVE.

SAN JUAN, TEXAS 78589-2649

Bidders shall be required to submit one (1) original and one (1) copy of bid on the Invitation to Bid

form. Bids submitted by fax or electronically will not be accepted. Submittal of a bid in

response to this solicitation for bids constitutes an offer by the bidder and if accepted by the City

constitutes a contract. Bids which do not comply with these specifications/requirements may be

rejected at the option of the City. Bids must be filed with the City of San Juan, before opening day

and hour. No late bids will be accepted. Bids cannot be altered or amended after the opening time

of bid. Any changes made before opening time are to be initialed to guarantee authenticity.

SALES TAX

State sales tax must not be included in bid.

SUBSTITUTIONS

No substitutions or cancellations permitted without written approval from the City of San Juan.

NO BID RESPONSE

If unable to quote, bidder should return inquiry giving reasons. Failure to comply will obligate the

City of San Juan to remove non-responsive bidders from bidder’s list.

VARIATIONS

Any additions, deletions, or variations from the following specifications/requirements must be

noted.

TIME ALLOWED FOR ACTION TAKEN

The City may hold bids for 60 days after bid opening without taking action. Bidders shall be

required to hold their bids firm for the same period of time.

RIGHT TO REJECT/AWARD

The City of San Juan reserves the right to refuse and reject any or all bids, and to waive any or all

formalities or technicalities, and to make sure awards of contract as may be deemed to be the best

and most advantageous to the City of San Juan and to award contract to more than one vendor.

CONTRACT AWARD

This bid will be awarded to the bidder(s) that meets the specifications/requirements and are the

most advantageous for the City. If the top ranked bidder(s) does not comply with the above

specifications/requirements, the City reserves the right to terminate the bid(s) and award the bid to

the next most advantageous bidder(s).

CLARIFICATION OF REQUIREMENTS

All requests for additional information or clarification concerning this bid must be submitted in

writing no later than five (5) business days prior to the bid closing date and addressed to:

City of San Juan

Purchasing Division

709 S. Nebraska Avenue

San Juan, Texas 78589-2649

Phone: 956.223.2204

Fax: 956.223.2396

Bid will be accepted in person, by United States Mail, or by private courier service. No bids will

be accepted by oral communication, telephone, electronic mail, telegraphic transmission or

facsimile transmission. Bid may be withdrawn prior to the above scheduled time set for closing.

REQUEST FOR SEALED BID PREPARATION COSTS

Issuance of this bid does not commit the City, in any way, to pay any costs incurred in the

preparation and submission of a bid. All costs related to the preparation and submission this bid

shall be borne by the bidder.

INDEMNIFICATION CLAUSE

The bidder agrees to indemnify and save harmless the City, the Purchasing Department and City

Staff, from all suits and actions of every nature and description brought against them or any of

them, for or on account of the use of patented appliances, products or processes, and he shall pay all

royalties and charges which are legal and equitable. Evidence of such payment or satisfaction shall

be submitted upon request to the Purchasing Department, as a necessary requirement in connection

with the final estimate for payment in which such patented appliance, products or processes are

used.

PAYMENT

The City of San Juan will execute payment by mail in accordance with the State of Texas Prompt

Payment Act after the bid specification has been found to meet the City of San Juan

specifications/requirements. No other method of payment will be considered.

ASSIGNMENT

Neither the bidders’ contract nor payment due to an awarded vendor may be assigned to a third

party without the written approval of the Purchasing Department for the City of San Juan.

INTERPRETATIONS

Any questions concerning the specifications/requirements with regards to this solicitation for bids

shall be directed to the designated individuals as outlined in the bids. Such interpretations, which

may affect the eventual outcome of this request for bids, shall be furnished in writing to all

prospective bidders via Addendum. No interpretation shall be considered in binding unless

provided in writing by the City of San Juan in accordance with paragraph entitled “Addendum”.

STATUTORY REQUIREMENTS

It shall be the responsibility of the successful bidder to comply with all applicable State and Federal

laws, Executive Orders, Municipal Ordinances, and the Rules and Regulations of all authorities

having jurisdiction over the work to be performed hereunder and such shall apply to the contract

throughout, and that they will be deemed to be included in the contract as though written out in full

in the contract documents (to include issues related to health, environmental, and safety to name a

few).

RIGHT TO WAIVE

The City of San Juan reserves the right to waive or take exception to any part of these

specifications/requirements and to award the contract to more than one bidder when it is in the best

interest of the City of San Juan.

HUB CERTIFICATION

State Certified “HUB (Historically Underutilized Businesses) vendor(s) are asked to provide a copy

of their certification, if they have not previously done so (information to be faxed to the Purchasing

Division at 956.223.2396.

COOPERATIVE PRICING

Bidders are advised that in addition to responding to our “local” solicitation for bids with dealer

pricing, vendors are encouraged to provide pricing on the below referenced product based on

BuyBoard, H-GAC, TCPN and/or any other State of Texas recognized and approved cooperative

which has complied with the bidding requirements for the State of Texas. If bidding other than or

in addition to “dealer” pricing, kindly duplicate the bid forms for each bid being provided from a

cooperative contract. Any and all applicable fees must be included. All cooperative pricing must

be submitted on or before bid opening date and hour.

BIDDER’S EMPLOYEES

Neither the bidder nor his/her employees engaged in fulfilling the terms and conditions of this

contract shall be considered employees of the City. The method and manner of performance of

such undertaking shall be under the exclusive control of the vendor on contract. The City shall

have the right of inspection of said undertakings at any time

CONFIDENTIAL INFORMATION

Any information deemed to be confidential by the bidder should be clearly noted on the pages

where confidential information is contained; however, the City cannot guarantee that it will not be

compelled to disclose all or part of any public record under the Texas Public Information Act, since

information deemed to be confidential by the bidder may not be considered confidential under

Texas Law, or pursuant to a court order.

VERBAL THREATS

Any threats made to any employee of the City, be it verbal or written, to discontinue the providing

of item/material/services for whatever reason and/or reasons shall be considered a breach of

contract and the City will immediately sever the contract with the vendor on contract.

MATHEMATICAL ERRORS

In the event that mathematical errors exist in any bid, unit prices/rates -vs- totals, unit prices/rates

will govern.

PAST PERFORMANCE

Bidders are advised that past performance as it relates to product and/or service on

purchase/service/supply contracts previously held with the City shall be a factor in the award of this

supply contract. The City’s position on this matter shall be final.

JURISDICTION

Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of

the State of Texas. Any and all obligations and payments are due and performable and payable in

Hidalgo County, Texas.

VENUE

The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration, and/or

any other dispute(s) shall be in Hidalgo County, Texas.

CONFLICT OF INTEREST

Bidders are advised that they must be in compliance with the below mentioned law:

CHAPTER 176 OF THE TEXAS LOCAL GOVERNMENT CODE

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any

vendor or person considering doing business with a local government entity disclose in the

Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might

cause a conflict of interest with a local government entity. By law, this questionnaire must be filed

with the records administrator of the City of San Juan no later than the 7th

business day after the

date the person becomes aware of facts that require the statement to be filed. See Section 176.006,

Local Government Code. A person commits an offense if the person violates Section 176,006,

Local Government Code. An offense under this section is a Class C misdemeanor.

For more information or to obtain Questionnaire CIQ, go to the Texas Ethics Commission web page

at www.ethics.state.tx.us/forms/CIQ.pdf. If you have any question about compliance, please

consult your own legal counsel. Compliance is the individual responsibility of each person or agent

of a person who is subject to the filing requirements.

INSURANCE REQUIREMENTS

The Bidders agrees to carry adequate General Liability and Automobile Liability Insurance as

mandated by state law. Bidders further agrees to indemnify and hold the City of San Juan

harmless of any and all losses, damages or claims arising out of or in any way connected with any

injury or injuries to any employee or employees of the contract and from any claims of any other

person or persons for injuries, losses or damages sustained at, around, or in connection with the

work, unless the negligence of the City of San Juan and/or servant and agents, is shown to be the

sole proximate cause of said injury, loss, or damage. Respondent will be responsible to provide

necessary insurance as required by the City of San Juan and mandated by state law in

compliance with Section II of the General Specifications when submitting proposal.

BUDGET APPROVAL

For purposes of this project, award will be contingent on approval of budget.

METHOD OF AWARD

Bidders are advised that the City of San Juan reserves the right to award this contract to the lowest

responsible respondent or the respondent that ranked the highest, therefore, providing the best

value. Factors and weights to be considered to determine respondent providing the best value are as

noted on the specification/requirements. Contract may be awarded to more than one vendor who

has the lowest most responsible bid.

FAILURE TO COMPLETE PROJECT

Bidders are advised that failure to complete the requirements within the time frame(s) allowed

(after award of contract by fax, mail or by telephone order), shall be grounds for termination of

contract. In the case of termination, written notice shall be given to the successful vendor and

complete contract shall be severed.

CONTRACT

The City of San Juan reserves the right to terminate the contract if, in the opinion of the City of San

Juan, the successful vendor’s performance is not acceptable, no funds are available, or the City

wishes, without cause, to discontinue the contract. The contract may be awarded to one (1) or

more vendors based on the lowest responsible bidder. Contract will be from October 1, 2014

through September 30, 2015 with the option to extend the contract an additional two (2) years

ending the contract on September 30, 2017. The contract is renewed yearly, but the City has the

option not to renew the contract if the performance of the successful bidder is not satisfactory; the

City shall award the contract to the next most responsible bidder. Original price quoted is to

remain unchanged for the additional two (2) years ending September 30, 2017.

http://www.ethics.state.tx.us/forms/CIQ.pdf

FAILURE TO COMPLETE PROJECT

Bidders are advised that failure to complete the project within the time frame(s) allowed (after

award of contract by fax, mail or by telephone order), shall be grounds for termination of contract.

In the case of termination, written notice shall be given to the successful vendor and complete

contract shall be served.

CITY OF SAN JUAN

BID FORM FOR

ATHLETIC UNIFORMS AND T-SHIRTS

Bid #14-25-08-27

________________________________ ________________________________

Company Name Authorize Signature Date

Basketball Jerseys

DESCRIPTION SIZES APPROXIMATE

QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Reversible (print on both sides), Polyester Tricot Mesh, 1-color print contrasting to Jersey color (50 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering.

Youth Small to Large 400

$ -

Adult Small to X-Large 200

$ -

Adult 2XL 2 $ -

Basketball T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Colored T-shirts, 50/50 cotton/poly pre-shrunk, 1-color print contrasting to shirt color (50 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering.


$ -

Adult 2XL 200 $ -

Adult 3XL 2 $ -

Basketball Coaches T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Colored T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print (all same logo), full front logo design, & 5" "COACH" or "STAFF" block lettering on back in 1-color.


$ -

Adult 2XL 15 $ -

Adult 3XL 5 $ -

Baseball T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Colored T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print contrasting to shirt color, MLB replica logos (40 teams), 6" or larger #s on back, 4" heart side logo on front, & 2" sponsor name on back in block lettering.


$ -


$ -

Baseball Caps


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Low profile, adjustable, MLB replicas (40 teams), & special logos to be embroidered as specified.

Youth Replica Caps 430

$ -

Adult Replica Caps 132

$ -

Softball T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Colored T-shirts, 50/50 cotton/poly pre-shrunk, 3-color print contrasting to shirt color, different logos (30 teams), 6" or larger #s on back, 4" heart side logo on front, & 2" sponsor name on back in block lettering.


$ -


$ -

Softball Visors & Caps


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

VISORS: Cotton Twill, adjustable visors, colors according to teams (30 teams) and all embroidered alike with block lettering. COACHES CAPS: Cotton Twill, low profile, adjustable, colors according to teams (30 teams), and embroidered like visors.

Youth Embroidered Visors 190

$ -

Adult Embroidered Visors 70

$ -

7 on 7 Football T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Colored T-shirts, 50/50 cotton/poly pre-shrunk, 1-color print contrasting to T-shirt color (20 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering.


$ -


$ -

Volleyball T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Colored T-shirts, 50/50 cotton/poly pre-shrunk, 1-color print contrasting to T-shirt color (30 teams), 6" or larger #s on front and back, 4" heart side logo, 2" on front block lettering, & 2" sponsor name on back in block lettering.


$ -


$ -

All-Star Baseball Jerseys & Caps


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

JERSEYS: Full button down jerseys (style may change every year), moisture wicking fabric, cool mesh polyester, medium weight, 2-color logo printed on front (same on all), 6" numbers on back, 4" number on front, if "tackle 12" stitching is available please specify price differences. CAPS: 6-panel, flex-fit or comparable, custom embroidery, same logo (10 teams). NOTE: Both must be available for youth small through all adult sizes.


$ -


$ -

Youth Embroidered Caps 30

$ -

Adult Embroidered Caps 30

$ -

All-Star Softball Jerseys, Visors, & Caps


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

JERSEYS: V-Neck, sleeveless jersey (style may change every year), moisture wicking fabric, cool mesh polyester or dazzle cloth, medium weight, 2-color logo printed on front (same on all), 6" numbers on back. POLOS: Moisture wicking polyester blend, matching logo as jerseys, embroidered front logo, & same on all shirts. VISORS: Polyester mesh matching uniform style, adjustable visors (4 teams) and all embroidered alike with block lettering. COACHES CAPS: Polyester mesh matching uniform style, low profile, adjustable, colors according to teams (4 teams), and embroidered like visors. NOTE: Both must be available for youth small through all adult sizes.


$ -

Youth Embroidered Visors 65

$ -

Adult Embroidered Visors 20

$ -

Track Singlet Jersey & Shorts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Cool dry material with side panels, sleeveless (muscle-shirt style), 1-color print, full front logo (same on all), 2" lettering on back, & small heart side logo on front. (Shorts to match shirt)


$ -


$ -

Event T-Shirts (Cinco de Mayo)


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

White event T-shirts, 50/50 cotton/poly pre-shrunk, 5-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back.


$ -

Adult 2XL 20 $ -

Adult 3XL 5 $ -

Adult 4XL 2 $ -

Summer Program T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

White T-shirts, 50/50 cotton/poly pre-shrunk, 5-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back.


$ -


$ -

Basketball Camp T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

White T-shirts, 50/50 cotton/poly pre-shrunk, 5-color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back.


$ -


$ -

Reindeer Run T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER



$ -


$ -

Adult 2XL 10 $ -

Tackle Football Jerseys


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Heavy weight football jersey in youth and adult sizes. Jersey must be full length, with full cut sleeves that include elastic on edges of sleeves. Body must be mico-mesh or pro-mesh with decorative trimming. The sleeve and yoke must be dazzle cloth material, 1-color print with minimum 6” numbers on front and back with team name on front.


$ -

Adult 2XL 25 $ -

Tackle Football Coaches T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER


Adult Small to X-Large

$ -

Adult 2XL $ -

Adult 3XL $ -

Soccer T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

White event T-shirts, 50/50 cotton/poly pre-shrunk, 1 color print (all same logo), full front logo design, & a 1-color list of sponsors or webpage address on the back.


$ -

Flag Football T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER



$ -


$ -

Winter Baseball T-Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER



$ -

Adult Youth Replica Caps 200

$ -

Adult Replica Caps 60

$ -

Event T-Shirts (Red Ribbon Celebration)


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER



$ -


$ -

Adult 2XL 15 $ -

Adult 3XL 5 $ -

Fire Department Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

Polo shirts, 100% polyester, 2 button polo, 1-color print, embroidered (all same logo), 3" right hand side. Long sleeve shirts, 50/50 cotton/poly pre-shrunk, 1-color print, all same logo on front and back. T-shirts, 50/50 cotton/poly pre-shrunk, 1-color, logo on front and back.

Adult Small to X-Large POLOS 130

$ -

Adult Small to X-Large Long Sleeve 80

$ -

Adult Small to 3XL T-Shirts 80

$ -

Police Department Shirts


QUANTITY UNIT PRICE

EXTENDED PRICE

BRAND QUOTING

STYLE NUMBER

T-shirts, 50/50 cotton/poly, pre-shrunk, 1-color, logo on front and back.

Adult Small to X-Large T-Shirts 200

$ -

GRAND TOTAL

request for sealed bid - san juan, texas · request for sealed bid the city of san juan is...

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